January 2023
Minutes of the Finance Committee of Market Rasen Town Council, held on Monday 30th January 2023 at 6.00pm in the Council Office adjacent to the Festival Hall, Caistor Road, Market Rasen.
.
Present:
Councillor Bunney (Acting Chairman), Councillor Lakin-Whitworth and Councillor Gray
In attendance:
Lucy Waller – Town Clerk and Responsible Financial Officer (RFO)
Councillor Pilley
The Meeting opened at 18:00
1. Chairman’s opening remarks.
In the absence of the committee Chairman and Vice -Chairman it was RESOLVED that Councillor Bunney chair the meeting.
2. To RESOLVE to approve and accept apologies for absence and reasons given.
Apologies were received from Councillors Hassan and Taylor; it was RESOLVED to accept the reasons.
3. To RECEIVE any declarations of interest in accordance with the requirements of the localism Act 2011 and to consider any applications for dispensations in relation to Disclosable Pecuniary Interests.
None.
4. To RESOLVE to approve the draft minutes of the last meeting, held on 22nd November 2022, as a correct record.
It was RESOLVED to approve the draft minutes of the last meeting, held on 22nd November 2022, as a correct record.
5. To NOTE the internal control checklist for Q2 22/23 and NOMINATE a member to undertake the internal control checklist for Q3 22/23.
Members noted the internal control checklist for Q2 22/23 and Councillor Gray was nominated to undertake the internal control checklist for Q3 22/23.
6. To NOTE the audit of Internal Controls prepared by the RFO.
Members noted the report and thanked the Clerk/RFO for their work.
7. To NOTE the income and expenditure report to end of Quarter 3 - 2022/23 and RESOLVE any action.
Members noted the report, it was highlighted that the budget figures for the Christmas events did not include staffing costs and some applied to other budget headings and that a full report including actual costs would be produced for Full Council in February.
It was RESOLVED that due to high maintenance spend, any additional maintenance spend exceeding £100 would be referred to Full Council for approval until 31/03/2023. (Excluding any spend on issues related to health and safety, which would remain under the Clerks delegation.)
8. To CONSIDER the taking of cash payments if Unity Trust Bank remove the Post Office banking facility.
Members noted a verbal report from the RFO and RESOLVED that due to the removal of the Post Office banking facility it was no longer feasible to accept any cash payments after the end of the current financial year (31/03/2023)
9. To RESOLVE that under the public bodies (admission to meetings) act 1960, the public and representatives of the press and broadcast media be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted.)
The above RESOLUTION was passed.
10. Debtors List
Members noted the debtors list, and it was highlighted that the one debtor was due to procurement processes and was considered low risk.
11. Council properties – to include work on the Festival Hall report to date.
Members noted the report the below was highlighted:
- Council would need to decide if they wished to issue a new lease for the Old Police Station or carry on under the current terms.
- Increasing utilities costs combined with an aging, energy inefficient building added to rising cost of running the Festival Hall.
It was RESOLVED to:
- Ask the properties committee to prioritise (in the next council year) commissioning a report into possible energy efficiency improvements for the festival hall and research into available funding sources.
- To set fiscal targets for the community manager to achieve combined income from the Festival Hall and markets of:
£26000 in financial year 23-24
£36000 in financial year 24-25
£46000 in financial year 25-26
(The Community Manager to produce a three year fully costed business plan to meet the above targets and accompanying marketing plan.)
12. Breakdown of staffing costs. (Report circulated).
Members noted the report.