Agenda item

Report No: MAC/SE/16/001

The Committee considered report MAC/SE/16/001, which asked Members to discuss, with officers, arrangements for the Annual Meeting of Council on 19 May 2016.

The following arrangements for 2016 were approved:

(1)     Venue

The venue for 2016 would be the Apex, Charter Square, Bury St Edmunds

(2)     Rehearsal

The rehearsal would be held in the Apex on Wednesday 18 May 2016 at 5.00 pm.

(3)     Procession

It was agreed that the procession would assemble at the Guildhall at 12.30pm and start to process to the Apex by 12.45pm. The route was agreed as follows: from the Guildhall along Guildhall Street and into Cornhill. Turn left up Central Walk, across St Andrews Street South, up Gosnold Street and right into Charter Square. It was estimated that this would take 6 minutes.

(4)     Mayor Making

Time – It was agreed that the start time for the Mayor Making would be 1pm.

Film Recording – following an offer of film recording equipment free of charge, consideration was given to filming the proceedings for future prosperity.  This was agreed in principle, subject to appropriate agreements being sought, including agreement of the Mayor Elect.

Summons and Agenda – an A4 booklet with a card cover was agreed.

Music – It was agreed that this would be provided by King Edwards School with an orchestra for the procession in and a choir during the robing of the new Mayor.

Outgoing Mayor’s Charities – Consideration was given to incorporate the presentation of the outgoing Mayor’s Charities cheques to the relevant recipients into ceremonial business.  This was agreed, together with a photograph with each recipient.  Due to time constraints however, recipients would not be asked to provide acceptance speeches.

Mayor’s Chaplain – Consideration was given to the outgoing and incoming Mayor’s Chaplains sitting on the top table and exchanging places at the appropriate time in the ceremony.  This was agreed in principle, subject to their being sufficient space on the top table. 

Presentations – Presentations would be made to the incoming Consort and Deputy Mayoress, and the outgoing Mayoress. The new Mayor would advise who would make the presentations.

Speeches – Proposing speeches would be limited to 3 minutes and seconders should do so without an additional speech.  It was agreed to remove the need for a Vote of Thanks to the retiring Deputy Mayor, as this would be incorporated into the proposer’s speech for the incoming Mayor (as the retiring Deputy Mayor was expected to be elected Mayor for 2016/2017.)

Floral Decorations – Two pedestals for flowers would be located at either side of the stage. These could then be transported to the Athenaeum for the Civic Dinner that evening.

Public Address System – The Apex would provide the public address system.

Adjournment – It was anticipated that Mayor Making would conclude by 2pm and the top table and members would process from the auditorium. Tea and cakes would be provided on the first floor.  The adjournment would be limited to 45 minutes.

(5)    Annual Meeting

Time – It was agreed that the start time for the Annual Meeting would be 2.45pm (or at the conclusion of the 45 minute adjournment, whichever was the later)  and it was anticipated that it would conclude by 3.30pm.

Seating - Seating would, as in previous years, be provided for Councillors and Council representatives, guests, schools and the general public.

Proposers, Seconders and Votes of thanks – The Mayor’s Secretary would liaise with Members regarding who would propose and second the election of the Mayor and Deputy Mayor, and the Vote of Thanks for the retiring Mayor.

RESOLVED:

That the roles allocated and decisions taken in respect of the Annual Meeting of the Council 2015 be as detailed in (1) to (5) above.