2017/053
MINUTES OF THE FINANCE AND SERVICES COMMITTEE MEETING HELD ON TUESDAY12TH SEPTEMBER 2017 AT THE OLD GRAMMAR SCHOOL, LINCOLN ROAD, TUXFORD COMMENCING 7.00 PM
PRESENT: Cllrs. Silcock, Bett, Taylor, M. Phillips, K.Phillips, Moorhouse, Richards & Atkin.
IN ATTENDANCE: Lynn Holland ( Town Clerk) & M.Pottinger
FS065 Apologies for Absence
Apologies for absence from Cllr. G.Nicholls were accepted and approved.
FS066 Declarations of Interest
There were no Declarations of Interest
FS067 Minutes of the last meeting
Minutes of the meeting held on 1ST August2017 were accepted as a correct record and signed.
FS068 Matters Arising from the minutes
There were no matters arising.
FS069 Finance
01 To note receipt of externally audited Annual Return for 20162017 & note anyexternal auditor’s comments
Clerk confirmed receipt of unqualified external audit; however it was noted that the assets should be restated 20172018 at cost value as they had been written down previously.
Recommend approval.
02Invoices for payment
Invoices as per Appendix A total £ 409.36 were approved & cheques signed.
Income of £13558.61 as perAppendix ‘’A’ also noted.
Bank balance of £67,358.20 as at 31.8.17
Bank Reconciliation as at 31st July 2017 had been reported to FC 15th August 2017;
Recommend approval.
03 To consider reports produced on testing of accountancy package.
Clerk had prepared accounts for April & May on a trial package from Scribe & the reports were presented for Councillors to view.
Recommend approval of purchasing Scribe accountancy system.
FS070 Town maintenance and equipment
Unfortunately the keys for Council vehicle had been lost morning of 12th September, therefore replacement ones had been ordered and would arrive tomorrow morning. Continued ......
2017/054
MINUTES OF THE FINANCE AND SERVICES COMMITTEE MEETING HELD ON TUESDAY 12TH SEPTEMBER 2017 AT THE OLD GRAMMAR SCHOOL, LINCOLN ROAD, TUXFORD COMMENCING 7.00 PM
Continued ......
FS071To consider cemetery matters
01 Green Cemetery
Additonal informational re tree planting in green burial site was still awaited from Woodland Trust; however; Clerk reminded Councillors of the decision made 12th April 2011 confirming ash, bird cherry, field maple, hazel, hornbeam, silver birch & small leaved lime trees were to be given to relatives to choose from.
02 Rental of cemetery field for grazing – current contract expires 5th September 2017 at a charge of £120.00
Recommend to keep agreement the same for 2017/2018
FS072 To review following Council policies:
01Cemetery Rules & regulations - recommend approval subject to following amendment. Additional clause as follows:
1.17 A 2’ wide x 8” tribute area in front of the headstone of any grave to allow placement of plants/flowers is acceptable. Int the event the area becomes neglected the Council will remove the plants etc. and return the area to grass.
FS073Update from Chief Inspector Rooke re future policing
Noted that PC Bailey to be replaced on his retirement. Letter also received from MP Robert Jenrick re closure of Newark custody suite. These matters to be taken up with Paddy Tipping on 28th September at the public meeting.
FS074 The Beeches update. – The Clerk confirmed telephone line had been installed 7 cabinets due to arrive on 19th September. The Clerk now had keys for the room along with code for access to building. Additional power points to be installed by A1. Revised costings were presented.
FS075 To consider training courses
01 Data Protection Course 28th November 2017.
Recommend approval for Clerk to attend above training course.
02 Update on First Aid Course 20th August 2017 – 3 members of groundstaff passed.
FS076 To consider request from resident (dog warden) for additional dog bins leading out of the village towards Lincoln. Groundsman confirmed he would to place on near the fountain.
Continued ......
2017/055
MINUTES OF THE FINANCE AND SERVICES COMMITTEE MEETING HELD ON TUESDAY 12TH SEPTEMBER 2017 AT THE OLD GRAMMAR SCHOOL, LINCOLN ROAD, TUXFORD COMMENCING 7.00 PM
Continued ......
FS077To consider Christmas Fair
01Road Closure – clerk had submitted application..
02Entertainment – Cllr. Atkin confirmed Primary School had agreed to attend and awaiting further update re steel band. Groundsman confirmed Santa would be in attendance.
03Stalls – Clerk confirmed 11 bookings to date.
FS078To consider CCTV on Village Green
Quote had been received for £11,885 + vat.
Agreed a notice to be put up stating area under CCTV surveillance due to vandalism.
Recommend installation of the CCTV subject to grant funding being sourced.
FS079To consider issues in relation to Play Areas
01Tarmac path being installed at entrance to play area on Village Hall site. Awaiting further update – Clerk to chase.
02To consider improvements to Clark Lane Play Area – agreed 3 quotes to be obtained to include less abled equipments & adult fitness equipment.
FS080 Working Groups
Nothing to report.
FS081 To note correspondence and items for next meeting
01 Letter from TRA re grass cutting – noted.
02Thank you emails & postcard in relation to floral decorations around Tuxford.
03MP Robert Jenrick request to support retaining a Police Officer in Tuxford. Agreed Council to support this initative. (Refer to previous agenda item re policing.
FS082 Date of next meeting 5th October 2017
CHAIRMAN’S SIGNATURE : ………………………………………………………..
The meeting closed at 8.55 pm
DATE : ………………………………………………………