Full Town Council Agenda 27-07-2020

Councillors, you are hereby summoned to attend the meeting of the Newmarket Town Council on Monday 27th July 2020 at 6pm on Zoom.

The meeting is open to the public who are encouraged to join the meeting and participate at the appropriate time. Any member of the public wishing to do so should email townclerk@newmarket.gov.uk to receive an invitation to the Zoom meeting. No special software is required. The meeting will be conducted in the usual way with one person speaking at a time, those wishing to speak putting their hands up and the Mayor determining whose turn it is to speak. Voting will be by show of hands as normal.

Occasionally matters relating to contractual or staffing issues do have to be held in the confidential part of the meeting.

Members of the public and press may not orally report or comment about a meeting as it takes place if present at a meeting of the Council, but otherwise may:
a. film, photograph or make an audio recording of the meeting;
b. use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place or later;
c. report or comment on the proceedings in writing, during or after a meeting or orally after the meeting.
This meeting is being held on the online Zoom platform and is being recorded. Any member of the public in attendance who does not wish to be included in the recording can disable their video although this would prohibit their ability to participate in the meeting at the appropriate time.

1. Welcome Mayor to announce that this meeting is being recorded and to ask whether anyone else intends to record the meeting.
2. Apologies for absence.
3. Interests – Declaration of Members’ Interests & to remind Councillors of the need to keep up to date their Register of Members’ Interests and to consider any requests received for Members’ Dispensation.
4. Minutes – To receive and confirm the Minutes of the Town Council Meeting held on Monday 29th June 2020 and any matters arising (herewith).
5. Public participation ‘An invitation to members of the public to put questions/statements of not more than 3 minutes duration. Resolutions can only be made on items on the agenda, but Councillors are very happy for matters relating to the Town to be brought to their attention. (maximum 15 minutes).
6. Councillor Reports – to receive and note reports (if any) from County Councillors, District Councillors, Ward Reports and outside bodies reports from Town Councillors
7. Announcements – To receive the Town Mayor’s and Deputy Mayor’s Announcements (if any).
8. Committee Meetings
a. To receive the minutes and consider any recommendations from the Development & Planning meetings held on 6th July and 20th July 2020.
b. To receive the minutes and consider any recommendations from the Community & Leisure Services meeting held on 6th July 2020.
c. To receive the minutes and consider any recommendations from the Neighbourhood Plan meeting held on 13th July 2020.
d. To receive the minutes and consider any recommendations from the Human Resources meeting held on 13th July 2020.
e. To receive the minutes and consider any recommendations from the Finance and Policy meeting held on 20th July 2020.
9. Accounts – To receive the final accounts for Newmarket Town Council for the financial year 2019/2020
10. Bank Signatories – To appoint bank signatories for 2020/21
11. Audit – To receive the Internal Auditor’s Report & Certificate for 31/3/2020 by Auditing Solutions Ltd
12. Annual Governance Statement – To approve Section 1, Annual Governance Statement 2019/20, of the Annual Governance & Accountability Return 2019/20
13. Accounting Statements To approve Section 2, Accounting Statements 2019/20, of the Annual Governance & Accountability Return 2019/20
14. General Reserve – To receive an update regarding the General Fund level
15. Neighbourhood Plan – To note receipt of Final Decision Statement from West Suffolk Council
16. Coronavirus Response – To receive and note the minutes of the Steering Group meeting held on 6th and 21st July 2020 (herewith).
17. Coronavirus Financial Update – To receive an update on coronavirus related expenditure to date
18. Constitution
a. To amend Standing Orders in respect of voting arrangements for virtual metings and membership of working parties
b. To approve the Social Media Guide for Councillors
19. General Power of Competence –following the appointment of the new Town Clerk to confim that Newmarket Town Council qualifies and to adopt the General Power of Competence
20. Committee membership – To consider co-option of Phillipa Winter to the Community and Leisure Services Committee.
21. Draft Model Code of Conduct – To receive a report from the Draft Model Code of Conduct Consultation Working Group regarding a response to the consultation
22. Car Parking – To receive a report from the Car Parking Working Group meetings held on 2nd, 9th, 16th & 23rd July 2020.
23. Cricket – To consider the resumption of cricket at the Severals from 2nd August 2020.
24. Reopening Plan –
a. to review closure of Memorial Gardens and Public WCs
b. to consider matters relating to bookings for events and functions
25. Ward Reports
26. Correspondence – PCSO report
27. Date of the next Meeting – 24th August 2020.
28. Date of Extraordinary Town Council meeting (Health and Wellbeing in Newmarket, survey presentation) – Thursday 24th September 2020.

Signed D.Baines                                                           Debbie Baines, Town Clerk                                                                         21st July 2020