Finance and Governance Committee

Minutes of the Meeting held on Tuesday 27th October 2020

20/4/01 Present:-
Councillors Tess Buckley, Tom Dunlop, Jamie Messent, Jill Rhodes and John Rhodes

Apologies:-
No apologies from Members were received

20/4/02 To note declarations of members interests

No declarations of interests were received

20/4/03 Public Participation

A period not exceeding 15 minutes for members of the public to ask questions or submit comments

No questions or comments were submitted to the Finance and Governance Committee by members of the public

20/4/04 To confirm and sign the Minutes of the Finance and Governance Committee Meeting held on Tuesday 25th August 2020

Members resolved to approve the Minutes as an accurate record

20/4/05 To review the year to date expenditure for the Council as a whole and the current status of the Earmarked Reserves

The year to date expenditure for the Council and the Earmarked Reserves were reviewed

20/4/06 To consider matters related to GDPR compliance and Member/Officer training

It was resolved:
i. to purchase the necessary licences from Vinci Works to provide GDPR training for Members and Officers to complete
ii. Members who have successfully completed a GDPR training course in the last twelve months who can provide evidence are not required to repeat the training

20/4/07 To consider matters related to establishing a variable Direct Debit with the Land registry

It was resolved to establish the variable Direct Debit with the Land Registry

20/4/08 To consider of Officer membership of professional bodies should continue to be funded by the Council

It was resolved not to continue the funding

20/4/09 To consider matters related to items held in storage

It was resolved to review the items held in storage at a future meeting due to the restrictions in place relating to COVID-19 and that the item remains on the Agenda until such time that it is reviewed

22/4/10 To consider matters related to the Audit Sub-Committee

It was resolved to recommend to Council that the Audit Sub-Committee is removed from the Governance Structure
 
22/4/11 To consider matters related to the Town Council’s COVID-19 Risk Assessment

The updated Town Council’s COVID-19 Risk Assessment was noted and that it will be updated with a cross-reference to the Council’s Lone Working Policy

22/4/12 To note the new Health and Safety Management System for onward consideration by Council

The Health and Safety Management System was noted for onward recommendation to council

It was requested that reference to New and Expectant mothers provides for an employee to inform the Council at their discretion

It was further requested that the training was sub-divided into appropriate sections

22/4/13 To review and inform the budget setting process as it relates to the Finance and Governance Committee

The budget setting process was reviewed subject to the revisions made as discussed at the meeting, noting that amendments were made to line items relating to working from home allowance, vehicle costs and janitorial costs.

22/4/14 To be aware of and inform the ongoing review and implementation of governance and the Council’s adopted Constitution

14.1 Use of Municipal (Memorial) Square Protocol
14.2 ICT Policy
14.3 Internet, Email and Social Media Policy
14.4 Bring Your Own Device Policy
14.5 Personal Date Breach Policy
14.6 Committee List and Membership
14.7 Information Security Policy
14.8 Financial Risk Assessment
14.9 Financial and Treasury Management Policy
14.10 Medium Term Financial Plan 2020

The Policies and Protocols were noted and reviewed and are recommended to Council for adoption

22/4/15 To consider the date of future meetings of the Finance and Governance Committee:-

• Tuesday 1st December 2020
• Thursday 25th February 2021

The Finance and Governance Committee Meeting closed at 7.48pm

Chair Cllr Jill Rhodes
Clerk H Marr