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MINUTES of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held at 7.00pm on MONDAY 21 APRIL 2008 in the Guildhall, Barnstaple.
Present: Councillor S Upcott (Chairman)
Councillors: Mrs V Monk, F Edwards, F Vernon, A Windsor, R Hawes, S Harvey, Mrs S Haywood, I Roome, J Phillips, Miss C Upcott, D Brailey and J Mathews.
Also in attendance: Mrs A Jenkins (Town Clerk), Kate Elston (Administration Officer) and Graham White (Finance Officer).
FG66 APOLOGIES FOR ABSENCE
Apologies as recorded on the attendance sheet were received from Councillors: H Harrison, Mrs J Carter and Mrs K Rollings.
FG67 DECLARATIONS OF INTEREST
None Received.
FG68 MINUTES
RESOLVED: That the minutes of the meeting held on 17 March 2008 be approved as a correct record and signed by the Chairman. (13.1abs)
FG69 FINANCIAL STATEMENTS AND BUDGET MONITORING REPORTS
a) Budget Variance Report The Town Clerk informed the committee that the Town Council are yet to receive keys for the new Kiosk at Rock Park despite numerous attempts to obtain them.
Councillor J Mathews and D Brailey said that they would pursue this matter.
RESOLVED: That the report be received and noted. (NC) b) Bank Transactions RESOLVED: That the report be received and noted. (NC)
c) Bank of Ireland Deposit RESOLVED: That the report be received and noted. (NC)
d) Barum House Petty Cash RESOLVED: That the report be received and noted. (NC)
e) Heritage Centre Petty Cash RESOLVED: That the report be received and noted. (NC) f) Aged Debtors and Creditors Report RESOLVED: That the report be received and noted. (NC) g) Nominal Balances RESOLVED: That the report be received and noted. (NC)
FG70 LETTERS OF THANKS
Members of the committee were circulated thank you letters from Barnstaple Ladies Choir, No 1146 Squadron, Freedom Centre and Go North Devon which were attached to the agenda.
Councillor Miss C Upcott proposed and seconded by Councillor B Vernon and
RESOLVED: That the letters be relieved with thanks and noted. (NC)
FG71 NOTES FROM CORPORATE GOVERNANCE WORKING PARTY
Members were circulated the notes of the Corporate Governance working party of 11 March 2008, which were deferred from the previous Finance and General Purposes meeting (FG64).
Councillor A Windsor drew members' attention to the "Fresher Night" which the Corporate Governance Working Party felt would be a good opportunity for Councillors to learn what each committee does, their aims and projects for the forthcoming year. He also mentioned that members should perhaps think carefully about the committee they would like to be on, as in the past year some meetings were unable to take place due to the fact that the meeting would be inquorate.
Councillor S Upcott proposed and seconded by Councillor D Brailey and
RESOLVED: That the report be received and noted. (NC)
FG72 UPDATE REPORT REGARDING INSTALLATION OF NEW IT SYSTEM
The Town Clerk informed members that the installation of the new IT system is now virtually complete. The installation had been very successful and very few technical issues. She mentioned that the Heritage Centre would need to have a dedicated phone line that would need to be installed. Councillor Miss C Upcott asked if the emailing of agendas could now take place, since the council has a more reliable and robust system in place. It was noted that once the new year of committees is chosen, the emailing of agendas will then start. Councillor A Windsor proposed and seconded by Councillor I Roome and
RESOLVED: That the report be received and noted. (13.1abs)
FG73 TWINNING VISIT TO SUSA
The Mayor, Councillor Mrs S Haywood gave an insight into the twinning trip to Susa. She mentioned that the party, which included, The Mayor and consort, Councillor S Upcott and partner, Councillor I Roome and Partner and The Town Clerk, received an overwhelming welcome by all in Susa. They were showered with gifts and performances were put on during the stay, including medieval flag throwing, acrobatics and dancing.
Councillor Mrs S Haywood wished to thank Frances and Simon bell for their help and support. She also mentioned that she will be holding an "Italian Night "on the 17 May 2008 at the Guildhall for all Councillors and staff to show pictures and gifts that were received from the people of Susa.
RESOLVED: That the report be received and noted.
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