Finance & Policy Minutes (Signed) 18-11-2019
Minutes of a Meeting of the Finance & Policy Committee held on Monday 18th November 2019 at 7:27pm at the Memorial Hall Newmarket
Attendance:
Councillor A Drummond (Chairman) Councillor T Kerby
Councillor S Ceasar Councillor J Lay
Also Present: Cathy Whitaker – RFO, Julie Ashton – Minute Assistant, Cllr O’Neill and 3 Members of the Public.
F/19/11/1 Chairman to read fire safety notice and announce that proceedings may be filmed or recorded
The Chairman opened the meeting and read out the Fire Safety Notice and confirmed that proceedings may be filmed or recorded.
F/19/11/2 Apologies for absence
Apologies were received from Cllrs De’Ath and Hood.
F/19/11/3 Declaration of members interests and 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
None noted.
F/19/11/4 To confirm the minutes of the meeting held on 21st October 2019 and any matter arising
Members received the minutes of the Finance & Policy Committee meeting held on 21st October 2019 and the following was agreed:
F/19/11/4.01 Resolved
That the minutes of the Finance & Policy Committee meeting held on 21st October 2019 be adopted and signed as a true record by the Chairman of the Finance & Planning Committee.
There were no matters arising.
F/19/11/5 Public participation an invitation to members of the public to put questions/statements of not more than 3 minutes duration. No resolutions can be made but councillors are very happy for matter to be brought to their attention
Cllr O’Neill spoke to item 10 and proposed that the Vice Chairmen who had resigned should be replaced at the soonest opportunity.
RFO advised that this item had been added to the agenda in error and would be placed on the next Full Council agenda.
F/19/11/6 Submission of schedules of payments for information CB1, CB2 AND CB4 FOR (September 2019)
Members reviewed CB1, CB2 and CB4 and the following was agreed:
F/19/11/6.01 Recommendation
That the ratification of the schedules of payments for the period 01/10/2019 – 31/10/2019 (Cash Book 1 and 2) be received and adopted.
F/19/11/7 To confirm the bank statement balances & related bank reconciliation have been signed by the chairman of F&P committee
The Chairman of the Finance & Policy Committee confirmed that the bank reconciliations relating to the end of 31/10/2019 (month 7) for the Town Council’s Current, Petty Cash, Salaries and Barclaycard Cashbooks had been countersigned by the Chairman of the F&P Committee.
F/19/11/8 To receive the income and expenditure for September 2019
The Income and Expenditure reports for October 2019 were received and noted.
F/19/11/9 To consider the 20/21 draft budget for this committee
RFO presented the draft budget and advised that further amendments would be made to 4056 – Legal Expenses and 1176 – Precept. The draft budget would be brought back to the Committee when the amendments have been made.
F/19/11/10 To review the committee terms of reference
This item had been added to the agenda in error and would be placed on the next Full Council agenda.
F/19/11/11 To receive the monthly PCSO report
The monthly PCSO report was received and noted. The Committee felt that the report lacked evidence of any outcomes to justify value for money and the following was agreed:
F/19/11/11.01 Resolved
That the Terms of Reference for the PCSO be renegotiated with Suffolk Constabulary to ensure that more time is spent in areas of Newmarket that require more control.
F/19/11/12 Health and safety monthly review
The report was not available and would be added to the next Full Council agenda.
F/19/11/13 Correspondence
Relate – Small Support Grant – the report on the case for support was considered and RFO was asked to invite them to a Full Council meeting.
F/19/11/14 Date of next meeting
Monday 9th December 2019 at the Memorial Hall, High Street, Newmarket.
F/19/11/15 Items for the next agenda
• PCSO Terms of Reference
Meeting closed at 7:52pm
Signed ______________________________ Date _________________________