Minutes of the Finance Committee held on Thursday 8 th April 2010 at the Council Chamber, Windmill Lane, Northam at 10.30 a.m.
Present: Cllrs Edwards, (Chairman) Langton, and Osborne
In Attendance: Town Clerk, Mrs Jane Mills
Councillor Cllr R Miller
1004/01 Chairman's Announcements
The Clerk asked for authority for a petty cash facility and a new telephone system. This was agreed.
There was a discussion about appointment of an internal auditor and it was agreed that Mr K Abrahams be appointed.
The Clerk advised that there had been an enquiry about the light at Northam Hall and it was agreed to speak to the contractor.
1004/02 Apologies for Absence
Apologies were received from Cllr Mrs Collins.
1004/03 Declarations of Interest
There were no declarations of interest.
1004/04 To agree the Agenda as published
It was resolved to agree the Agenda as published.
1004/05 To confirm and sign the minutes of the meeting held on 2nd December 2009 as a correct record.
It was resolved to confirm and sign the minutes of the meeting held on 2nd December 2009 as a correct record.
1004/06 To consider purchase of office equipment and computer software
(a) computer (b) Accounts package ( c) Risk Management software
The Clerk reported on various options for the purchase of the equipment and it was resolved to purchase a computer and ancillary equipment from REVO Computers, an accounts package from Scribe and Risk Management software from DMH Solutions.
1004/07 To authorise a change of signatories
It was resolved to agree to the resolutions as directed by the Co-operative Bank, a copy is attached to the signed minutes and agree to the change of signatory from Mr Gordon Smith previous Town Clerk to Mrs Jane Mills newly appointed Town Clerk. It was further resolved to recommend to Full Council that signatories to the bank account from 1 st May 2010 should be members of the Finance Committee, the Town Clerk and Assistant Town Clerk. Two signatories would be required on cheques, one member of the Finance Committee and either the Town Clerk or her Assistant.
1004/08 To consider alterations to the Mayoral Chain
It was resolved that quotes should be obtained with a view to dividing the Mayoral Chain. The Mayoral Chain would date from 1974 with provision for future updates included. A further Chain would be created for use by the Deputy Mayor or Mayor's Consort utilising the pre-1974 Chain. This resolution to be taken to Full Council for approval when the quotes are received.
1004/09 To consider Council Gowns
After some discussion it was resolved unanimously to recommend to Full Council that the Council should not proceed with the purchase of Council Gowns. Costings obtained showed that purchase would result in expenditure of approximately £9000.This is almost 10% of the total precept and it was felt inappropriate to go ahead.
1004/10 To consider Financial Regulations
It was resolved that the Clerk should prepare draft Financial Regulations and they should be referred to Full Council for a final decision.
1004/11 To consider Terms of Reference for the Finance Committee
It was resolved to recommend to Full Council the draft recommendations.
1004/12 To consider amending the sign for office opening hours
It was resolved to purchase a new sign for the office and a further sign to be erected outside the Council Office and also header boards for all the Town Council noticeboards.
There being no further business the meeting closed at 11.50 am.
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