Extraordinary Meeting of the Management and Finance Committee

7. Management and Finance - Tuesday 16 October 2018

Present:

Councillor Steven Ward (In the Chair)

Councillor Matt Boles (ex-officio)

Councillor Harry Clarke

Councillor David Dobbie

Councillor Paul Key

 

 

In Attendance:

 

Rachel Allbones                      Deputy Clerk to the Council

Sean Alcock                            Operations Manager

 

 

 

1. APOLOGIES FOR ABSENCE AND REASONS GIVEN

 

Councillor Aaron Taylor

 

RESOLVED to accept the apologies received and reasons given.

 

Note: Councillors Clarke and Dobbie abstained from voting on the above resolution.

 

 

2. TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE LOCALISM ACT 2011 AND TO RECEIVE ANY APPLICATIONS FOR DISPENSATION

 

Councillor Boles declared a non-pecuniary interest in agenda item 7 as he had already contributed as a WLDC Councillor.

 

Councillor Key declared a non-pecuniary interest in agenda item 10 as a LCC Councillor.

 

 

3. MINUTES (Papers A, B, C & D)

 

1. Minutes of the meeting of Management and Finance Committee held Tuesday 16 January 2018

 

RESOLVED to defer the minutes as confirmation of item 14 had not yet been provided by Councillor Richard Craig.

 

 

1. Minutes of the meeting of Management and Finance Committee held Tuesday 19 June 2018

 

RESOLVED that the minutes of the Management and Finance Committee meeting held                  on Tuesday 19 June 2018 be confirmed and signed as a correct record.

 

           

• Minutes of the meeting of Management and Finance Committee held Tuesday 28 August 2018

 

                        RESOLVED that the minutes of the Management and Finance Committee meeting held                               on Tuesday 28 August 2018 be confirmed and signed as a correct record.

Note: Councillor Clarke abstained from voting on the above resolution.

 

 

1. Minutes of the extraordinary meeting of Management and Finance Committee held Wednesday 26 September 2018

 

                        RESOLVED that the minutes of the Management and Finance Committee meeting held                               on Wednesday 26 September 2018 be confirmed and signed as a correct record.

 

Note: Councillor Dobbie abstained from voting on the above resolution.

 

 

4. FINANCIAL REPORTS FOR SEPTEMBER & OCTOBER 2018

 

1. Unpaid Expenditure Transactions for 11 October 2018 (Paper E)

 

Members considered at length Paper E & Paper E Revised.

 

Councillor Key raised concerns regarding the Hall McAdam invoice not complying with Financial Regulations, where quotations were passed by Community Services Committee.

 

RESOLVED that Members accept the transactions in Paper E Revised – Unpaid Expenditure Transactions for 16 October 2018.

 

 

1. Cashbook Summary (including due and unpaid transactions) for 11 October 2018 (Paper F)

 

Members considered Paper F.

 

RESOLVED that Members note Paper E – Cashbook Summary (including due and unpaid transactions) for 11 October 2018.

 

 

iii.        Budget Comparison Report (including due and unpaid transactions) for 11 October 2018 (Paper G)

           

RESOLVED that Members note Paper G Budget Comparison Report (including due     and unpaid transactions) for 11 October 2018.

 

5. MONTHLY BANK RECONCILIATION SIGN OFF FOR SEPTEMBER (Paper H)

 

RESOLVED to accept and sign off the Bank Reconciliation for 30 September 2018.

 

Members asked the Deputy Clerk to contact Midtown Utd JFC regarding the unpresented cheque for remaining unspent grants from the Football Development Officer role for Girls and Disability Football.

 

 

6. COMPLAINTS

 

1. Lighting in Richmond Park compound (carried over from previous meetings)

 

RESOLVED under Standing Order 14n to exclude the public and press.

 

RESOLVED to accept the quotation received by A. Price Electrical of £220 to re-site an existing light and carry out associated wiring

 

Note: Councillor Ward abstained from voting on the above resolution.

 

            RESOLVED to allow public and press back into the meeting.

 

1. Dogs off leads and owners not removing faeces

 

RESOLVED to put onto the next agenda along with details and documents that went to WLDC when the Town Council previously applied for Public Space Protection Orders and contact WLDC the process for resubmitting and the consultation process.

 

 

7. WLDC REVIEW OF POLLING PLACES AND STATIONS (Paper I)

 

Members considered a response, if any, to the WLDC review of Polling places and stations.

 

Members NOTED the review and agreed that Members would submit their own individual comments if they had any.

 

 

8. LOVE LANE GARAGE SPACES (Paper J)

 

            RESOLVED under Standing Order 14n to exclude the public and press.

 

Members considered quotation received from Burton & Dyson to prepare a licence to occupy in relation to tenancy issue.

 

RESOLVED to accept the quotation from Burton & Dyson of £125 to prepare a licence to occupy in relation to tenancy issue.

 

 

9. MARSHALLS DITCH DREDGING WORKS (Paper K)

           

Members considered quote received for ditch dredging works at Marshalls Sports Ground.

 

Councillor Clarke raised concerns that the highways are responsible for the ditch as it is after the hedge.

 

RESOLVED TO RECOMMEND TO FULL COUNCIL to accept a quotation for Marshalls Sports Ground ditch dredging works, subject to a budget being created, an additional quote being sought and boundary confirmation being provided.

 

                        RESOLVED to allow public and press back into the meeting.

 

 

10. PARISH AGREEMENT HIGHWAY VERGE CUTTING SCHEME 2019-20 (Paper L)

 

Members considered the request from LCC to join the Parish Agreement scheme for 2019-20.

 

Members noted the grass verge cutting had recently been looked at.

 

RESOLVED to check if old quotations received for grass verge cutting are still in date and valid. Bring to the next meeting ball park costs for further discussion.

 

Note: Councillors Clarke and Key voted against the above resolution.

 

Note: Councillor Dobbie abstained from voting on the above resolution.

 

            With Chairman’s casting vote the motion was carried

 

 

11. 2019/2020 PRECEPT ESTIMATE (Paper N)

 

Members considered budget estimate and precept level for 2019 / 2020

 

RESOLVED to put a 2% increase on the 2018/ 2019 precept level, subject to Tax Base changes.

 

 

12. ELECTION POLL CARDS (Paper N)

 

Members considered if the Council is desirous of having Poll Cards for the east ward election.

 

RESOLVED to Poll Cards be used for all elections.

 

The meeting concluded at 8.44pm