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Finance and Strategy Committee

June 21, 2022 @ 19:00 - 21:00

AGENDA PACK - Finance and Strategy Comittee - Tuesday 21 June 2022_Redacted

Minutes of the Finance & Strategy Committee Meeting, 21 June 2022, held in the Reading Room, Richmond House, Richmond Park, Morton Terrace, Gainsborough

Councillors Present

Matt Boles (Chairman) Paul Key Pat O’Connor
    Keith Panter
     

 

Councillors Absent

Richard Craig Chris Lambie  
David Dobbie Julie Musonda James Plastow

 

In attendance:

Belina Boyer (TC) Rachel Allbones (DC & RFO)  

 

Agenda no

Agenda item title

Resolution

Action

Power

FS23/014 To note apologies for absence.

 

The committee noted apologies for absence from Cllrs Craig, Dobbie, Lambie, Musonda, Plastow   Local Government Act 1972, s85 (1) & Sch 12, p40.
FS23/015 To receive any declarations of interest in accordance with the requirements of the Localism Act 2011. None received. N/A Localism Act 2011, s31.
FS23/016 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.
FS23/017 To receive the minutes of the previous Gainsborough Town Council meeting(s) and resolve to sign these as a true record of the meeting(s).

Paper A Finance and Strategy Committee 17 May 2022

The Committee resolved to sign the minutes of the meeting 17 May 2022 as a true record of that meeting.

Cllrs Boles and Panter abstained from voting.

ASO to publish on the website.

 

Local Government Act 1972, Sch 12, p41 (1). 
FS23/018 To receive and consider the following financial reports:

Paper B Unpaid Expenditure Transactions for 16 June 2022

Paper C Cashbook Summary (including due and unpaid transactions) for 16 June 2022

Paper D Budget Comparison Report (including due and unpaid transactions) for 16 June 2022

The Committee resolved to note and approve the following reports:

·      Unpaid Expenditure Transactions for 16 June 2022

·      Cashbook Summary (including due and unpaid transactions) for 16 June 2022

·      Budget Comparison Report (including due and unpaid transactions) for 16 June 2022

DC to make bank transfer payments once signed off by signatories. Joint Panel on Accountability and Governance Practitioners Guide 2021.
FS23/019 To approve and resolve to sign the monthly bank reconciliations for 31 May 2022 as per the paragraph 2.2 in Financial Regulations.
Paper E
The Committee resolved to approve and sign the monthly bank reconciliation.

 

RFO to file. Joint Panel on Accountability and Governance Practitioners Guide 2021.
FS23/020 To note the final internal audit report for 2021/22 and consider any actions necessary.
Paper F
The Committee resolved to note the final internal audit report for 2021/22. DC to source quotes for the 2022/23 year, for once and twice-yearly audits. Joint Panel on Accountability and Governance Practitioners Guide 2021.
FS23/021 To note a report by the RFO on questions raised at a previous meeting.
Paper G
The Committee resolved to note the response from the RFO. N/A  
FS23/022 To consider approving commissioning a buildings valuation for re-building purposes.
Paper H
The Committee resolved to approve the quotation from Drewery and Wheeldon for the building valuations of Richmond House, Marshalls, Roses, Levellings and Cemetery Chapel. DC to email D&W and organise access to carry out valuations.  
FS23/023 To review the following policies and consider any changes recommendation for approval by Full Council:

a)    Standing Orders (NALC 2022 update of the 2018 Model) Paper I

b)      Financial Regulations (NALC 2019 Model) Paper J

The Committee resolved to approve  formatting changes for both the Standing Orders and Finance Regulations to comply with accessibility regulations.

The Committee resolved to recommend to adopt both Standing Orders and Financial Regulations with theses changes.

The Committee further recommends that a Policy Working Group lead by Cllr. O’Connor undertakes a full review of both documents and presents findings for adoption at a later stage.

 

 

DC to carry out formatting changes.

TC to include on future agenda and draft ToR for Working Group.

 Cllr O’Connor to lead group to fully review both Standing Orders and Financial Regulations.

