Management & Finance Committee

REMOTE Management and Finance Committee - Tuesday 19 January 2021 P

 

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

Members of the public can view the meeting on YouTube at: https://youtu.be/HeYUZGz6d_o

MINUTES of a REMOTE Meeting of the Management and Finance Committee held on Tuesday 19 January 2021 at 7:00pm

 Present:

Councillor Matthew Boles (Chairman)

Councillor Tim Davies

Councillor David Dobbie

Councillor Paul Key

Councillor Chris Lambie

Councillor Denise Schofield

In Attendance:

Tom Clay                                Town Clerk

Rachel Allbones                      Deputy Clerk & RFO

Sean Alcock                           Operations Manager

1. TO RECEIVE APOLOGIES FOR ABSENCE

Councillor Harry Clarke

Councillor Keith Panter

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 15 December 2020

RESOLVED that the minutes of the Management and Finance Committee meeting held on Tuesday 15 December 2020 be confirmed and signed as a correct record, subject to it being included in item 4i that it was requested that a report regarding Marshalls electricity charges be brought to a future meeting.

Note: Councillors Davies & Lambie abstained from voting on the above resolution.

 4. CEMETERY SOFTWARE AND MAPPING (Paper B)

Committee considered a recommendation made by the Community Services Committee on Tuesday 12 January 2021 that:

RESOLVED: Committee provisionally accepted the quotes from Edge for Epitaph Cemetery and Allotment management software, which includes:

i. Cemetery Software £3,981.30
ii.Cemetery Mapping £5,940.00

Committee notes that the total amount of £9,921.30 exceeds the £6,859.03 budget currently available for cemetery software.
Committee resolves to refer the matter to the Management and Finance Scrutiny Committee to consider increasing the budget available as part of the revised budget.

RESOLVED to accept the quotes from Edge for Epitaph Cemetery which includes:
i. Cemetery Software £3,981.30
ii. Cemetery Mapping £5,940.00
Committee noted that the total amount of £9,921.30 exceeded the £6,859.03 budget currently available for cemetery software, training to be allocated to the staff training budget, £3,062.27 to be allocated from General Reserves. The budget requirement is to be reflected in the revised budget.

5. ALLOTMENT SOFTWARE AND MAPPING (Paper C)

Committee considered a recommendation made by the Community Services Committee on Tuesday 12 January 2021 that:
RESOLVED: Committee provisionally accepted the quotes from Edge for Allotment management software and mapping at a cost of £785.50. Committee notes that the matter will be considered as part of a revised budget.
Committee resolves to refer the matter to the Management and Finance Scrutiny Committee to consider establishing a line as part of the revised budget.

RESOLVED to accept the quotes from Edge for Allotment management software and mapping at a cost of £785.50, training to be allocated to the staff training budget. The budget requirement is to be reflected in the revised budget.

 6. REVISED TOWN COUNCIL BUDGET FOR 2020-21 (Paper D)

Committee considered approval of a revised budget for the current 2020-21 financial year.

RESOLVED to approve the revised budget for the current 2020/2021 financial year.

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

Committee received and considered the following reports:

i. Unpaid Expenditure Transactions for 14 January 2021
ii. Cashbook Summary (including due and unpaid transactions) for 14 January 2021
iii. Budget Comparison Report (including due and unpaid transactions) for 14 January 2021

 RESOLVED that Members accept and approve the following reports: –

• Unpaid Expenditure Transactions for 14 January 2021
• Cashbook Summary (including due and unpaid transactions) for 14 January 2021
• Budget Comparison Report (including due and unpaid transactions) for 14 January 2021            

 

8. MONTHLY BANK RECONCILIATIONS (Paper H)

Committee considered sign off of the monthly bank reconciliation for the month of November 2020 as per the paragraph 2.2 in Financial Regulations.

RESOLVED to accept and sign off the Bank Reconciliation for 31 December 2020.

9. INTERNAL AUDIT REPORT (Paper I)

Committee NOTED the internal audit report.

NOTE: The Deputy Clerk will ask that the report be updated in relation to item 6. payroll.

10. LAND TRANSFER – NORTH WARREN ALLOTMENT GARDENS (Paper J)

Committee considered approval of the North Warren Allotment Garden land from West Lindsey District Council to the Town Council.

RESOLVED to approve the transfer of the North Warren Allotment Garden land (area in red at appendix D) from WLDC to the Town Council.

11. 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.

12. DEBT RECOVERY (Paper K)

Committee noted and considered the unpaid amounts included in the debt recovery report.

RESOLVED to write to a former allotment plot holder one last time requesting payment, if that fails the Town Clerk was instructed to pursue the matter through the Small Claims Court by applying online to recover the debt.

RESOLVED to give Gainsborough Trinity Foundation 1 years grace in paying the remaining £7,750 (AWP sinking fund element) of invoice 3773.

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

RESOLVED to come out of closed session.

Meeting concluded at 8.09pm