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MINUTES of the Finance and Facilities Committee meeting held on Wednesday 18 January 2017 at 7.00pm in the Committee Room at the Festival Hall, Caistor Road, Market Rasen.

Present:

CouncillorJ Matthews Councillor A Johnson

Councillor M Lakin-Whitworth CouncillorS Bunney (Chair)

Councillor Turner

In attendance: Finance and FacilitiesOfficer, Yvonne Clark and Bethany Searby from Market Rasen Mail

  1. Chairman’s Opening Remarks.

Cllr Bunney welcomed Bethany Searby to the meeting.

  1. To approve and accept apologies for absence.

Received and accepted from CllrHarvey, Cllr Bridger and Cllr Kenning.

  1. Public Participation

Nothing raised.

Councillors advised:

Cllr Lakin-Whitworth voiced her concerns re the number of streetlights not working in the town. She advised she had spoken to LCC Highways who had advised that due to the transformation project being undertaken, repairs would only be carried out when operatives are in the area and in the case of Market Rasen, this would be around March. It was agreed to take this matter to full council to discuss further.

ACTION: Town clerk please place on agenda for full council in February.

  1. To receive any declarations of interest in accordance with the requirements of the Localism Act 2011 and consider any applications for dispensations in relation to Disclosure Pecuniary interests.

Cllr Matthews declared an interest in Item BP783.

  1. Notes of the last meeting held on 21 December2016 to be approved as minutes.

Clerk asked for clarification re Item 8 under Review of Accounts re the £381 transfer, which states the monies to be transferred from Charity Exp, whereas full council minutes stated from general fund. It was agreed the minutes of 21 Dec were correct.

Proposed by Cllr Matthews to be taken as a true record. Seconded by Cllr Lakin-Whitworth. All agreed.

  1. Matters Arising from the Minutes.

Finance officer advised she had now transferred £1000 from general reserves to the town functions cost code. It was noted the town map had not yet been located. Clarification was sought as to whether the finance officer is to sign on the new bank mandate, Lloyds had also confirmed if the town clerk was to hold the debit card, they would have to be a signatory also.

It was agreed that the Town Clerk and Finance Officer would be added to the bank account but would only be able to sign in conjunction with a councillor.

ACTION: Town Clerk to place Amendment to Financial Regulations on full council agenda for February to allow this.

Re the new boiler servicing with British Gas, finance officer advised she is awaiting the paperwork from British Gas and Ideal Boilers. British Gas does not have a 5 yr contract option but advised the contract is renewed every year. It was noted that the Keston boiler at the FH is in fact a domestic, not a commercial boiler and so would not be covered under the 5 yr warranty.

  1. Councillors reports

Already dealt with above.

  1. Finance Officers Report

Vat Return Completed for Oct/Dec 16. Amount reclaimed £3339.79.

RBS Training date to be booked to go through end of year procedures and to assist with the inputting of the budget for the new financial year.

Review of accounts

Accounts reviewed.

Financial position as at 31 December 2016. Current account £130,660.91 Savings account £80,832.54

Cllr Smith entered the meeting at 7.20pm and apologised for being late due to attending a WLDC meeting.

Internal control of petty cash

Not undertaken this month. It was noted that expenses totalled £4.00

Accounts for Payment

Distributed to all members. The Committee reviewed Accounts for Payment list.

Green Dolphin No extra clean undertaken last year, but the year before council agreed to pay £100 for an extra clean. It was agreed to pay but to ask for price of extra clean next financial year before issuing purchase order.

Proposed by Cllr Bunney to pay for the council. Seconded by Cllr Lakin-Whitworth. All agreed. Account total agreed at £2672.73.

Grant applications- None received.

  1. Budget

Review of year so far

Cllr Bunney gave a brief report on the current situation.

Budget Proposal for Portas legacy

Cllr Bunney reminded council of the remaining £24,000 left over from Mr Big/Portas legacy which has not been spent by WLDC.

It was proposed by Cllr Bunney to write to WLDC and request the monies be set aside for Market Rasen, to be released at £5,000 per annum to sponsor events, bring activities to the town and to enhance the High Street. Seconded by Cllr Matthews. All agreed.

Action: Town Clerk, Letter to be sent to WLDC.

  1. Festival Hall Bookings

December booking sheet circulated.

  1. Risk Management- No issues.
  1. To discuss and resolve on event proposals for 2017 (Mr Big legacy/money)

Already dealt with.

  1. Festival Hall Consultant – To discuss and resolve on objectives and actions for 2017

Paper previously circulated to all members. It was proposed by Cllr Matthews to agree the document in principle. This was seconded by Cllr Johnson. 4 councillors agreed, Cllr Lakin-Whitworth abstained and advised she would like more time to read the document thoroughly. Cllr Bunney advised this was not a problem as it was a working document to which amendments could be made.

  1. The committee RESOLVED to move into closed session at 7.45p.m. Bethany Searby was thanked for attending the meeting before she left.

Confidential Items

a)Festival Hall Debtors list

Reviewed by council.

b)Update on legal issues

An update was provided.

The Chairman of the Committee declared the meeting closed at 8.03pm.

Signed ……………………………………………

Date ……………………………………………

Chair of Finance and Facilities