Agenda and minutes

The outgoing Chairman will announce that the next item of business is the election of the Chairman for the ensuing year and will call for nominations.

The outgoing Chairman will make their remarks, to be followed by incoming Chairman’s Declaration of Acceptance of Office.

On opening the meeting Councillor Carol Lynch, the outgoing Chairman, advised all present that unfortunately their colleague and fellow District Councillor Bill Sadler was currently very unwell.

Councillor Lynch also offered congratulations to Councillors Louis Busuttil, Victor Lukaniuk, Robin Millar and Colin Noble for their election to Suffolk County Council on 4 May 2017.

Councillor Lynch then made a speech to the meeting outlining the work and achievements during her year as Chairman.  She had very much enjoyed her year; having attended many functions on behalf of the District Council.

Lastly, Councillor Lynch gave thanks to the team within the Civic Office who had ably supported her through the year, and was pleased to inform the Council that she had raised £750 for her chosen charity CALM (Campaign Against Living Miserably), a cause very personal to her.

It was moved by Councillor Lynch and seconded by Councillor Nigel Roman that Councillor Ruth Bowman be nominated as Chairman of the Council for 2017/2018.

With there being no other nominations and with the vote being unanimous, it was

RESOLVED:

That Councillor Ruth Bowman be elected as Chairman of the Council for 2017/2018.

Councillor Bowman accepted the Chain of Office from Councillor Lynch, signed the Declaration of Acceptance of Office and took the Chair.

Councillor Bowman then made a speech to the meeting, thanking Members for electing her as Chairman of the Council for the coming year.

Councillor Bowman also thanked Councillor Lynch on behalf of the whole Council for her tireless efforts over the past year of being Chairman and presented her with her past Chairman’s badge.

The Chairman will nominate their Vice Chairman.

Incoming Vice Chairman to make Declaration of Acceptance of Office.

It was moved by Councillor Ruth Bowman and seconded by Councillor John Bloodworth that Councillor Brian Harvey be nominated as Vice Chairman of the Council for 2017/2018.

With there being no other nominations and with the vote being unanimous, it was

RESOLVED:

That Councillor Brian Harvey be elected as Vice Chairman of the Council for 2017/2018.

Councillor Harvey then accepted the Chain of Office and signed the Declaration of Acceptance of Office.

Councillor Bowman also thanked the outgoing Vice Chairman, Councillor Michael Anderson, on behalf of the whole Council.

The Service Manager (Democratic Services) will announce any apologies for absence. 

Apologies for absence were received from Councillors Andrew Appleby, Christine Mason, Bill Sadler and Lance Stanbury.

Having regard to the provisions of the Constitution, the Chairman will invite the Leader of the Council to announce:

(a)         Up to nine Members whom he will be appointing to form the Cabinet;

(b)         The name of a Member of the Cabinet to act as Deputy Leader; and

(c)         The Portfolios, and which Members of the Cabinet will be Portfolio Holders.

The Leader of the Council gave notification that the Cabinet Members for 2017/2018 would remain as appointed for 2016/2017 with Councillor Robin Millar continuing as Deputy Leader.

Report No: AGM/FH/17/001

The Leader of the Council presented this item which sought agreement to establish the Council’s Committees for the municipal year.

It was proposed by the Leader, seconded by Councillor David Bowman and with the vote being unanimous, it was

RESOLVED:

That:-

1.   The Committees and Joint Committees listed in Paragraphs 1.2.1 to 1.2.4 of Report No: AGM/FH/17/001 continue to operate for 2017/2018 with their existing number of seats and Terms of Reference (ToR), as contained in Appendix 2 and as amended to include the revisions to the ToR for the Licensing and Regulatory Committee;

2.   The formula for the allocation of seats to the political groups on those Committees which are required by law to be politically balanced, as indicated in Appendix 1 of Report No: AGM/FH/17/001, be approved;

