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MINUTES of the Finance and Facilities Committee meeting held on Wednesday 19 October 2016 at 7.00pm in the Committee Room at the Festival Hall, Caistor Road, Market Rasen.
Present:
CouncillorJ Matthews
Councillor M Lakin-WhitworthCouncillor CTurner
Councillor K Bridger CouncillorS Bunney (Chair)
In attendance: Finance and FacilitiesOfficer: Yvonne Clark.
- Chairman’s Opening Remarks. None.
- To approve and accept apologies for absence.
Received and accepted from Cllr Smith who advised he was at a planning meeting at WLDC. Received and accepted from Cllr McNeill, Cllr Kenning and Cllr Harvey.
- Public Participation
No members of public present.
Cllr Johnson entered the meeting.
- 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 a pecuniary interest in Item 7 BP706. It was agreed he did not have to leave meeting.
- Notes of the last meeting held on 21 September 2016 to be approved as minutes.
It was RESOLVED that the minutes of the 21 September 2016 to be approved as a true and accurate record of the meeting, after the following minor amendments:
Accounts for payment total amended to £11903.19.
Item 16 should name Cllr Turner and not Cllr Lakin-Whitworth.
- Matters Arising from the Minutes.
It was noted that town clerk had submitted a grant application to WLDC for the 2 defibrillators already purchased by the council.
Debtor mentioned under confidential matters (a) had settled the debt before the event.
Progress being made with the Market Regulations document.
- Accounts for Payment
Distributed to all members.
The Committee reviewed Accounts for Payment list.
BP687 Clerk to contact office to ascertain why additional black cartridges were purchased.
BP690 Clarification sought as to the 2 signs purchased. Clerk advised one for De Aston Field and one for the office door.
BP706 Cllr Matthews clarified the expenditure was for the Festival Hall.
It wasproposed by Cllr Bunney approve the Accounts for Payment £7074.27. This was seconded by Cllr Lakin-Whitworth. All agreed.
- Finance Report
Finance officer advised:
Feasibility study-Still to claim £1445 from WLDC. Awaiting final invoice from Lindum Construction for £695. £750 for asbestos survey by Firestop paid in March 2015 also to be reclaimed.
Annual audit now signed off and Notice of Conclusion of Audit to be placed on website and notice board.
HSBC have changed the council onto a new tariff. This to be kept for when interview is arranged with Lloyds Bank.
WLDC precept information received today- estimate of precept to be placed on agenda for Nov for agreement and final precept request agreed at full council meeting in December/January.
It was noted that an email had been received from a volunteer helping at the Lions Talent Show claiming mileage. Clerk to forward this to the Lions.
- Internet Banking-change of users
It was agreed not to change users whilst the council are looking at switching banks, and for town clerk to remain as user to monitor the banking.
- To review Accounts
It was noted that cost code 4200 budget of £2353 was to be transferred to cost code 4210.
Recharges utilities cost code 1050, clerk advised insurance had been invoiced, grass cutting was ready to invoice, with gas and water still to recharge.
Cllr Matthews passed on the councils’ thanks to the finance officer for her efforts with the recharges.
- To record the Internal Control for Finance and Petty Cash
Still to be done this month.
- Budget Review-Mayor
Cllr Matthews advised nothing to report.
- To review market arrangements for Mayors charity event
Date confirmed as Sat 3 December 2-6pm with the lights switch on at 5.30p.m.
Cllr Bunney advised that Nicola Marshall is looking at providing a children’s event in the festival hall in the afternoon, finishing in time for the lights switch on.
After much discussion it was proposed by Cllr Bunney to suspend the normal Saturday market and to hold a special town event with commercial and charity stalls, and to write to all the market traders to offer this to them first with the condition that they setup according to the plan devised by the town council and stay until 6pm. This was seconded by Cllr Matthews. All agreed.
Action: Town clerk to liaise with market traders by letter (to be checked by councillors first).
- Update on the Festival Hall
It was agreed to defer the charges for the Festival Hall kitchen facilities until next year until running costs for the new dishwasher could be ascertained.
Following on from the steering group recommendations, it was proposed by Cllr Bunney to:
Remove the 5 hourly booking hire session as this is not working.
The 15% reduction for Registered charities is removed.
This was seconded by Cllr Matthews. All agreed.
Re the market place it was proposed by Cllr Bunney to remove the half price reduction for the market rent if there were less than 3 stalls. Cllr Matthews seconded. All agreed. Bookings clerk to write to traders to inform them of the changes.
Action: Clerk to contact bookings clerk to advise.
It was also agreed that if a request comes in to ask if the market is open on sat 24 Dec or 31 Dec, the answer is yes but at full pitch cost.
Cllr Matthews advised he is awaiting an activity report from the bookings clerk on the number of bookings and any issues with regards to loss of bookings due to non full day weekend bookings or wedding bookings.
Cllr Matthews advised that Nicola Marshall had been offered a flat screen tv which would be used in the committee room as a monitor for £60.
Due to the costs of a wall bracket, pat testing and the security issue it was agreed not to take up the offer.
Cllr Matthews advised that the British Legion AGM, the following evening, had been cancelled at short notice due to the closure of the social club and asked council if they were happy with the Festival Committee Room being offered free of charge. Along with this the British Legion had offered to host a curry lunch at the social club after the Remembrance Day Service and were council happy with the committee room being offered free of charge for this. Council agreed to both requests.
Clerk advised that Jon Shaw had obtained a quote from Ideal Boilers, the manufacturers of the boilers, for5 year service contact with a regular once and twice a year service which was needed to obtain a 5 year warranty on the 2 new boilers in the Festival Hall. These were £470 once a year or £846 twice yearly.
Finance Officer to investigate further to establish if alternative contractors can carry out the service.
- To discuss and resolve on the bench repairs on Gordon Field and De Aston Field
Gordon Field Bench: As per recommendations from Jon Shaw it was agreed a new bench was needed. 3 alternative sources contacted only quote received from Lynx Outdoor Products for a new 8ft bench with feet £350 plus vat plus £15 delivery. It was agreed to go with this quote and for Jon Shaw to install.
De Aston field bench: 2 requests made for quotes only one received from Jon Shaw to replace timber with pressure treated wood £60, to sand down wood preserve around £110 in total. It was agreed to Jon Shaw completing the work for a maximum price of £120.
- To consider grant applications
None received.
- Councillor’s Reports-None.
- Risk Management
Risk Management was reviewed but there wasnothing to report.
- The committee RESOLVED to move into closed session, no members of public present:
Confidential Items
a)Festival Hall Debtors list
This was discussed.
b)Update on legal issues
No further update.
c)Review of market place rent/Festival Hall bookings already dealt with.
The Chairman of the Committee declared the meeting closed at 8.47pm.
Signed ……………………………………………
Date ……………………………………………
Chair of Finance and Facilities