Finance & Policy Minutes (Signed) 17-06-2019

Minutes of a Meeting of the Finance & Policy Committee held on Monday 17th June 2019 at 7:15pm at the Memorial Hall Newmarket

Attendance:
Councillor A Drummond (Chairman)                                        Councillor J Lay
Councillor S Ceasar (non-voting)                                               Councillor K Lindsay
Councillor T Kerby

Also Present: Bobby Bennett – TCM, Cathy Whitaker – RFO and Member of the Public.

F/19/06/1 Chairman to read fire 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/19/06/2 Apologies for absence
Apologies were received from Councillor R Hood and Councillor J De’Ath Councillor Cooke was not in attendance.

F/19/06/3 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/19/06/4 To confirm the minutes of the meeting held on 20th May 2019 and any matter arising
Members received the minutes of the Finance & Policy Committee meeting held on 20th May 2019 and the following was agreed:

F/19/06/4.01 Resolved
That the minutes of the Finance & Policy Committee meeting held on 20th May 2019 be adopted and signed as a true record by the Chairman of the Finance & Planning Committee.

F/19/06/5 Public participation an invitation to member 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
None noted.

F/19/06/6 Submission of schedules of payments for information CB1, CB2 AND CB4 FOR (May 2019)
Members reviewed CB1, CB2 and CB4 and the following was agreed:

F/19/06/6.01 Recommendation
That the ratification of the schedules of payments for the period 01/05/2019 – 31/05/2019 (Cash Book 1 and 2) be received and adopted.

F/19/06/7 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 31/05/2019 (month 2) for the Town Council’s Current, Petty Cash, Salaries and Barclaycard Cashbooks had been countersigned by the Chairman of the F&P Committee.

F/19/06/8 To receive the income and expenditure for May 2019
The RFO gave an overview of the Income and Expenditure reports which were received and noted for May 2019.

F/19/06/9 To review the following policies

a) Standing orders
The Standing orders were reviewed and the following was agreed:

F/19/06/9.01 Recommendation
That the Standing Orders be amended to allow any Committee (except Finance & Policy and Human Resources) to be made up on a volunteer basis.

If adopted by full council, volunteers will be accepted at the following full council meeting to add new members to the existing committees.

b) Customer care and complaints policy
The Customer Care and Complaints Policy was reviewed and the following was agreed:

F/19/06/9.02 Recommendation
That the Customer Care and Complaints Policy be adopted.

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

F/19/06/9.03 Recommendation
That the Procurement Policy be adopted.

d) Environment policy
The Environment Policy was reviewed and the following was agreed:

F/19/06/9.04 Recommendation
That the Environment Policy be adopted.

e) Equality policy
The Equality Policy was reviewed and the following was agreed:

F/19/06/9.05 Recommendation
That the Equality Policy be adopted.

f) Information and date protection policy
The Information and Data Protection Policy was reviewed and the following was agreed:

F/19/06/9.06 Recommendation
That the Information and Data Protection Policy be adopted.

g) IT, Website and email policy
The IT, Website and Email Policy was reviewed and the following was agreed:

F/19/06/9.07 Recommendation
That the IT, Website and Email Policy be adopted.

F/19/06/10 Health and safety monthly review
The RFO tabled an update regarding health and safety and this was noted.

F/19/06/11 Correspondence
None noted.

F/19/06/12 Date of next meeting
Monday 15th July 2019 at the Memorial Hall, High Street, Newmarket.

F/19/06/13 Items for the next agenda

Meeting closed at 7.55pm

 

Signed ______________________________ Date _________________________