Finance & Policy Minutes (Signed) 15-10-2018
Minutes of a Meeting of the Finance & Policy Committee held on Monday 15th October 2018 at 6.50 pm at the Memorial Hall Newmarket
Attendance:
Councillor A Drummond (Chairman) Councillor J Lay
Councillor R Hood Councillor Winter
Also Present: Cathy Whitaker – RFO and Julie Ashton – Minute Assistant
F/18/10/1 Chairman to read fire safety notice and announce that proceedings may be filmed or recorded
The Chairman opened the meeting at 6:50 and advised that the Fire Safety Notice was not required. It was confirmed that the meeting may be filmed or recorded.
F/18/10/2 Apologies
Apologies were received from Cllrs Morrey and Nobbs.
F/18/10/3 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/18/10/4 To confirm the minutes of the meeting held on 17th September 2018 and any matter arising
Members received the minutes of the Finance & Policy Committee meeting held on 17th September 2018 and the following was agreed:
F/18/10/4.01 Resolved
That the minutes of the Finance & Policy Committee meeting held on 17th September 2018 be adopted and signed as a true record by the Chairman of the Finance & Planning Committee.
Matters arising:
Page 2 – F/18/09/9 – RFO advised that the report on the Kiosk costs would be available at the next meeting.
F/18/10/5 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
None noted.
F/18/10/6 Submission of schedules of payment for information CB1, CB2 AND CB4 FOR (September 2018)
Members reviewed CB1, CB2 and CB4 and the following was agreed:
F/18/10/6.01 Recommendation
That the ratification of the schedules of payments for the period 01/09/2018 – 30/09/2018 (Cash Book 1, 2 and 4) be received and adopted.
F/18/10/7 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 30/09/2018 (month 6) for the Town Council’s Current, Petty Cash, Salaries and Barclaycard Cashbooks had been countersigned by the Chairman of the F&P Committee.
F/18/10/8 To receive the income and expenditure for September 2018
Members received and noted the income and expenditure for September 2018. RFO advised that adjustments had been made to the coding and that the reports now showed a true figure. The internal audit had been booked to take place at the end of November 2018.
F/18/10/9 Suffolk County Council budget consultation
Members considered the consultation and a link would be sent to all Councillors with a request to complete it individually online.
F/18/10/10 To consider building up the general reserve
RFO advised that at the internal audit the strategy to build up the General Reserve would be considered.
F/18/10/11 To receive an update on health & safety issues
RFO advised that the Annual Health & Safety and Fire Safety reports were awaited.
F/18/10/12 Correspondence
None noted.
F/18/10/13 Date of next meeting
Monday 19th November 2018 following the preceding meeting but no later than 7:15pm at the Memorial Hall, High Street, Newmarket.
F/18/10/14 Items for the next agenda
• Insurance for Employment Tribunal Cover
• Income and expenditure report for the Kiosk costs
Meeting closed at 7:43pm
Signed ______________________________ Date _________________________