Agenda and draft minutes

Policy and Finance Committee - Tuesday 10th January 2023 6.30 pm

Venue: Guildhall

Items
No. Item

125/22/23

Health and Safety Announcements.

Minutes:

The Chairman informed those present of the actions required in the event of a fire or emergency.

126/22/23

Declarations of Interest:

a.  To receive any declarations from Members of any registerable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

 

b.  The Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration.

Minutes:

a.  To receive any declarations from Members of any registerable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

 

Councillor

Agenda Item

Pecuniary/Non-Pecuniary

Reason

Left Meeting

Dent

17b

Non-Pecuniary

Member of RBL

No

Samuels B

17b

Non-Pecuniary

Member of RBL

No

Yates

16

Non-Pecuniary

Uses FCCA facility

Yes

 

 

 

b.  The Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration.

 

None.

127/22/23

Questions - A 15-minute period when members of the public may ask questions of Members of the Council.

Please note: Any member of the public requiring to put a question to the Town Council must do so by 12 noon the day before the meeting.

Minutes:

None.

128/22/23

To receive and approve the minutes of the Extraordinary Policy and Finance Committee held on 22nd November 2022 as a true and correct record. pdf icon PDF 100 KB

Minutes:

Please see a copy of the minutes on the STC website or request to see a copy at the Guildhall.

 

It was proposed by Councillor Miller, seconded by Councillor Dent and RESOLVED that the minutes of the Extraordinary Policy and Finance Committee held on 22nd November 2022 were confirmed as a true and correct record.

129/22/23

All accounts and bank accounts reconciled up to 30th November 2022.

Minutes:

It was RESOLVED to note.

130/22/23

Petty cash reconciled up to 30th November 2022.

Minutes:

It was RESOLVED to note.

131/22/23

To receive a report on VAT. pdf icon PDF 50 KB

Minutes:

It was RESOLVED to note.

132/22/23

To receive a report on investments. pdf icon PDF 47 KB

Minutes:

It was RESOLVED to note.

133/22/23

To note that an audit on recent supplier payments was conducted by the Chairman of Policy & Finance in line with the Councils Financial Regulations. It was noted that there are no discrepancies to report.

Minutes:

It was RESOLVED to note.

134/22/23

To receive the current STC and Committee budget statements. pdf icon PDF 56 KB

Additional documents:

Minutes:

It was RESOLVED to note.

135/22/23

To receive a report from the Finance Officer. pdf icon PDF 102 KB

Minutes:

It was RESOLVED to note the report.

 

a.  Savings Accounts

 

It was proposed by Councillor P Samuels, seconded by Councillor Miller and RESOLVED to:

 

1.  open a new 6 month savings account with Lloyds Bank;

 

2.  delegate authority to the Town Clerk in consultation with the Chairman and Vice Chairman of the Policy and Finance Committee to determine the value of funding invested in the account.

 

b.  Unclaimed refunds

 

It was proposed by Councillor P Samuels, seconded by Councillor Stoyel and RESOLVED to write off the following credit notes as advised by the Internal Auditor:

 

Allotment holder             Credit note raised March 2018                  £5.00

 

Guildhall hire                   Credit note raised April 2020                     £36.00

 

c.   Virements

 

It was proposed by Councillor Gillies, seconded by Councillor Bullock and RESOLVED to vire £304.00 from 6301 Stationery to 6304 Broadband to cover an overspend on broadband charges at the Pontoon due to contract changes.

136/22/23

The Town Clerks report on delegated authority to spend. pdf icon PDF 8 KB

Minutes:

It was proposed by Councillor Dent, seconded by Councillor Miller and RESOLVED to ratify the Town Clerks delegated spend.

137/22/23

To consider Risk Management reports as may be received.

Minutes:

No report.

138/22/23

To receive a report on the Town Council Precept leaflet for the year 2023/24 and consider any actions and associated expenditure. pdf icon PDF 234 KB

Additional documents:

Minutes:

Members considered the report.

 

During discussion of this item, Councillor Dent gave her apologies and left the meeting.

 

It was proposed by Councillor Miller, seconded by Councillor P Samuels and RESOLVED:

 

1.  To delegate authority to determine the final wording and layout of the precept leaflet to the Town Clerk, Chairman and Vice Chairman of the Policy and Finance Committee and the Chairman of the Council;

 

2.  To RECOMMEND to Full Town Council to be held on 12th January 2023 that 10,500 copies of the precept leaflet (as attached) are printed for distribution as follows:

 

Printing

Appoint Company A at a cost of £875.00

 

Distribution

Appoint Company A at a cost of £1,230.30 + VAT

 

Undertake Social Media Geo Targeted advertising at a cost of £50.00

 

Total cost from Budget Code 6301 Stationery/Postage/Printing: £2,155.30 ex VAT

 

In addition, there will be advertising within Town Council buildings, notice boards, social media channels and press releases. The Mayor will highlight the leaflet distribution in the Town Messenger column.

 

 

Councillor Yates declared an interest in the next agenda item and left the room.

139/22/23

To consider a Community Chest application: pdf icon PDF 4 MB

Application Number

Organisation

Amount Requested

CC265

Forder Conservation and Community Association

£600.

 

 

Additional documents:

Minutes:

a.  Community Chest.

 

Application

Number

Organisation

Amount

Requested

CC265

Forder Conservation and

Community Organisation

£600.00

 

The application failed to meet the minimum score.

 

Councillor Yates was invited and returned to the room.

 

b.  Festival Fund.

 

None.

140/22/23

To receive and note reports on funding awarded: pdf icon PDF 2 MB

Additional documents:

Minutes:

a.  CC258 – Safe A38

 

It was RESOLVED to note.

 

b.  FF112 – Festival of Remembrance

 

It was RESOLVED to note.

141/22/23

To receive reports from Working Groups and Outside Bodies:

Minutes:

a.  Neighbourhood Plan Steering Group

 

No Report.

 

b.  Saltash Team for Youth

 

No Report – next meeting to be held on the 13th January 2023.

 

c.   Section 106 Panel

 

No Report.

142/22/23

To receive an update from Junkyard Skatepark on the Commissioning of Professional Youth Work and consider any actions and associated expenditure.

Minutes:

The Town Clerk reported an email received from Junkyard Skatepark confirming that they will not claim the remaining funding for the Commissioning of Professional Youth Work 2022-23 of £4,827.67 that they had previously been awarded.

 

It was RESOLVED to note the report.

 

It was proposed by Councillor Miller, seconded by Councillor P Samuels and RESOLVED to vire £4,827.67 (as above) to next year’s Budget Code 6222 Commissioning of Professional Youth Work.

 

143/22/23

To receive and note a proposal from Junkyard Skatepark. pdf icon PDF 302 KB

Minutes:

It was RESOLVED to note.

144/22/23

Public Bodies (Admission to Meetings) Act 1960:

To resolve that pursuant to Section 1(2) of the Public Bodies (Admission to meetings) Act 1960 the public and press leave the meeting because of the confidential nature of the business to be transacted.

Minutes:

To resolve that pursuant to Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 the public and press leave the meeting because of the confidential nature of the business to be transacted.

145/22/23

To consider any items referred from the main part of the agenda.

Minutes:

None.

146/22/23

Public Bodies (Admission to Meetings) Act 1960:

To resolve that the public and press be re-admitted to the meeting.

Minutes:

To resolve that the public and press be re-admitted to the meeting.

147/22/23

To consider urgent non-financial items at the discretion of the Chairman.

Minutes:

None.

148/22/23

To confirm any press and social media releases associated with any agreed actions and expenditure of the meeting.

Minutes:

None.