Minutes of the meeting held on Monday 14th October 2019 at 7pm in the Council Chamber, The Old Courthouse, Jaycroft Road, Burnham-on-Sea.
Present: Cllr Mike Facey (Chairman), Cllrs Peter Clayton, Chris Allen, Bill Hancock, Nick Tolley, Allan Matthews, Phil Harvey, Sue Harvey, Mike Murphy, and Andrew Brewer with Samantha Winter (Town Clerk) and Sally Jones (RFO) in attendance.
One member of the public was present.
There were no speakers.
Cllr Richard Gardiner-White
Cllr Louise Parkin
Cllr Helen Groves
56/19/F&R Declarations of Interest in items on this agenda & dispensations granted
Cllr Brewer alerted the meeting that, in relation to item 59/19/F&R, his wife is employed by the Council.
57/19/F&R Approval of Minutes
The minutes of the Finance & Resources Committee held on 9th September 2019 were approved and signed by the Chairman as a correct record.
58/19/F&R Action List
The Action List was noted as completed
Motions for note/resolution
59/19/F&R To agree the Committee’s draft 2020/21 budget
The proposed budget figures were considered page by page and it was noted that, in line with the Corporate Plan, training will be an important factor over the next year for both councillors and staff. It was suggested that all councillors and
staff should be mindful to reduce the use of resources, such as aiming to use electronic documents rather than paper.
It was clarified to the meeting by the Chairman that the discussion should focus on consideration of the proposed figures to identify ways to reduce any impact of the budget on the precept.
It was agreed that one-off costs (that do not occur annually) should be taken from earmarked reserves where possible. It was agreed that £5000 contingency for joint funding is removed from the budget. It was agreed that the financial allocation for grants should be clarified to show that £10k (that has been previously used to fund Christmas projects) is removed from the grants budget and instead shown on its own budget line, thereby adding clarity whilst maintaining the grants budget at the same £35000 level.
It was noted that the office will look into whether the Council might attract grant funding for repair to the war memorial.
After applying the reductions, the proposed draft Committee budget figure was agreed at £417,985, with a recommendation that £5,500 is funded from EMRs. It was noted that the amended draft budget will be considered again at the November Committee meeting.
60/19/F&R To receive details of income and expenditure to the end of August 2019
The income and expenditure amounts were received
61/19/F&R To approve a Risk Report for Financial Management
It was resolved to approve the Risk Report
62/19/F&R To note the tasks identified in the internal auditor reports of March & June 2019, that have now been completed
The internal auditor reports of March & June 2019 where received and the completed tasks noted.
63/19/F&R To note the September 2019 report of the external auditor
The September 2019 report of the external auditor was received and noted.
64/19/F&R To note that the payment for the 19/20 subscription to Visit Somerset will be made from the CIM Fund budget, identified as ‘marketing’ for the purposes of promoting Burnham-on-Sea.
It was noted that the ‘marketing’ element of the CIM Fund will be used to pay part of the Visit Somerset subscription. It was further noted that, subject to its receipt, the remainder will be funded by HTAP match funding.
65/19/F&R To receive a report on Parish Online and consider whether to subscribe for 2019-21
A report was received outlining the benefits/uses of Parish Online in recording assets, setting maintenance plans and for use in undertaking town improvement projects as well as being of use in responding to planning matters.
It was confirmed that use of the system will require staff training and that the system could be accessed by councillors who have been tasked with a Council project. It was noted that the Parish Online system will enable the Council to be more efficient whilst satisfying an area of concern over financial and insurance risk by identifying and maintaining a central record of assets. Currently the knowledge on assets is dependent on staff knowledge, the Online system will create a full, single and centrally held record.
It was resolved that the Town council will subscribe to the service this year at an annual cost of £700, and will add into budget the cost for 2020/21.
66/19/F&R Date of Next meeting
It was noted that the next meeting of this committee will be held on Monday 25th November 2019 at 7pm at The Old Courthouse.
The chairman closed the meeting at 19:30.