Finance and Governance, January 30th 2017

KESGRAVE TOWN COUNCIL Minutes of the Meeting of the Finance and Governance Committee Held on the 30th January 2017

Present:- Councillors: N Beecroft-Smith A Comber D Fairbrother (Vice Chair of Committee) J Ogden (Chair of Committee) P Mills R Spittle G Lynch

In Attendance:

• Mrs D Jimpson (Business and Facilities Manager)
• Councillor S Fairbrother
• Councillor G Derrick

Apologies:

• Mrs S Clements (Clerk)

1. Welcome and Apologies for Absence – The Chairman welcomed those present. An apology for absence was received from the Clerk.

2. Declaration of Interests – Councillor Spittle declared a non-pecuniary interest in item 7.

3. Minutes of the Last Finance and Governance Committee Meeting -The Committee received, considered and approved, the Minutes from the last Finance and Governance Committee Meeting held on the 28th November 2016. (Copy in Minute Book).

4. Clerks/Officer Report/Update – Nothing to report.

5. Members of the Public – There were no members of the public present.

6. 3 rd Quarter Budget Reports – Councillors received, considered and approved these Reports.

7. Grants – The Committee considered and approved the following requests of grant aid:  A Grant of £100 to the Kesgrave Friendship Club. A Grant of £1,500 to The Hive/Family Christian Family Church was agreed subject to the Hive providing their own funding for the remaining 50% requested.  A Grant of £500 to All Saints Church for Kesgrave Social initiative.

8. Effectiveness of Internal Audit – The Committee considered and approved, the documents setting out the internal audit review and plan procedures;  Scope of Internal Audit;  Independence;  Competence; 2  Relationships; Planning and Reporting.

9. Asset Register – The Committee received, considered and approved the Asset register for period ending 31 March 2017. Councillor Comber requested clarification of inclusion of computer server on this Asset list.

10. Risk Assessments – The Committee received, considered and approved the risk assessment for period ending 31 March 2017.

11. Terms of Reference for Committees & Delegated Powers – The Committee received, considered the details, and approved the Terms of Reference in readiness for the new Council year. Councillors requested the inclusion of the detail that the Transport Working Group reports to the Planning Committee.

12. Frequency of full Town Council Meetings 2017/2018 – The Committee received, considered and approved, the Schedule of Meetings for the new Council, in conjunction with the Terms of Reference and Delegated Powers.

13. Action Plans and Business Plans – The Committee received and noted the Report, as prepared by Councillor Ogden following his recent attendance at a SALC training course. (Copy in Minute Book).

14. Neighbourhood Plan Staffing Resources – The Committee considered and requested that prior to agreement at full council they would like to receive details of costs from a council who have started their neighbourhood plan, the suggestion was for Martlesham Parish Council to be contacted.

15. Neighbourhood Plan Questionnaires – Councillors received, considered and approved, pending the response to item 14, to purchase the Questionnaire package within the agreed, designated budget, via CAS (Community Action Suffolk).

16. Items of sufficient urgency and importance – None received.

17. Date of Next Meeting – The next Meeting is on Monday, 27th February 2017 at 7.15pm in the Council Chamber of the Town Council Offices.

18. Agenda Items for Next Meeting – Councillor D Fairbrother suggested that we request a report from the Kesgrave Library in view of the recent cuts announced. The meeting closed at 8.10pm

Chairman ……………………………………………………..Date……………………