Publication

Finance and Policy Minutes Draft 18-03-2024

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Attendance:

Councillor A Drummond (Vice Chairman)

Councillor P Hulbert

Councillor R Hood

Councillor R Nobbs

Councillor Yarrow

Also Present: C Whitaker – Town Clerk, J Ashton – Minute Assistant, Cllr Winter as an observer and J Gilbert – CEO of The Racing Centre.

Minute

F/24/03/1 Chairman to Read the 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 were being recorded.

F/24/03/2 Apologies for Absence
Cllr J Harvey.

F/24/03/3 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/24/03/4 To Confirm the Minutes of the Meeting Held on 22nd January 2024 and any Matters Arising
Members received the minutes of the Finance & Policy Committee meeting held on 22nd January 2024 and the following was agreed:

F/24/03/4.01 Resolved
That the minutes of the Finance & Policy Committee meeting held on 22nd January 2024 be adopted and signed as a true record by the Chairman of the Finance & Planning Committee.

There were no matters arising.

F/24/03/5 Public Open Session
J Gilbert spoke to item 14 and gave further details of the outreach clinic project and requested that NTC support this social investment.
The Chairman proposed that item 14 Outreach Clinic Proposal be brought forward and the following was agreed:

The Chairman proposed that item 14 Outreach Clinic Proposal be brought forward and the following was agreed:

F/24/03/5.01 Resolved
That item 14 be brought forward.

F/24/03/6 Outreach Clinic Proposal
A report regarding a proposal by the Racing Centre with the Primary Care Network was considered. A suggestion that providing a mobile dentistry service is considered was made.
The following was agreed:

F/24/03/6.01 Recommendation
That NTC supports the proposal with a pledge of £4,000 (to be reviewed at year end with a report received before onward funding be approved) for the Racing Centre with the Primary Care Network. That the Racing Centre presents further details to Full Council and that a Stakeholder meeting be held within the Town.

J Gilbert left the meeting
F/24/03/7 Submission of Schedules of Payments for Information CB1 – CB4
Members reviewed CB1 – CB4 for month 10 and 11 (2023/2024) and the following was agreed:

F/24/03/7.01 Recommendation
That the ratification of the schedules of payments for the period 01/01/2024 – 31/01/2024 and 01/02/2024 – 29/02/2024 (Cash Book 1 – 4) be received and adopted.

F/24/03/8 To Confirm the Bank Statement Balances & Related Bank Reconciliation have been signed by the Chairman of F&P Committee
The Vice Chairman confirmed that the Chairman of the Finance & Policy Committee had confirmed scrutiny of the bank reconciliations relating to the end of 29/02/2024 (month 11) for the Town Council’s Current, Petty Cash, Salaries and Barclaycard Cashbooks.

F/24/03/9 To Receive the Income and Expenditure
The Income and Expenditure reports for February 2024 were received and noted.

F/24/03/10 Health and Safety
The monthly Health and Safety report was received and noted.

F/24/03/11 Policies
An update was given on the Policy Review Schedule and the Newmarket Town Council Treasury Management Policy and Newmarket Town Council Medium Term Financial Plan were reviewed. The following was agreed:

F/24/01/11.01 Recommendation
That the Annual Model of Investment from 1st April 2024 be approved

F/24/01/11.02 Recommendation
That the Medium Term Financial Plan for NTC be approved and be reviewed annually at budget/precept setting. That delegated powers be given to the Chairman and Town Clerk to finalise the draft prediction spreadsheet to support the policy.

F/24/03/12 Funding Request
A request from the Newmarket Charitable Foundation to contribute to the funding for the start-up cinema at Kings Theatre was considered and the following was agreed:

F/24/01/12.01 Recommendation
That NTC makes a pledge of £2,000 towards the Kings Theatre cinema facility from the 2024/2025 budget.

F/24/03/13 Contracts
H&S Consultancy contract – A report regarding Town Council new H&S Consultancy contract was considered, and the following was agreed:

F/24/03/13.01 Recommendation
That the new H&S Consultancy Contract with C&C Consulting for an initial year from 1st April 2024 at a cost of £3,699 be approved.

HR/Employment Law – A report regarding Town Council HR/Employments Law contract ending in September 2024 was considered, and the following was agreed:

F/24/03/13.02 Recommendation
That a local Employment Law Company be engaged on an ‘as needed’ basis from September 2024, to be paid on an hourly rate be approved.

Cllr Hulbert declared an ‘other’ interest and did not vote.
F/24/03/14 MARPA
A request for an annual subscription to support MARPA for £25pa was considered and the following was agreed:

F/24/03/14.01 Recommendation
That the request for an annual subscription to support MARPA for £25pa be approved.

F/24/03/15 Correspondence
None noted.

F/24/03/16 Date of Next Meeting
Monday 20th May 2024 at the Memorial Hall.

Meeting closed at 8:12pm

Signed ______________________________                Date _________________________

Summary of Recommendations Recommendation Wording
   
F/24/03/6.01 Recommendation

 

 That NTC supports the proposal with a pledge of £4,000 (to be reviewed at year end with a report received before onward funding be approved) for the Racing Centre with the Primary Care Network.  That the Racing Centre presents further details to Full Council and that a Stakeholder meeting be held within the Town.

 
D/24/03/7.01 Recommendation

 

 

 That the ratification of the schedules of payments for the period 01/01/2024 – 31/01/2024 and 01/02/2024 – 29/02/2024 (Cash Book 1 – 4) be received and adopted.
D/24/03/11.01 Recommendation That the Annual Model of Investment from 1st April 2024 be approved
D/24/03/11.02 Recommendation That the Medium Term Financial Plan for NTC be approved and be reviewed annually at budget/precept setting.  That delegated powers be given to the Chairman and Town Clerk to finalise the draft prediction spreadsheet to support the policy.
D/24/03/12.01 Recommendation That NTC makes a pledge of £2,000 towards the Kings Theatre cinema facility.
D/24/03/13.01 Recommendation That the new H&S Consultancy Contract with C&C Consulting for an initial year at a cost of £3,699 be approved.
D/24/03/13.02 Recommendation That a local Employment Law Company be engaged on a as needed basis from September 2024, to be paid on an hourly rate be approved.
D/24/03/14.01 Recommendation That the request for an annual subscription to support MARPA for £25pa be approved.