Minutes of the Finance Committee of the Council held on Thursday 6 October 2016 at 6pm in the Council Chamber, Town Hall, Abergavenny.
Present: Cllr Mrs S Woodhouse (Chair)
Cllrs C Woodhouse, J Prosser, Mrs M Powell, M Hickman.
In attendance: The Interim Town Clerk
- Apologies for absence were received from Cllrs D Simcock, R Harris and Ms S Dodd.
- Declarations of interest would be made as and when necessary during the meeting.
- There were no grant applications to be considered.
- The draft appointment letter for the Internal Auditor, including his fee for the coming year at £1350 was recommended for approval. The Chair reminded members that they Council had reviewed his performance in June and declared themselves satisfied.
- The External Auditor`s letter and report were received and noted. There were two very minor points raised and a query about the reasons for a Gratuity Account, which had now been absorbed into the salaries budget. The Interim Clerk would respond to these points together with a customer satisfaction survey and a date for next year`s audit. Recommended that the External Auditor`s report be received and the proposed actions agreed.
- The Month 6 Finance Reports were received and considered. Minor adjustments to the Elections and Food Festival Budgets were agreed and it was agreed to pay the CAB annual grant.. The donation to the Eisteddfod should have been made from a specific reserve fund not the Projects Fund. This would also be corrected. Subject to these minor points it was recommended that the reports be approved.
- Application to the Big Lottery for a grant to “Celebrate Wales”. It was agreed to recommend that the Mayor pursue an option to take place at the Christmas Lights Switch-on which would be funded from this if possible. This would be based on a cycling theme in recognition of Becky James` achievement at the Olympics.
- Market Towns Feature.
It was considered in some detail and recommended that the Council do not take any part in this initiative. If there were a Chamber of Trade it would be a suitable option for them to consider as it would promote individual businesses.
- Monmouthshire charges for use of the Market Hall.
It was noted that a charge was to be levied for the Hall-Keeper`s time on the Sunday when the AAODS Concert took place. There was some discussion about this and it was agreed that the Mayor and the Clerk arrange to discuss the issue with the Markets Officer.
- Nevill Hall Sound had requested involvement with the Christmas Lights Switch – on. Members noted that alternative arrangements had been in place for some time. The Interim Clerk would write to explain this to them.
- Armistice Day Arrangements.
Cllr Prosser, as the County Armed Forces Champion, outlined events to be held on 11 November. At 11am the maroons would be fired at the Castle, followed by the unveiling of School First World War quilts at the One Stop Shop at 11:45am and then by the unveiling of a Centenary Field Plaque at Bailey Park at 12:30pm. Publicity for this would be announced soon. Members noted the report.
The meeting closed at 6:40pm
Summary of recommendations:
- The letter of Appointment for the Internal Auditor be approved.
- The External Audit Report be received and agreed and the Clerk would respond to the points made.
- Month 6 Finance Reports be approved subject to the suggested amendments.
- The Mayor pursue a proposal for the Christmas Lights Switch-on with a Cycling theme.
- No Action be taken on the Market Towns Feature.
- A meeting with the Markets Officer be arranged to discuss charges.
- A letter be sent to Nevill Hall Sound.
- Armistice Day arrangements be noted.
