Finance & Policy Minutes (signed) 17-05-2021

Minutes of a Meeting of the Finance & Policy Committee jeld on Monday 17th May 2021 at the Memorial Hall

Attendance:
Councillor M Jefferys (Chairman)                                 Councillor R Hood
Councillor A Appleby                                                       Councillor C O’Neill
Councillor J Borda                                                           Councillor K Yarrow
Councillor A Drummond

Also Present: D Baines – Town Clerk, C Whitaker – RFO, J Ashton – Minute Assistant and 2 Members of the Public.

F/21/05/1 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/21/05/2 Apologies for Absence
No apologies were received.

F/21/05/3 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.

F/21/05/4 To Confirm the Minutes of the Meeting Held on 22nd April 2021 and any Matters Arising
Members received the minutes of the Finance & Policy Committee meeting held on 22nd April 2021 and the following was agreed:

F/21/05/4.01 Resolved
That the minutes of the Finance & Policy Committee meeting held on 22nd April 2021 be adopted and signed as a true record by the Chairman of the Finance & Planning Committee.

There were no matters arising.

F/21/05/5 Public Open Session
No member of the public wished to speak.

F/21/05/6 Submission of Schedules of Payments for Information CB1 – CB4 for (April 2021)
Members reviewed CB1 – CB4 and the following was agreed:

F/21/05/6.01 Recommendation
That the ratification of the schedules of payments for the period 01/04/2021 – 30/04/2021 (Cash Book 1 – 4) be received and adopted.

F/21/05/7 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 30/04/2021 (month 1) for the Town Council’s Current, Petty Cash, Salaries and Barclaycard Cashbooks.

F/21/05/8 To Receive the Income and Expenditure
The Income and Expenditure reports for April 2021 were received and noted.

F/21/05/9 End of Year Budget Analysis 2020-2021
The RFO presented a report on the closing budget balances and underspends. The report was considered and the following was agreed:

F/21/05/9.01 Recommendation
That the recommended transfers from Committee underspends to the specified ear-marked reserves detailed in the report, be approved. That the calculation for the General Reserve Fund for 2021/22 be approved.

F/21/05/10 To Consider a Request for Grant Funding
The request from Newmarket Festival for a grant to support the Food & Drink Festival 11th – 12th September 2021 was considered and the following was agreed:

F/21/04.10.01 Recommendation
That the request for Grant Funding from Newmarket Festival for £1,500.00 to support the Food & Drink Festival to be held on11th – 12th September 2021 be approved, subject to the funds being carried forward to 2022 if the event is cancelled.

F/21/05/11 Health and Safety
The monthly Health and Safety report was received and noted. Town Clerk gave a verbal update on the Legionella issues at the Pavilion. Test results are awaited along with further water treatment and resampling.

F/21/05/12 Correspondence
None noted.

F/21/05/13 Date of Next Meeting
Monday 21st June 2021 at the Memorial Hall.

F/21/05/14 Items for the Next Agenda
• Legionella report for the Pavilion

Meeting closed at 7:12pm

Signed by the Chairman                                                              Date 21-06-2021

Summary of Recommendations

 

Recommendation	Recommendation Wording
F/21/05/6.01 Recommendation	That the ratification of the schedules of payments for the period 01/04/2021 – 30/04/2021 (Cash Book 1 – 4) be received and adopted.
F/21/05/9.01 Recommendation	That the recommended transfers from Committee underspends to the specified ear-marked reserves detailed in the report, be approved.  That the calculation for the General Reserve Fund for 2021/22 be approved
F/21/05/10.01 Recommendation	That the request for Grant Funding from Newmarket Festival for £15,00.00 to support the Festival to be held on11th – 12th September 2021 be approved, subject to the funds being carried forward to 2022 if the event is cancelled.