Publication

Finance and Policy Minutes Signed 20-03-2023

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Attendance:

Councillor J Harvey (Chairman)

Councillor R Hood

Councillor J Borda

Councillor P Hulbert

Councillor A Drummond

Councillor M Jefferys

Councillor S Perry

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

Minute

F/23/03/1 Chairman to Read the Fire Safety Notice and Announce that Proceedings may be filmed or Recorded
The Chairman opened the meeting and read the Fire Safety Notice and confirmed that proceedings may be filmed or recorded.

F/23/03/2 Apologies for Absence
Apologies were received from Cllrs Ferries, Lay and Yarrow. Cllr Hall was absent.

F/23/03/3 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 Members Dispensation
None noted. There were no requests for dispensations.

F/23/03/4 To Confirm the Minutes of the Meeting Held on 23rd January 2023 and any Matters Arising
Members received the minutes of the Finance & Policy Committee meeting held on 23rd January 2023 and the following was agreed:

F/23/03/4.01 Resolved
That the minutes of the Finance & Policy Committee held on 23rd January 2023 be adopted and signed as a true record by the Chairman of the Finance & Policy Committee.

There were no matters arising.

F/23/03/5 Public Open Session
No members of the public were present.

F/23/03/6 Submission of Schedules of Payments for Information CB1 – CB4 M10 and M11
Members reviewed CB1 – CB4 for January and February 2023 and the following was agreed:

F/23/03/6.01 Recommendation
That the ratification of the schedules of payments for the period 01/01/2023 – 28/02/2023 (Cash Book 1 – 4) be received and adopted.

F/23/03/7 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 28/02/2023 (months 10 and 11) for the Town Council’s Current, Petty Cash, Salaries and Barclaycard Cashbooks.

F/23/03/8 To Receive the Income and Expenditure
The Income and Expenditure reports for February 2023 were received and noted.

F/23/03/9 Funding Application
A report on a request for funding or the Neighbourhood Plan review work was considered and the following was agreed:

F/23/03/9.01 Recommendation
That a budget of £5000 for consultancy fees be approved by NTC and that the request to delegate to the NNP Working Group to apply for funding where possible to facilitate the review process be approved.

F/23/03/10 Policies
The following policies were reviewed by the Policies Review Working Group and the following was agreed:

F/23/03/10.01 Recommendation
That subject to further amendments, the revised Standing Orders be received and adopted.

F/23/03/10.02 Recommendation
That the revised Financial Regulations be received and adopted.

F/23/03/10.03 Recommendation
That the revised Financial Risk Scheme be received and adopted.

F/23/03/10.04 Recommendation
That the revised Scheme of Delegation to Officers be received and adopted.

F/23/03/11 Health, Safety and Facilities
An update report on the Memorial Hall and Gardens, Severals and Pavilion and the Cemetery was received and noted.

F/23/03/12 Appointment of an Internal Auditor for 2022/2023
A recommendation to appoint an Internal Auditor for a further four years until 2025/2026 was considered and the following was agreed:

F/23/03/12.01 Recommendation
That the onward engagement of Heelis & Lodge Ltd as the NTC Internal Auditors be approved.

F/23/03/13 Review of Internal Control Statement and Systems
The Internal Control Statement and Systems were reviewed and the following was agreed:

F/23/03/13.01 Recommendation
That subject to further amendments to the arrangements for bank signatories, the review of Internal Control Statement and Systems be approved.

F/23/03/14 Correspondence
None noted.

F/23/03/15 Date of Next Meeting
Monday 15th May 2023 at the Memorial Hall.

Meeting closed at 7:23 pm

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

             Summary of Recommendations

Recommendation Recommendation Wording
F/23/03/6.01 Recommendation That the ratification of the schedules of payments for the period 01/01/2023 – 28/02/2023 (Cash Book 1 – 4) be received and adopted.
F/23/03/9.01 Recommendation That a budget of £5000 for consultancy fees be approved by NTC and that the request to delegate to the NNP Working Group to apply for funding where possible to facilitate the review process be approved.
F/23/03/10.01 Recommendation That subject to further amendments, the revised Standing Orders be received and adopted.
F/23/03/10.02 Recommendation That the revised Financial Regulations be received and adopted.
F/23/03/10.03 Recommendation That the revised Financial Risk Scheme be received and adopted.
F/23/03/10.04 Recommendation That the revised Scheme of Delegation to Officers be received and adopted.
F/23/03/12.01 Recommendation That the onward engagement of Heelis & Lodge Ltd as the NTC Internal Auditors be approved.
F/23/03/13.01 Recommendation That subject to further amendments to the arrangements for bank signatories, the review of Internal Control Statement and Systems be approved.