3.   The allocation of seats on the Committees which are required by law to be politically balanced, as indicated in Appendix 1 and Paragraph 1.2.7 of Report No: AGM/FH/17/001, be approved;

4.   The allocation of seats on the Overview and Scrutiny Committee, Performance and Audit Scrutiny Committee and the West Suffolk Joint Standards Committee, as indicated in Paragraph 1.2.8 of Report No: AGM/FH/17/001, be approved.  These Committees are not required to be politically balanced; and

5.   If the Council is unable to confirm the appointment of Members and Substitute Members at the Annual Meeting on 10 May 2017 the Service Manager (Democratic Services) be given Delegated Authority to appoint Members and Substitute Members to those bodies set out in Recommendations 3 and 4 above, on the basis of nominations from the relevant Group Leaders.

In accordance with the Constitution, the Council will appoint the Chairmen and Vice Chairmen of the:

(a)         Overview and Scrutiny Committee; and

(b)         Performance and Audit Scrutiny Committee

At the invitation of the Chairman, the Leader was invited to propose the Conservative Group’s nominations for the chairmanships of the Council’s Scrutiny Committees:

Overview and Scrutiny Committee

It was moved by the Leader and seconded by Councillor Nigel Roman. 

With there being no other nominations and with the vote being unanimous, it was

RESOLVED:

That:-

1.   Councillor Simon Cole be appointed as Chairman of the Overview and Scrutiny Committee for 2017/2018; and

2.   Councillor Ruth Bowman be appointed as Vice Chairman of the Overview and Scrutiny Committee for 2017/2018.

Performance and Audit Scrutiny Committee

It was moved by the Leader and seconded by Councillor Nigel Roman. 

With there being no other nominations and with the vote being unanimous, it was

RESOLVED:

That:-

1.   Councillor Louis Busuttil be appointed as Chairman of the Performance and Audit Scrutiny Committee for 2017/2018; and

2.   Councillor Colin Noble be appointed as Vice Chairman of the Performance and Audit Scrutiny Committee for 2017/2018.

Report No: AGM/FH/17/002

The Leader of the Council presented this report which sought approval to appoint, or rearrange the delegation of, nominations of Councillors to service on outside bodies.

During the discussion of this item Councillor Carol Lynch reminded Members that during her time as Chairman of Council she had requested that Members provide regular updates to Council summarising the work they had undertaken in their roles on outside bodies.

The Service Manager (Democratic Services) drew attention to Recommendation 4 of Report No: AGM/FH/17/002 and explained that the delegation awarded to her would enable any new appointments or future changes to the Council’s representatives on outside bodies to be made.

The Leader advised of two changes to the Conservative Group’s nominations in respect of:

Citizens Advice Bureau (Newmarket)

Councillor Chris Barker to replace Michael Anderson

Suffolk Police and Crime Panel

Councillor David Bowman to replace Councillor Lance Stanbury (as the substitute member)

It was moved by the Leader, seconded by Councillor Rona Burt and with the vote being unanimous, it was

RESOLVED:

That:-

1.   Where the Council may send observers to meetings of outside bodies these will be appointed by the Cabinet;

2.   If deemed appropriate, the Council to explore the passing of nominations to other organisations;

3.   Where the Council may make a nomination, but the nominee is not automatically appointed by the organisation, the nomination be made by the Cabinet;

4.   The Service Manager (Democratic Services) be requested to exercise their existing Delegated Authority to:

(a)         Reappoint the existing District Council’s representatives not covered by the provisions made in Recommendations 1, 2 and 3 above, for 2017/2018 as detailed in Appendix A of Report No: AGM/FH/17/002;

(b)         Make new appointments to outside bodies, as applicable, in accordance with nominations put forward by the relevant Group Leaders or (if applicable) the nominating body or individual listed; and

(c)         Amend the Council’s representation on the Citizens Advice Bureau (Newmarket) and the Suffolk Police and Crime Panel, as verbally advised by the Leader at the meeting.