 

 
FS23/024 To consider adding a staff zone to the council’s website that will give staff access to H&S and personnel documents when on site and authorise the necessary expenditure.
Paper K
The Committee resolved to approve expenditure to add a staff zone to the council’s website that will give staff access to H&S and personnel documents. TC to progress with DrumBeat to establish staff zone on the website.  
FS23/025 To note the results of the councillor devices survey, consider a rough quote for councillor devices and instruct whether to go ahead or not.
Paper L
Members considered the substantial cost implications of this initial estimate and found that on balance the cost exceeded the benefits.

The Committee resolved to obtain a comparative quote from an alternative company. SharePoint would not need to be included in further quotes.

 

TC to source comparative quote and liaise with current supplier.  
FS23/026 To note an email from the Team Manager Property & Assets at WLDC and consider any strategic action to take for recommendation to full council.

Paper M and verbal report

The Committee resolved to recommend to Full Council concerning : –

·      Richmond House Conservatory

Rather than continuing with plans to replace the existing conservatory with a replacement more in keeping with the house to work with WLDC and other stakeholders towards the demolition of the existing structure with a view to re-instating the façade to its original form adding ramped and stepped access to the gardens whilst potentially retaining a double doorset.

Listed Building Consent would be required for the process.

·      Cemetery Extension

Move forward with the potential of obtaining the former nursery site to the right of the entrance of the General Cemetery (but not the lawned area to the right of the drive) and look at quotations for valuing the land.

·      LUF Baltic Mill Playground

Engage in consultation with WLDC on design, equipment and community engagement without a view of adding the new park to the council’s assets to own or maintain.

DC to include on Full Council agenda.  
FS23/027 To consider contributing to WLDC and Marshall’s Yard market events (from PS23/026)
To follow
The Committee resolved to recommend to Full Council to take £500 from general reserves and spend this and the total of the events budget of £2500 on a 50% contribution to a Food Lovers festival.

No decision was being taken on contributions to the Christmas event as the Christmas Working Group had not yet been constituted.

DC to include on Full Council agenda. Localism Act 2011 s.1-8
FS23/028 To consider approving additional expenses for the staffing re-structure
Paper N
The Committee resolved to recommend to Full Council to make a budget virement from ‘Employee Costs, Gross salary 1000/1’ to a new budget line ‘Employee Costs, Governance Support 1000/5’ of £3,400 for the Job Evaluation of all staff and Organisational Review. DC to include on Full Council agenda.  
FS23/029 To consider authorising expenditure on repair and engraving of mayoral chains.
Verbal Report
The Clerk reported that the Mayor’s consorts chain required repair, the names of past mayors needed engraving on to the Mayor’s chain and that the Deputy Mayor’s jewel required cleaning and possibly a more appropriate ribbon.  The clerk advised that £200 were budgeted to maintain civic regalia. TC to source quotes.  
FS23/030 To consider authorising additional grass cutting costs for verges until ownership can be established to make the areas look tidier (see also PS23/009).
Paper O
The Committee resolved to include the additional 6,263m2 to future cuts consisting of: –

·      Ravendale Road Roundabout

·      North & South side verges at the entrance to Greystones Road

·      Grass verge running between Middlefield Lane & Claremont Road

·      Grass verges on Middlefield Lane, opposite the entrance to Ravendale Road

·      Grass verges on Heapham Road South, either side of the entrance to Glentham Road

·      Grass verge at the entrance to Pingle Close

The Clerk would continue to investigate the ownership of the various areas liaise with identified landowners and other agencies with maintenance responsibilities..

TC to request Glendale to include additional areas in future cuts.

 

TC to continue liaising with WLDC & LCC regarding land ownership and maintenance responsibilities.

Local Government Act 1972, ss111 112

 

FS23/031 To receive any items for notification to be included on a future agenda – for information only ·      Debt Recovery Policy Review

·      Standing Orders Review

·      Finance Regulations Review

DC to include on future agenda. N/A
FS23/032 To note the date and time of the next Finance and Strategy committee is scheduled for Tuesday 19 July 2022 at 7:00pm. The committee noted the date and time of the next Finance and Strategy committee: Tuesday 19 July 2022 at 7:00pm at Richmond House.   Local Government Act 1972, Sch 12, p10 (2)(a)

 

Details

Date:
June 21, 2022
Time:
19:00 - 21:00
Event Category:

Venue

Richmond House
Richmond House, Richmond Park
GAINSBOROUGH, Lincolnshire DN21 2RJ United Kingdom
+ Google Map

Organiser

Town Clerk