Finance and Policy Minutes Signed 23-01-2023

Attendance:

Councillor J Harvey (Chairman)

Councillor J Borda

Councillor M Jefferys

Councillor R Hood

Councillor S Perry

Councillor P Hulbert

Councillor K Yarrow

Also Present: C Whitaker – Town Clerk, T Symonds – Deputy Town Clerk, J Ashton – Minute Assistant and 1 Member of the Public.

Minute

F/23/01/1 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 may be filmed or recorded.

F/23/01/2 Apologies for Absence
Apologies were received from Cllr Drummond, Ferries and Lay. Cllr Hall was absent.

F/23/01/3 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
Cllr Yarrow declared an interest in item 9b – Grants – Newmarket Community Arts. There were no requests for dispensations.

F/23/01/4 To Confirm the Minutes of the Meeting Held on 21st November 2022 and any Matters Arising
Members received the minutes of the Finance & Policy Committee meeting held on 21st November 2022 and the following amendment was made:

Page 3 – F/22/11/13.03 Recommendation – that the recommendation be amended to read the following:

F/22/11/13.03 Recommendation
That NTC does not add information and locations of defibrillators to the NTC website due to NTC not owning them other than the ones held in the Pavilion and Memorial Hall; a database would be difficult to keep up to date and accurate and the public are given the location of registered defibrillators when contacting the emergency services.

F/23/01/4.01 Resolved

That subject to the amendment being made, the minutes of the Finance &
Policy Committee meeting held on 21st November 2022 be adopted and
signed as a true record by the Chairman of the Finance & Planning
Committee.

Cllr Yarrow declared an interest in the following item and left the meeting.
F/23/01/5 Public Open Session
A member of the public spoke to item 9b – Grant request from Newmarket
Community Arts to support the Rivers of Light Festival on Yellow Brick Road
on 18th February to promote the Newmarket Brook and the fact that it is a rare
chalk stream. Details of the workshops that will be held to make the lanterns
were given along with the planned activities for the event.

The Chairman proposed that item 9b – Grant for NCA be brought forward and
the following was agreed:

F/23/01/5.01 Resolved
That item 9b – Grants be brought forward.

F/23/01/6 Grants
Newmarket Community Arts – A grant application from Newmarket
Community Arts was considered and the following was agreed:

F/23/01/6.01 Recommendation
That the grant request from Newmarket Community Arts for £1,000 be
approved.

Cllr Yarrow re-joined the meeting and a member of the public left the meeting.

F/23/01/7 Submission of Schedules of Payments for Information CB1 – CB4 M8 and
M9
Members reviewed CB1 – CB4 for November and December 2022 and the
following was agreed:

F/23/01/7.01 Recommendation
That the ratification of the schedules of payments for the period 01/11/2022
– 31/12/2022 (Cash Book 1 – 4) be received and adopted.

F/23/01/8 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 31/12/2022 (months 8 and 9) for the
Town Council’s Current, Petty Cash, Salaries and Barclaycard Cashbooks.

F/23/01/9 To Receive the Income and Expenditure
The Income and Expenditure reports for December 2022 were received and
noted.

F/23/01/10 Grants

NewsTalk – A grant application from NewsTalk was considered and the
following was agreed:

F/23/01/10.01 Recommendation
That the grant request from NewsTalk £250 be approved.

F/23/01/11 Policies
A number of policies were due to be reviewed and the following was agreed:

F/23/01/11.01 Recommendation
That this item be deferred to March 2023. That a Task and Finish Working
Group be set up consisting of Town Clerk, Cllrs Harvey, Perry, Drummond
and Hood with a remit to review the policies and make recommendations to
the Committee.

F/23/01/12 Committee Terms of Reference
The Committee Terms of Reference were reviewed and the following was
agreed:

F/23/01/12.01 Recommendation
That the Committee Terms of Reference be received and approved.

F/23/01/13 Health, Safety and Facilities
An update report on the Memorial Hall and Gardens, Severals and Pavilion and
the Cemetery was received and noted.

F/23/01/14 Correspondence
None noted.

F/23/01/15 Date of Next Meeting
Monday 20th March 2023 at the Memorial Hall.

Meeting closed at 7:40 pm

Signed: By the Chairman             Date: Monday 23rd January 2023

                                              Summary of Recommendations

Recommendation	Recommendation Wording
F/23/01/6.01 Recommendation	That the grant request from Newmarket Community Arts for £1,000 be approved.
F/23/01/7.01 Recommendation	That the ratification of the schedules of payments for the period 01/11/2022 – 31/12/2022 (Cash Book 1 – 4) be received and adopted.
F/23/01/10.01 Recommendation	That a grant request from Newstalk £250 be approved.
F/23/01/11.01 Recommendation	That this item be deferred to March 2023.  That a Task and Finish Working Group be set up consisting of Town Clerk, Cllrs Harvey, Perry, Drummond and Hood with a remit to review the policies and make recommendations to the Committee.
F/23/01/12.01 Recommendation	That the Committee Terms of Reference be received and approved.