Finance & Policy Minutes (Signed) 12-08-2019

Minutes of a Meeting of the Finance & Policy Committee held on Monday 12th August 2019 at 7:15pm at the Memorial Hall Newmarket

Attendance:
Councillor A Drummond (Chairman)                                                 Councillor J Lay
Councillor S Ceasar                                                                                 Councillor K Lindsay – Resigned
Councillor R Hood

Also Present: Bobby Bennett – TCM, Julie Ashton – Minute Assistant, Cllr Hulbert and 1 Member of the Public.

F/19/08/1 Chairman to read fires safety notice and announce that proceedings may be filmed or recorded
The Chairman opened the meeting and advised that the Fire Safety Notice was not required. It was confirmed that proceedings may be filmed or recorded.

F/19/08/2 Apologies for absence
Apologies were received from Cllrs Cooke, De’Ath and Kerby.

F/19/08/3 Declaration of members interests and to remind councillors are the need to keep up to date their register of members interests and to consider any requests received for members dispensation
None noted.

F/19/08/4 To confirm the minutes of the meeting held on 15th July 2019 and any matter arising
Members received the minutes of the Finance & Policy Committee meeting held on 15th July 2019 and the following was agreed:

F/19/08/4.01 Resolved
That the minutes of the Finance & Policy Committee meeting held on 15th July 2019 be adopted and signed as a true record by the Chairman of the Finance & Planning Committee.

Matters arising:
Page 2 – F/19/07/5 – TCM advised that SCC had asked NTC to take the lead in presenting the evidence for the Weatherby crossing Public Inquiry but she would follow this up regarding funding for legal representation.

F/19/08/5 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 matters to be brought to their attention
Cllr Hulbert advised that a response from the Transport Secretary was still awaited regarding the Weatherby crossing.

F/19/08/6 Submission of schedules of payments for information CB1, CB2 AND CB4 FOR (July 2019)
TCM advised that the schedules were not available and would be presented at the next meeting.

F/19/08/7 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 would be signed when they were available.

F/19/08/8 To receive the income and expenditure for June 2019
TCM advised that the Income and Expenditure reports for July 2019 were not available and would be presented at the next meeting.

F/19/08/9 To review the following policies
a) COMMUNICATUIONS POLICY
The Communications Policy was reviewed and the following was agreed:

F/19/08/9.01 Recommendation
That the Communications Policy be adopted.

b) Marketing policy
The Marketing Policy was reviewed and the following was agreed:

F/19/08/9.02 Recommendation
That the Marketing Policy be adopted.

c) Publicity policy
The Publicity Policy was reviewed and the following was agreed:

F/19/08/9.03 Recommendation
That the Publicity Policy be adopted.

d) Training and development policy
The Training and Development Policy was reviewed and the following was agreed:

F/19/08/9.04 Recommendation
That the Training and Development Policy be adopted.

e) Business community policy
The Business Community Policy was reviewed and the following was agreed:

F/19/08/9.05 Recommendation
That the Business Community Policy be adopted.

f) Flag flying policy
The Flag Flying Policy was reviewed and the following was agreed:

F/19/08/9.06 Recommendation
That the Flag Flying Policy be adopted.

F/19/08/10 To receive an update on the fire alarm
TCM advised that the CCTV system would need to be upgraded in order for the fire alarm to be accessed remotely. This would be budgeted for next year.

A member of the public left the meeting.
F/19/08/11 Health and safety monthly review
TCM advised that it was an excellent report with only two outstanding actions. The monthly Health & Safety report was circulated at the meeting and noted. A request was made to add the names of the staff completing the safety checks on the form.

TCM advised that a local business had offered to replace the stolen defibrillator and the Mayor would send a letter of thanks.

F/19/08/12 Correspondence
Request for funding for the Food and Drink Festival was considered and the following was agreed:

F/19/08/12.01 Resolved
That £1,250 be donated to support the Food and Drink Festival from the grants budget and marketing of the event would be included at the Soapbox Derby and on local radio. That the Events Manager assists with marketing on social media.

F/19/08/13 Date of next meeting
Monday 16th September 2019 at the Memorial Hall, High Street, Newmarket.

F/19/08/14 Items for the next agenda
• Schedule of payments for July 2019
• Income and Expenditure reports for July 2019

Meeting closed at 8:00pm

 

Signed ______________________________ Date _________________________