Management and Finance Committee Meeting 16 February 2021

REMOTE Management and Finance Committee meeting 16.02.21 P

 

Agenda & meeting papers can be accessed in the PDF pack above.

Members of the public can view the meeting on YouTube at: https://youtu.be/SVgIHZHcPQA

MINUTES of a REMOTE Meeting of the Management and Finance Committee held on Tuesday 16 February 2021 at 7:00pm

 Present:

Councillor Matthew Boles (Chairman)

Councillor Tim Davies

Councillor Paul Key

Councillor Denise Schofield

In Attendance:

Tom Clay                                Town Clerk

Rachel Allbones                      Deputy Clerk & RFO

1. TO RECEIVE APOLOGIES FOR ABSENCE

Councillor Harry Clarke

Councillor David Dobbie

Councillor Keith Panter – ex officio

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

None declared.

 3. MINUTES FROM THE PREVIOUS MEETING (Paper A)

i. Minutes of the meeting of Management and Finance Committee held Tuesday 19 January 2021

 RESOLVED that the minutes of the Management and Finance Committee meeting held on Tuesday 19 January 2021 be confirmed and signed as a correct record.

4. ALLOTMENT RENTS 2022 / 2023 (Paper B)

 Committee noted and considered the following recommendation made by the Allotments Sub-committee at its meeting held on Wednesday 27 January 2021:

RESOLVED TO RECOMMEND TO MANAGEMENT AND FINANCE COMMITTEE that a 2% rent increase be set for 2022/2023.

RESOLVED that a 2% rent increase be set for 2022/2023.

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

 5. ALLOTMENT RENT COLLECTION DEFERRAL FOR 2021 / 2022

Committee noted and considered the following recommendation made by the Allotments Sub-committee at its meeting held on Wednesday 27 January 2021:

RESOLVED TO RECOMMEND TO MANAGEMENT AND FINANCE COMMITTEE to defer the collection of rents, and to bring back to the April meeting to set a date for rent collection.

Committee noted that advice has been received for them The National Allotment Society which is as follows:

“NAS would simply recommend collecting the rents in whatever the safest option is open to you. Ideally given the current lockdown measures, it would be great if the plot holders could simply do an online transfer for their rent, but I understand that this is sometimes not possible for tenants.”

“Postponing the rent due date would not be a huge issue so long as the tenants were written to with enough notice. In terms of acceptance of the rules, it would essentially just be viewed as an extension of the current year, so they are still under the existing rules.”

 RESOLVED to defer the collection of rents until 25 May 2021, Management and Finance Committee to review at May 2021 meeting.

  6. GAINSBOROUGH MILLENNIUM CLOCK (Paper C)

Committee noted the following recommendation made by the Community Services Committee at its meeting held on Tuesday 9 February 2021:

RESOLVED: Committee accepted a quote from Smith of Derby and recommended to the Management and Finance Committee that a reserve of £528 (ex VAT) be created at the end of the financial year to allow for installation of new LED lighting at the Gainsborough Millennium Clock.

RESOLVED that a reserve of £528 (ex VAT) be created at the end of the financial year to allow for installation of new LED lighting at the Gainsborough Millennium Clock.

 7. FINANCIAL REPORTS (Papers D, E & F)

Committee received and considered the following reports:

i. Unpaid Expenditure Transactions for 10 February 2021
ii. Cashbook Summary (including due and unpaid transactions) for 10 February 2021
iii. Budget Comparison Report (including due and unpaid transactions) for 10 February 2021

 RESOLVED that Members accept and approve the following reports: –

• Unpaid Expenditure Transactions for 11 February 2021
• Cashbook Summary (including due and unpaid transactions) for 11 February 2021
• Budget Comparison Report (including due and unpaid transactions) for 11 February 2021            

 8. MONTHLY BANK RECONCILIATIONS (Paper G)

Committee considered sign off of the monthly bank reconciliation for the month of January 2021 as per the paragraph 2.2 in Financial Regulations.

RESOLVED to accept and sign off the Bank Reconciliation for 31 January 2021.

9. MARSHALLS SPORTS PAVILION UTILITIES (Paper H)

Committee considered a report about the utility bills for Marshalls Sports Pavilion. This followed a request for information at the December 2020 meeting of the Committee.

Note: Councillor Key declared a personal interest as an employee of West Lindsey District Council.

RESOLVED to set up a meeting with West Lindsey District Council and Councillors Boles and Davies to discuss the issues with the boiler and electrics at Marshalls sports ground main pavilion and report back to a future meeting.

10. EXCLUSION OF THE PRESS AND PUBLIC

Due to the confidential nature, members RESOLVED to exclude the press and public from the meeting during consideration of the next item in accordance with the Public Bodies (Admission to Meetings) Act 1960.

Members undertook this action as a named individual is included in the report.

11. UPDATED DEBTORS REPORT (Paper I)

Committee considered an updated debtors report.

RESOLVED to not pursue the debt and write off.

Note: Councillor Key voted against the above resolution.

12. FOXBY HILL ALLOTMENT GARDENS SITE (Paper J)

Committee noted the following recommendation made by the Allotments Sub-committee at its meeting held on Wednesday 27 January 2021:

RESOLVED that a report regarding the Foxby Hill Allotments finance be reported to Management and Finance Committee.

RESOLVED to note the report.

RESOLVED to come out of closed session.

Meeting concluded at 8.05pm