Publication

Finance and Policy Minutes Signed 20-11-2023

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Attendance:

Councillor J Harvey (Chairman)

Councillor R Nobbs

Councillor P Hulbert

Councillor Yarrow

Also Present: C Whitaker – Town Clerk, J Ashton – Minute Assistant and Cllr Winter as an observer.

Minute

F/23/11/1 Chairman to Read the 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 and confirmed that proceedings were being recorded.

F/23/11/2 Apologies for Absence
Apologies were received from Cllr Drummond. Cllr Hood was absent.

F/23/11/3 Declaration of Member’s Interests and to Remind Councillors of the Need to Keep up to Date their Register of Member’s Interests and to Consider any Requests Received for Member’s Dispensation
None noted. There were no requests for Member’s Dispensation.

F/23/11/4 To Confirm the Minutes of the Meeting Held on 18th September 2023 and any Matters Arising
Members received the minutes of the Finance & Policy Committee meeting held on 18th September 2023 and the following was agreed:

F/23/11/4.01 Resolved
That the minutes of the Finance & Policy Committee meeting held on 18th September 2023 be adopted and signed as a true record by the Chairman of the Finance & Planning Committee.

There were no matters arising.

F/23/11/5 Public Open Session
No members of the public were present.

F/23/11/6 Submission of Schedules of Payments for Information CB1 – CB4
Members reviewed CB1 – CB4 for month 6 and 7 (2023/2024) and the following was agreed:

F/23/11/6.01 Recommendation
That the ratification of the schedules of payments for the period 01/09/2023 – 30/09/2023 and 01/10/2023 – 31/10/2023 (Cash Book 1 – 4) be received and adopted.

F/23/11/7 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 scrutiny of the bank reconciliations relating to the end of 31/10/2023 (month 5) for the Town Council’s Current, Petty Cash, Salaries and Barclaycard Cashbooks.

F/23/11/8 To Receive the Income and Expenditure
The Income and Expenditure reports for October 2023 were received and noted.

F/23/11/9 Budget 2024/2025
The draft budget was presented and considered. The following was agreed:

F/23/11/9.01 Recommendation
That the draft F&P Budget for 2024/2025 be approved at £141, 388.00.

F/23/11/10 Health and Safety
The monthly Health and Safety report was received and noted.

F/23/11/11 Bank Accounts
A proposal to open a dedicated account for holding booking security deposits was considered and the following was agreed:

F/23/11/11.01 Recommendation
That a dedicated account for holding booking security deposits be opened with Unity Trust Bank.

F/23/11/12 Policies
The new Monitoring and Surveillance in the workplace policy was considered, the following was agreed:

F/23/11/12.01 Recommendation
That delegated power be given to the Town Clerk and Cllr Harvey to make further amends and then present to full council.

F/23/11/13 Small Grants
A request from the 6th Newmarket Brownies was considered and the following was agreed:

F/23/11/13.01 Recommendation
That the grant application from the 6th Newmarket Brownies for the Christmas Pantomime for £250.00 be approved.

F/23/11/14 IT Upgrade
Phase 1 of the installation of Cloud-base systems was considered and the following was agreed:

F/23/11/14.01 Recommendation
That the plan for phase 1 – Cloudy-IT for options a, and b, for cloud-based system and agenda pack creation software within current financial year (23/24) be approved.

F/23/11/14.02 Recommendation
That the plan for phase 2 – hybrid and broadcasting of council meetings and councillor devices, options c, and d, in the next financial year (24/25) be approved in principle subject to specification, investigation and review.

F/23/11/15 Correspondence
None noted.

F/23/11/16 Date of Next Meeting
Monday 22nd January 2024 at the Memorial Hall.

Meeting closed at 8:00pm

Signed: By the Chairman                       Date: Monday 20th November 2023

Summary of Recommendations Recommendation Wording
D/23/11/6.01 Recommendation

 

 

 That the ratification of the schedules of payments for the period 01/09/2023 – 30/09/2023 and 01/10/2023 – 31/10/2023 (Cash Book 1 – 4) be received and adopted.
D/23/11/09.01 Recommendation That the draft F&P Budget for 2024/2025 be approved at £141, 388.00
D/23/11/11.01 Recommendation That a dedicated account for holding booking security deposits be opened with Unity Trust Bank.
D/23/11/12.01 Recommendation That delegated power be given to the Town Clerk and Cllr Harvey to make further amends and present to full council.
D/23/11/13.01 Recommendation That the grant application from the 6th Newmarket Brownies for the Christmas Pantomime for £250.00 be approved.
D/23/11/14.01 Recommendation That the plan for phase 1 – Cloudy-IT for options a, and b, for cloud-based system and agenda pack creation software within current financial year (23/24) be approved.
D/23/11/14.02 Recommendation That the plan for phase 2 – hybrid and broadcasting of council meetings and councillor devices, options c, and d, in the next financial year (24/25) be approved in principle subject to specification, investigation and review.