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Finance and Strategy Committee
March 16, 2022 @ 19:00 - 21:00
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Open in new tab Agenda & meeting papers can be accessed in the PDF pack above.
Minutes of the Finance & Strategy Committee meeting 16 March 2022 held in the Function Room, Marshalls Sports Ground, Middlefield Lane, Gainsborough
Councillors Present
| Matt Boles (Chairman) | David Dobbie – arrived at 7.25pm | James Plastow |
| Richard Craig | Paul Key | |
| Baptiste Velan |
Councillors Absent
| Chris Lambie | Denise Schofield | |
| Tim Davies |
In attendance:
| Belina Boyer – Town Clerk (TC) | Rachel Allbones – Deputy Clerk (DTC/RFO) |
Also present: One member of the public.
| Agenda no | Agenda item title | Resolution | Action | Power |
| FS22/027 | To note apologies for absence. | Cllrs Davies had given their apologies. The Chairman advised that Cllr Schofield had resigned from the Committee. He thanked Cllr Schofield for her time on the committee. | N/A | Local Government Act 1972, s85 (1)
& Sch 12, p40. |
| FS22/028 | To receive any declarations of interest in accordance with the requirements of the Localism Act 2011, and to consider any applications for dispensations in relation to disclosable pecuniary interests or personal interests.
|
None received. | N/A | Localism Act 2011, s31. |
| FS22/029 | To consider any dispensation requests received by the Clerk in relation to personal and/or disclosable pecuniary interests, not previously recorded.
|
None received. | N/A | Localism Act 2011, s33. |
| FS22/030 | Minutes of the previous meeting(s)
To receive the minutes of the previous Finance and Strategy Committee meeting(s) and resolve to sign these as a true record of the meeting(s). Paper A – Finance and Strategy Committee 16 February 2022
|
The Committee resolved to sign the minutes of the meeting 16 February 2022 as a true record of that meeting.
Councillor Craig abstained from voting.
|
ASO to publish.
|
Local Government Act 1972, Sch 12, p41 (1). |
| FS22/031 | To receive and consider the following financial reports:
Paper B Unpaid Expenditure Transactions for 11 March 2022
Paper C Cashbook Summary (including due and unpaid transactions) for 11 March 2022
Paper D Budget Comparison Report (including due and unpaid transactions) for 11 March 2022
|
The Committee resolved to note and approve the following reports:
· Unpaid Expenditure Transactions for 11 March 2022 · Cashbook Summary (including due and unpaid transactions) for 11 March 2022 · Budget Comparison Report (including due and unpaid transactions) for 11 March 2022
|
DTC/RFO to make bank transfer payments once signed off by signatories. | Joint Panel on Accountability and Governance Practitioners Guide 2021. |
| FS22/032 | To approve and resolve to sign the monthly bank reconciliation for 28 February 2022 as per the paragraph 2.2 in Financial Regulations.
Paper E
|
The Committee resolved to approve and sign the Bank Reconciliation to 28 February 2022.
|
N/A | Joint Panel on Accountability and Governance Practitioners Guide 2021. |
| FS22/033 | To review the council’s assets register and identify items for disposal.
Paper F
|
The Committee deferred a decision to the next meeting as some part of the register had not printed properly. | TC to add to agenda | The Accounts and Audit Regulations 2015, s. 3 b) |
| FS22/034 | To note a report on potential Year End outcomes. – report to be tabled
|
The committee noted potential year end outcome. | N/A | |
| Councillor Dobbie arrived at the meeting at 7.20pm
|
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| FS22/035 | To consider identifying council assets to be mapped in What3Words and sharing the location codes where appropriate (PADs, First Aid boxes).
Paper G
|
The Clerk assured members that What3Words could not be used to track the whereabouts of council vehicles and thereby members of staff.
The committee RESOLVED to start logging the physical position of assets using What3Words. |
TC to instruct staff and ensure relevant training given for inspection/assets software etc. | |
| FS22/036 | To review the council’s risk register as recommended by the council’s internal auditor.
Paper H
|
The Committee deferred a decision to the next meeting. | TC to add to next meeting’s agenda. | The Accounts and Audit Regulations 2015, s. 3 c)
|
| FS22/037 | To review the internal controls in place and consider changes
Paper I
|
The committee noted the controls as included in the report and did not consider any changes for the current financial year. From the coming financial year councillors would restart quarterly inspection of accounts. | Cllr Dobbie volunteered to inspect accounts from June. RFO to arrange relevant appointment. | The Accounts and Audit Regulations 2015, s. 3 |
| FS22/038 | To review the format of Management Reports presented to this and other committees as well as full council and consider how to improve their transparency.
Paper J
|
The Committee deferred a decision to the next meeting. | RFO to present committee with three alternative formats that can be produced straight off the finance software. | The Accounts and Audit Regulations 2015, s. 3 b) |
| FS22/039 | To review the set up of the accounting record in the finance software in time for the new financial year to facilitate any changes to the reporting.
Paper K
|
The Committee deferred a decision to a later meeting. | TC to add to a future agenda. | The Accounts and Audit Regulations 2015, s. 3 b) |
| FS22/040 | To receive a verbal update on outstanding debtors
|
The committee noted the verbal update. | RFO to arrange meeting with Cllr Boles | The Accounts and Audit Regulations 2015, s. 4 |
| FS22/041 | To consider and decide the Town Clerk’s access rights to the Council’s cards and accounts in line with financial regs.
Paper L
|
The Committee deferred a decision to the next meeting. | TC to add to next meeting’s agenda. | |
| FS22/042 | To receive the new LGA Code of Conduct recommended for adoption by West Lindsey District Council and consider recommending it for adoption by Full Council.
Paper M
|
The Committee recommends to Full Council to adopt the LGA Code of Conduct | TC to add to Full Council Agenda. | Localism Act 2011, s27 |
| FS22/043 | To nominate councillor(s) to work with the clerk to review the extend to which the requirements for LCAS Quality have been met and identify action needed to meet the required standard. | The Committee asked the Clerk to circulate the criteria to all members and ask for volunteers. | TC to compile checklist and circulate. | |
| Committee resolved to exclude public and press. | ||||
| FS22/044 | To decide on a suitable contractor to carry out the grass cutting as specified in the Lincolnshire County Council Parish Agreement Scheme for 2022-23– (Deferred from FC22/049)
Paper N
Exclusion of Public and Press recommended due to time sensitive commercial sensitivity. |
The Committee RESOLVED to appoint Glendale Managed Services LTD to carry out the grass cutting . specified in the Lincolnshire County Council Parish Agreement Scheme for 2022-23 | TC to request relevant paperwork and place order. RFO to produce purchase order. | Local Government Act 1984, s8(1)(i)
Financial Regulations 11.1, h |
| FS22/045 | To receive any items for notification to be included on a future agenda – for information only.
|
1. Assets Register
2. Risk Register – new format 3. Account Access Rights 4. Management Reports 5. Review Action Plan and Strategy to achieve 6. IT Provision Strategy |
TC to research and add to agenda. | N/A |
| FS22/046 | To note the date and time of the next Finance and Strategy committee is scheduled for 20 April 2022 at 19.00. | Noted. | N/A | Local Government Act 1972, Sch 12, p10 (2)(a) |
Meeting concluded at 20.40
Signed as a true record of the Meeting:_______________________________ Dated______________
Presiding chairman of approving meeting