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Town Hall, Market Hill,
Maldon, Essex,  CM9 4RL.

Maldon Town Council

Agenda of Meeting

25th February 2008

A chance to air your views on matters concerning the TOWN


THE PUBLIC AND PRESS ARE CORDIALLY INVITED TO BE PRESENT
18th February, 2008

Dear Councillor,

You are summoned to attend a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE to be held in the CONFERENCE ROOM, Town Hall, Market Hill, Maldon on MONDAY, 25th FEBRUARY 2008 commencing at 7.30 p.m. when the undermentioned business is proposed to be transacted.

Yours faithfully,


Mrs. Theresa Byles
Town Clerk


Chairman:

Vice Chairman:

Councillors:
Cllr. M Bentley

Cllr C MacKenzie (Deputy Mayor)

A J Almond (Town Mayor), R Knight,
I Mackenzie, Mrs S Riesebeck,
S Savage, K Smith & T Shrimpton.
MEMBERS ARE REMINDED THAT THEY SHOULD DECLARE AN INTEREST WITH REGARD TO ITEMS ON THE AGENDA

AGENDA
  1. APOLOGIES FOR ABSENCE
  2. MINUTES OF THE MEETING HELD ON 14 JANUARY 2008

To accept and sign the minutes
(copy previously circulated with the agenda for the Council meeting held on 4th February 2008)
  3.



 3.1.1

 3.1.2
FINANCIAL REPORT

(reports herewith)

Payments for approval 1 - 31 January 2008

To consider correspondence between the Clerk and a regular contractor regarding an invoice and if appropriate approve payment
 3.2

 3.3
Bank Accounts reconciliation summary to 31 January 2008

Budget report to 31 January 2008
 3.4 Insurance - to consider and if appropriate, accept the quotation for insurance from 1April 2008
 3.5 To agree that one outstanding debt of 157 be written off as the debtor is untraceable
  4.



 4.1
AUDIT

(reports herewith)

ANNUAL RETURN - EXTERNAL AUDIT
The Audit Commission has appointed its in house team - The Audit Commission's Limited Assurance Specialist Unit- as auditor to Maldon Town Council for a five year period commencing with the 2007-08 accounts.
 4.2 REVIEW OF THE EFFECTIVENESS OF THE SYSTEM OF INTERNAL CONTROL
 4.3 REVIEW OF THE COUNCIL'S FINANCIAL REGULATIONS
  5. GRANTS

(reports herewith)

To consider grant applications from
a) Maldon & East Essex Scout Association
b) MacTheatre
  6. TOWN HALL

(report herewith)

To consider the report of the Town Hall Working Party and if appropriate approve the recommendations that:
the Council registers for VAT from 1 April 2008;
for the revised hire rates to be charged from 1 April 2008, as given in the appendix to the report;
that no additional concessions are given over and above 10% for regular hirers other than through the grant application system;
that a consultation meeting with regular hirers takes place.
  7.

 7.1
MOOT HALL

To consider a request from The Plume School for the loan of the portrait of Thomas Plume to exhibit at All Saints Church on Sunday 9 March 2008 when there is a service to celebrate the 400th anniversary of the founding of the School.
 7.2 To note that a site meeting is to be held with the architect and a representative of the contractor regarding some flaking on the wall of the staircase to the first floor.
 7.3 To review the policy on the use of the Hall by local groups (report herewith)
  8. QUESTIONS FROM THE PRESS AND PUBLIC
  9. EXCLUSION OF THE PRESS AND PUBLIC

In accordance with s.1 of the Public Bodies (Admission to Meetings) Act 1960 to resolve that in view of the confidential nature of the business to be discussed it is in the opinion of the Committee advisable in the public interest that the public and press be temporarily excluded and they be instructed to withdraw.
 10. INSURANCE

To receive correspondence

(copy enclosed - members only)
 11.

 11.1
STAFF

To receive a report from the Mayor on the Town Clerk's annual appraisal and consider any recommendations
(report enclosed - members only)
 11.2 SLCC Larger Councils' Conference 24-25 April 2008, London To approve the attendance of the Town Clerk at this conference at a cost of 310 (discounted rate for members booking early)
 11.3 Staff policies - to receive an update from the Town Clerk



ITEMS   (copy, report herewith)  are available for inspection at the Town Hall during normal office hours.

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