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Governance and Resources Committee

Monday, March 28, 2022

7:00 PM - 9:00 PM
Location

Council Chamber

Chair
Cllr Margaret North
Explanation

You are hereby summoned to an ordinary meeting of the Governance and Resources (G&R) Committee which is to be held on Monday 28 March 2022 at 7pm in the Council Chamber, Municipal Offices, Marcus Hill, Newquay to transact the business contained in the attached agenda and associated papers.


To watch live please use the Microsoft Teams Link below:


https://teams.microsoft.com/l/meetup-join/19%3ameeting\_ZDVmZjA2MTQtMDI0OC00NTUzLTk1ZDItNWY2NDViZjhlYzI4%40thread.v2/0?context=%7b%22Tid%22%3a%226e79ccd2-c190-4bc1-9c97-5ad22fe7fcca%22%2c%22Oid%22%3a%22c2f33e2d-f7dd-43ab-9b5d-197436178acc%22%2c%22IsBroadcastMeeting%22%3atrue%7d&btype=a&role=a

Agenda documents

Agenda items

  1. 1

    To receive and accept apologies for absence

  2. 2

    To receive Declarations of Interest and Dispensations awarded in respect of items on the agenda

  3. 3

    To take as read and confirm as accurate the minutes of the meeting held on: 28 February 2022

  4. 4

    To discuss or note any matters arising from the minutes under item 3 (for information only)

  5. 5

    To receive previously notified public questions, followed by verbal questions (if technologically possible) from attending electors of Newquay.


    In line with Standing Order 3(e), members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda of the meeting.


    In line with Standing Order 3(f), the time allowed under this item is 15 minutes unless directed by the Chair.


    In line with Standing Order 3(g), members of the public shall not speak for more than 3 minutes.

  6. 6
    Objective 3.2 – Oversee and scrutinise Town Council finances in accordance with Financial Regulations
  7. 6.A

    To receive, note and provide initial feedback on the first draft of the Credit Management Code of Conduct.


    Please Note:




    Should the policy be taken forwards for adoption, this should be formally recommended to the Full Council. However, the Finance and Procurement Manager is seeking input from the internal auditor and managers before this final stage, to ensure everything has been covered.

  8. 6.B

    To receive, note and consider any recommendations contained within the draft policies/regulations (recommendations to go to Full Council for adoption).

  9. 6.C

    To receive, note and make any decisions or recommendations in relation to requests for:

  10. 6.C.i
    Committee underspends to be placed within specific Earmarked Reserve(s) (if needed)
  11. 6.C.ii

    To make any decisions in relation to the Jubilee, establishment of an earmarked reserve and implementing available funding for community groups.

  12. 6.C.iii

  13. 6.D
    Any recommendations from the Responsible Finance Officer regarding the budget, year end or accounting matters (if needed)
  14. 7
    Objective 3.3 - Oversee and scrutinise Town Council legal, governance and statutory responsibilities.
  15. 7.A

    To receive, note and consider any changes to the Annual Investment Strategy ahead of the Annual Council Meeting in May.

  16. 7.B

    To receive, note and consider any changes to the Risk Management Strategy ahead of the Annual Council Meeting in May.

  17. 8
    Objective 3.5 - Strategically manage Town Council owned properties and assets
  18. 8.A

    To receive, note and make any decisions or recommendations in relation to the Parking Order and the Town Council's consultation (report to follow)


    Background Information:


    This item is only to come into effect should the Town Clerk and Cllr Hannan require assistance with any material representations as part of the Town Council's Parking Order. The Environment and Facilities Committee has made the following decision at its March meeting:


    EF128/22(A) - RESOLVED unanimously to give delegated authority to the Town Clerk and E&F chair to review all responses to the proposed Newquay (Off-Street Parking Places) Order 2022 and to implement the order should there be no material matters requiring further consideration in their view. Any immediate concerns are referred to the Governance and Resources Committee on 28 March 2022 who are authorised by this committee to assist if needed in providing clarity and a decision on implementing and making of the proposed order. To include within the delegated authority procurement and installation of any new signage required as a result of implementing the new Parking Order.

  19. 9
    Objective 3.6 – Internal Audit and Assertion Reviews
  20. 9.A

    To receive an update on the proposed changes to the assertion review process and make any decisions or recommendations to Full Council as appropriate.

  21. 10
    Objective 3.7 - Manage and implement the Town Council Grant scheme
  22. 10.A

    To receive, consider and determine applications received in relation to the committee’s remit under objective 3.7.

  23. 11
    Governance and Accountability
  24. 11.A

    To receive an update and make any decisions or recommendations on any other Governance or Accountability Matters raised by the Responsible Financial Officer

  25. 12

    To receive, consider and make any decisions in relation to correspondence to the committee which has not been otherwise dealt with outside of the meetings

  26. 13

    To receive, consider and make any decisions in relation to items referred to this committee from Full Council or another Committee (subject to such items being outlined on the agenda)

  27. 14

    To receive, consider and authorise the release of payment(s) in respect of committee purchases in-line with Financial Regulations 5.2.

  28. 15

    Urgent items for information and discussion only.


    Any questions asked under this item by members are likely to be responded to at the next meeting.

  29. 16

    The next G&R Committee meeting is to take place on Monday 25 April 2022 at 7pm in the Council Chamber.