Minutes Resource, Policy & Strategy Minutes – 17 July 2019

Minutes Resources, Policy & Strategy Committee

 

Minutes of the Myland Community Council Resources, Policy & Strategy Committee held on Wednesday 17th July 2019, 7.30pm @ 101 Nayland Road, Mile End Road, Colchester, CO4 5EN

 

Present:        Cllr Pete Hewitt (Chair)

                      Cllr Pauline Bacon

Cllr David Clouston

Cllr Alan Hayman

 

Cllr John Stewart also attended the meeting.

 

13-19/20      Apologies

 

Apologies were received from Cllr Jay and Cllr McCulloch, and the reasons for their absence were unanimously approved.

 

14-19/20      Declarations of Interest

 

                     There were no Declarations of Interest.

 

15-19/20      Have Your Say

 

There were no comments.

 

16-19/20      Minutes of the meeting held on 22ndMay 2019 to be approved as a true record and signed by the Chairman

 

                      The minutes of the meeting held on 22ndMay 2019 were unanimously approved as a true record and signed by the Chairman.

 

17-19/20      To receive the report from the Responsible Financial Officer.

 

                      The financial position of the Council at the end of the first quarter 2019/20 had been circulated by the Clerk prior to the meeting.

 

Cllr Clouston noted underspend on a variety of items.

 

It was agreed that this should be monitored to ensure budgeted projects were taken forward.

 

The Clerk referred to the fact that as yet the Annual Return Internal Audit report had not been completed. She said she had approached an accountant in West Bergholt who had done the Internal Audits for the other Councils for which she was Clerk. She said this accountant understood what was involved and had agreed to look at the accounts and complete the Internal Audit report for MCC. She said she would bring this report back to the Council as soon as it was received.

 

She said EALC produced a list of Parish Council auditors and that she would do some research and bring names back to the Committee for agreement, so an auditor could be appointed for the 2019/20 year.

 

18-19/20      To agree:

  1. The Council’s Action Plan as a working document to be reviewed on a quarterly basis;

 

  1. The Council’s Business Plan as a working document to be reviewed annually

 

Cllr Hewitt said he and Cllr Jay had reviewed both documents since the last meeting of the R P & S Committee. He said the Action Plan would be used for tracking projects and once the colour coding was completed it would be clear whether a project was progressing.

 

He said Cllr Jay had looked at the Business Plan and condensed it to a single page.

 

  1. The Council’s Action Plan was unanimously agreed as a working document to be reviewed on a quarterly basis.
  2. The Council’s Business Plan was unanimously agreed as a working document to be reviewed annually.

 

19-19/20      To agree to accept the quotation received from John Montgomery (circulated prior to the meeting) for litter-picking services in the parish at an annual cost of c£12,000.

 

                     The Clerk said she would like the Committee to consider the following points:

 

  • The value of the contract was above the delegated authority of the Committee;
  • The proposal was to commit MCC to do something for which another authority was responsible, which was contrary to the Committee’s agreed procedure;
  • There was no evidence available to show the necessity of doubling the budget from £6,000 to £12,000 for the current year;
  • Most importantly, the Council had no statutory power to provide litter-picking services as outlined in the quotation.

 

The motion was withdrawn.

 

 

20-19/20      To agree to designate the role of Myland Street Officer as eligible for entry into the Local Government Pension Scheme.

 

                     It was unanimously agreed to designate the role of Myland Street Officer as eligible for entry into the Local Government Pension Scheme.

 

 

21-19/20      Policy Documents

  1. To note the list of current policies and to agree a programme of review on a rolling basis

 

The list of current policies was noted.

 

Cllr Hewitt said he would be drafting a rolling review schedule for the Committee to consider.

 

  1. To agree the revised policies below for recommendation to full Council:
  2. Grants and Donations Policy

 

The Committee discussed whether grants and donations should be agreed by the R P & S Committee or by full Council. It was agreed that R P & S had been carrying out this role for some time and this should continue.

 

Cllr Stewart said he would amend the wording of the policy before recommendation to full Council.

 

It was agreed to recommend the Grants and Donations Policy with the amendment that all grant applications would be decided by R P & S Committee up to their delegated authority to full Council for adoption.

 

  1. Bullying and Harassment Policy

 

With the replacement of all legislation noted in 1.b) with the words “Equality Act 2010” and reference to CBC Standards Officer amended to CBC Monitoring Officer it was agreed to recommend the Bullying and Harassment Policy to full Council for adoption.

 

22-19/20      To note that a review of details of current contracts with outside providers of services including but not limited to utilities and office equipment will be undertaken

 

                     The Clerk said that she had discussed this with Cllr Jay and that they would be undertaking a full review.

 

23-19/20       To agree the time, date and place of the next meeting of the Committee as Wednesday 18thSeptember 2019, 7.30pm at 101 Nayland Road, Colchester CO4 5EN.

 

                      The time, date and place of the next meeting were agreed as Wednesday 18thSeptember 2019, 7.30pm at 101 Nayland Road, Colchester CO4 5EN.

 

 

24-19/20      To agree to the exclusion of the Press and Public under s.1 (2) of the Public Bodies (Admission to Meetings Act) 1960 because of prejudice to the public interest by reason of the confidential nature of the business to be transacted 

 

                      It wasunanimously agreed to the exclude the Press and Public under s.1 (2) of the Public Bodies (Admission to Meetings Act) 1960 because of prejudice to the public interest by reason of the confidential nature of the business to be transacted 

 

25-19/20      To review the current situation with regard to Mill Road Rugby Club and to agree any action necessary

 

                      Cllr Stewart gave the Committee a review of the current situation regarding the Rugby Club and surrounding land.

 

Based on this and an update paper from Cllr Hewitt provided prior to the meeting the Committee noted the position.

 

It was agreed that the full Council should be made aware of progress on this issue, and that any decision on action to be taken should be taken by the full Council without a recommendation from R P & S.

 

26-19/20      To agree amendments to the Clerk’s place of work during working hours.

 

                      It was agreed that the Clerk should have flexibility within current working hours to work from home where this would be beneficial and appropriate. It was noted that this would have no impact on the current office opening hours.

 

 

 

 

 

 

Signed

 

 

 

Councillor Alison Jay ……………………………………………………….. Chairman

 

List of abbreviations Cllr – Councillor NGUAE – North Growth Urban Area Extension
CBC – Colchester Borough Council NP – Neighbourhood Plan
CIL – Community Infrastructure Levy NEPP – North Essex Parking Partnership
ECC – Essex County Council PRoW – Public Right of Way
LHP – Local Highways Panel S106 – Section 106 of Town & Country Planning Act ‘90
LP – Local Plan SPD – Supplementary Planning Document
MCC – Myland Community Council