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To the Members of the Full Council

  • Councillor Mike Acreman
  • Councillor Stephen Holder
  • Councillor Steve Beatty
  • Councillor Claire Holford
  • Councillor Daniel Beauchamp
  • Councillor Jacki Hoskins
  • Councillor Ailsa Charter
  • Councillor Mark Hoskins
  • Councillor Mahmood Ebrahimjee
  • Councillor Nigel Hughes
  • Councillor Paul Gibbon
  • Councillor Katharine Keats-Rohan
  • Councillor Marcus Harris (Chairman/Retiring Mayor)
  • Councillor Ros Lester
  • Councillor Susan Hendrie
  • Councillor Diana Margarido

 

10 May 2023

Dear Councillors

You are hereby summoned to attend the Annual Meeting of Wallingford Town Council on Monday, 15 May 2023 at 7.00 pm in the Town Hall for the transaction of business as set out on the attached agenda.

Apologies for the meeting should be sent to Luke Whitcomb, Meetings Officer, at meetings@wallingfordtowncouncil.gov.uk

Yours sincerely

Michelle Taylor

Town Clerk & Responsible Finance Officer

 

AGENDA

  • Prayers will be said by the Reverend Kevin Beer before business is transacted
  • Robes must be worn by Members for this meeting and will be available in the Town Hall from 6.00 pm onwards

1     ELECTION OF CHAIRMAN/MAYOR

To elect the Chairman/Mayor for the 2023-2024 Municipal Year

The Mayor of Wallingford for 2022-2023 will preside over the election of the new Chairman (Standing Order 5f&h).  The retiring Chairman/Mayor, if re-elected, does have an original vote in the election of a new Chairman/Mayor and must give a casting vote in the case of an equality of votes (Standing Order 5i).

The Town Clerk will escort the new Mayor and the retiring Mayor to the Committee Room for the exchange of civic regalia.

The new Chairman/Mayor, having signed the Declaration of Acceptance of Office, will then take the Chair.

The new Chairman/Mayor may then address the meeting.

2     APOLOGIES

To receive apologies for absence

3     VOTE OF THANKS TO THE RETIRING MAYOR

The new Chairman will read out, and present to the retiring Mayor, an Engrossment expressing the Council’s and the Town’s thanks for their service.

The retiring Chairman/Mayor will reply.

4     APPOINTMENT OF VICE-CHAIRMAN/DEPUTY MAYOR

The Chairman/ Mayor to appoint the Vice-Chairman/Deputy Mayor for the 2023-2024 Municipal Year

5     MAYOR’S AND DEPUTY MAYOR’S CONSORTS

The Town Clerk will escort the Mayor’s and Deputy Mayor’s Consorts to receive their badges of office if they are able to attend.

6     APPOINTMENT OF THE MAYOR’S CHAPLAIN

The Mayor will announce the appointment of their Chaplain for the ensuing year and present them with the badge of office

7     APPOINTMENT OF THE MAYOR’S CADETS

The Mayor will announce the appointment of two Mayor’s Cadets, representing the Army and the Royal Air Force, for the ensuring year.   The Town Clerk will escorts the Cadets to the front of the Chamber to receive their badges of office

8     APPOINTMENT OF BRIDGE CHAMBERLAIN

To appoint the Bridge Chamberlain for the ensuring year

(It is tradition that the serving Mayor is appointed as Bridge Chamberlain.)

9     APPOINTMENT OF BRIDGEMEN

To appoint two Bridgemen for the ensuing year

(It is tradition that the Bridgemen are the two longest-serving councillors.)

10     COUNCILLORS – CONFIRMATION OF ACCEPTANCE OF OFFICE

To note that all Councillors have signed their Acceptance of Office forms following the Town Council Elections on 4 May 2023

11     INDUCTION PROGRAMME FOR NEW TOWN COUNCILLORS

The Town Clerk to outline the on-boarding programme for new Town Councillors, including required training  (ATTACHED)

12     STANDING ORDERS AND FINANCIAL REGULATIONS

To review and adopt Standing Orders and Financial Regulations.  (ATTACHED)

13     COMMITTEE STRUCTURE, TERMS OF REFERENCE AND MEMBERSHIP

(a)   To determine the committee structure for the 2023-2024 Municipal Year  (ATTACHED)

(b)   To review and adopt the terms of reference for committees, including the delegation arrangements to committees and working groups; ratification of these may be deferred to a later date  (ATTACHED)

(c)    To appoint the membership of committees, or decide how membership will be determined at a later date.   Please note that the next meeting of the Planning Committee will be Wednesday, 17 May 2023.

(d)   To note the existing calendar of council and committee meetings  (ATTACHED)

14     REPRESENTATION ON EXTERNAL BODIES

To review the Town Council’s representation on external bodies  (ATTACHED)

15     POLICIES, PROCEDURES AND INVENTORIES

(a)   Insurance – to confirm arrangements for insurance cover  (ATTACHED)

(b)   Land and assets – to review the inventory of land and assets belonging to the Town Council  (ATTACHED)

(c)   Memberships and subscriptions – to review the Town Council’s membership of other bodies  (ATTACHED)

(d)   Complaints procedure – to review the Town Council’s complaints procedure  (ATTACHED)

(e)   Press/media – to review the Council’s policy for dealing with the press/media  (ATTACHED)

(f)    Freedom of information – to review the Town Council’s policy, procedures and practices to comply with legislation  (ATTACHED)

(g)   Information and data protection policy – to review the Town Council’s policy, procedures and practices to comply with legislation  (ATTACHED)

(h)   Employment policies and procedures – these are currently being developed further and will be brought to the Full Council at a later date

 

The quorum for the Full Council is 8

The next meeting of the Full Council will be held on Wednesday, 24 May 2023.   The summons and agenda papers for that meeting will be issued by email on Friday, 19 May 2023.

Distribution: Town Council website and Town Hall noticeboard

Non-confidential supporting documents may be made available upon request.

We welcome members of the public at our meetings.  Any member of the public wishing to speak at the meeting should contact the Meetings Officer in advance by emailing meetings@wallingfordtowncouncil.gov.uk