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Maldon Town Council

Agenda of Meeting

5th June 2007

A chance to air your views on matters concerning the TOWN


THE PUBLIC AND PRESS ARE CORDIALLY INVITED TO BE PRESENT
30th May, 2007

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 TUESDAY, 5th JUNE 2007 commencing at 7.30 p.m. when the undermentioned business is proposed to be transacted.

Yours faithfully,


Mrs. Theresa Byles
Town Clerk


Councillors: A J Almond (Town Mayor), M Bentley, S Goulding, C MacKenzie (Deputy Mayor), I Mackenzie, Mrs S Riesebeck, S Savage & T Shrimpton .
MEMBERS ARE REMINDED THAT THEY SHOULD DECLARE AN INTEREST WITH REGARD TO ITEMS ON THE AGENDA

AGENDA
  1. ELECTION OF CHAIRMAN FOR THE ENSUING MUNICIPAL YEAR
  2. APOLOGIES FOR ABSENCE
  3. ELECTION OF VICE CHAIRMAN FOR THE ENSUING MUNICIPAL YEAR
  4. MINUTES OF THE MEETING HELD ON 24 APRIL 2007

(copy previously circulated with the agenda for the Council meeting held on 14 May 2007)
  5.

 5.1
WORKING PARTIES

TOWN HALL WORKING PARTY
To appoint members to the Working Party which meets in the day time when required to prepare recommendations for the Committee on matters pertaining to the Town Hall
 5.2 WEB SITE WORKING PARTY

To appoint members to the Working Party.
  6.

 6.1
FINANCIAL REPORT

Payments for approval 1 - 30 April & 1 - 24 May 2007
 6.2 Bank Accounts reconciliation summary to 30 April 2007
 6.3 Budget reports to 24 May 2007

(reports herewith)
 6.4 Subscriptions - to approve, if thought fit, the annual subscription to the Essex Association of Local Councils @ 960.94
 6.5 Bank mandate - to agree the signatories to the Council's bank accounts
  7. ACCOUNTS FOR THE YEAR 1 APRIL 2006 - 31 MARCH 2007
 7.1 To receive and consider the draft accounts and if thought fit recommend to Council for approval at its meeting on 25 June 2007
 7.2 To receive and consider the supplementary statement including the report on significant variations

(reports herewith)
  8. INTERNAL AUDIT

To consider the report of the end of year internal audit and agree any necessary actions. (The audit will take place on Friday 25 May. The report will be circulated in advance of the meeting if it is available)
  9. ANNUAL RETURN FOR THE YEAR ENDED 31 MARCH 2007 - EXTERNAL AUDIT
 9.1 The date appointed for the external audit is 13 July 2007. The accounts and supporting information will be available for inspection by electors from 13 June -12 July 2007.
 9.2 Section 1 has been completed and signed by the RFO and must be signed by the Mayor at the Council meeting on 25 June 2007.

(copy herewith)
 9.3 Section 2 of the Annual Return should be completed and agreed by Council at its meeting on 25 June 2007. Paragraph 6 has been changed - the words in bold are an addition to the text. Guidelines were issued with the Annual Return on compliance with this requirement (Section 2 and the Guidelines herewith)
 9.4 Section 3 has been completed by the internal auditor.
 9.5 To consider what measures need to be in place to comply with the requirement to review of the effectiveness of the system of internal audit.
 9.6 To note that a new requirement of the Annual Return is for Council to declare whether it acts as sole trustee and is responsible for managing trust funds or assets
 10. MAYOR OF MALDON'S FUND

To receive a summary of the receipts and payments account for the Mayor's Fund for the year ending 31 March 2007
(report herewith)
 11. GRANTS

To consider the grant application from the Maldon Town Regatta Association
(copy herewith)
 12.

 12.1
CONFERENCES / MEETINGS / TRAINING

EALC - Roles & Responsibilities 13 June 2007
Two councillors have indicated they wish to attend
 12.2 National Association of Local Councils Conference 5-7 October 2007,
(Bournemouth International Centre)
 12.3 EALC - Freedom of Information Act & Data Protection Act workshop half day 27 June 2007 at Great Dunmow cost per delegate 30. Town clerk to attend.
 12.4 University of Gloucestershire/SLCC Summer Seminar 11-12 July 2007 Cheltenham "Connecting with Communities"
 12.5 "Cracking the Code" 19 July 2007 at NRC Birmingham. Town Clerk to attend.
 13. MOOT HALL

To consider a request from a local interest group which wishes to undertake a paranormal investigation at the Moot Hall.
 14.

 14.1
TOWN HALL

WATER HEATER FOR THE GROUND FLOOR KITCHEN - Minute 138.2
Following the resolution passed at the previous meeting, a water boiler has been installed in the main kitchen by one of the Council's regular contractors at a cost of 824 (+vat).
 14.2 CINEMA SCREEN To receive a report from the Town Clerk.
 15.

 15.1
CHRISTMAS LIGHTS

To note that agreement was reached with the contractor for a reduction of the fee as agreed at the Committee meeting on 26 March 2007, and the invoice has been paid.
 15.2 To consider what action to take to ensure that the 2007 seasonal display is successful
 16. QUESTIONS FROM THE PRESS AND PUBLIC
 17. 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.
 18. TOWN HALL

To receive an update on progress with the licence
 19. STAFFING MATTERS



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

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