Finance & Policy Minutes (Signed) 19-11-2018
Minutes of a Meeting of the Finance & Policy Committee held on Monday 19th November 2018 at 7:55pm at the Memorial Hall Newmarket
Attendance:
Councillor A Drummond (Chairman) Councillor J Morrey
Councillor R Hood Councillor R Nobbs
Councillor D Hudson (non-voting) Councillor Winter
Also Present: Roberta Bennett – TCM, Cathy Whitaker – RFO, Julie Ashton – Minute assistant and 1 Member of the Public
F/18/11/1 Chairman to read 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. It was confirmed that proceedings may be filmed or recorded.
F/18/11/2 Apologies
Apologies were received from Cllr Lay.
F/18/11/3 Declaration of members interest and to remind councillors of the need to keep up to date their register of members interests and to consider any requests received for members dispensation
None noted.
F/18/11/4 To confirm the minutes of the meeting held on 15th October 2018 and any matter arising
Members received the minutes of the Finance & Policy Committee meeting held on 15th October 2018 and the following was agreed:
F/18/11/4.01 Resolved
That the minutes of the Finance & Policy Committee meeting held on 15th October 2018 be adopted and signed as a true record by the Chairman of the Finance & Planning Committee.
There were no matters arising.
F/18/11/5 Public participation an invitation to members of the public to put questions/statements of not more than 3 minutes duration. No resolutions can be made but councillors are very happy for matters to be brought to their attention
None noted.
F/18/11/6 Submission of schedules of payments for information CB1, CB2 AND CB4 FOR (October 2018)
Members reviewed CB1, CB2 and CB4 and the following was agreed:
F/18/11/6.01 Recommendation
That the ratification of the schedules of payments for the period 01/10/2018 – 31/10/2018 (Cash Book 1, 2 and 4) be received and adopted.
F/18/11/7 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 that the bank reconciliations relating to the end of 31/10/2018 (month 7) for the Town Council’s Current, Petty Cash, Salaries and Barclaycard Cashbooks had been countersigned by the Chairman of the F&P Committee.
F/18/11/8 To receive the income and expenditure for October 2018
Members received and noted the income and expenditure for October 2018. TCM advised that the vacancy for a PCSO had been advertised.
F/18/11/9 To receive the income and expenditure for the kiosk
Members received and noted the income and expenditure for the Kiosk for the period April 2016 to August 2018.
F/18/11/10 To agree the costs associated with the termination of contract with Shire leasing
The severance quote was considered and the RFO was asked to obtain a copy of the original contract and report back at the next meeting.
F/18/11/11 To consider the 2019/20 budget
TCM presented the draft budget and advised that two further lines would be added for Tourism – £1,000 and Yellow Brick Road – £2,000. Staff Travel was reduced to £200 and Software/Computer Consumables was reduced to £750. The following was agreed:
F/18/11/11.01 Recommendation
That subject to the amendments being made, the draft F&P Budget for 2018/19 be received and adopted.
F/18/11/12 To review the communications and marketing policy and consider recommendations
TCM advised that the current Communications and Marketing Policy was not user friendly and the layout needed to be revised and split into separate policies. The following was agreed:
F/18/11/12.01 Recommendation
That the current Communications and Marketing Policy be revised into a separate Communications Policy and Marketing Policy. That Cllrs be required to sign the Communications Policy to confirm that they have read it.
F/18/11/13 Insurance for employment tribunal cover
TCM advised that the current insurance policy does provide cover for Employment Tribunals and that they must be informed at the start of any dispute.
F/18/11/14 To receive an update on health & safety issues
TCM advised that the Annual Health & Safety and Fire Safety reports had been received and would be circulated to Members. There were no concerns to report.
F/18/11/15 Correspondence
None noted.
F/18/11/16 Date of next meeting
Monday 10th December 2018 following the preceding meeting but no later than 7:15pm at the Memorial Hall, High Street, Newmarket.
F/18/11/17 Items for the next agenda
• Severance quote from Shire Leasing
Meeting closed at 8:27pm
Signed ______________________________ Date _________________________