Minutes RP&S Committee – 22 May 2019

Resources, Policy & Strategy Committee


Minutes of the Myland Community Council Resources, Policy & Strategy Committee held on Wednesday 22nd May 2019, 7.30pm @ 101 Nayland Road, Mile End Road, Colchester, CO4 5EN


Present:        Cllr Alison Jay (Chair)

                      Cllr Pauline Bacon

Cllr David Clouston

Cllr Alan Hayman

Cllr Pete Hewitt

Cllr David McCulloch


1-19/20        Election of Chairman


                      Councillor Alison Jay


Councillor Jay was elected unanimouslyas Chairman.



2-19/20        Election of Vice-Chairman


                      Councillor Pete Hewitt


Councillor Hewitt was elected unanimouslyas Vice-Chairman.



3-19/20        Apologies– to receive and approve the reasons for absence


There were no apologies to receive.



4-19/20        Declarations of Interest – Councillors to declare individually any interests they may have in the items on the agenda.


There were no Declarations of Interest.



5-19/20        Have Your Say– Members of the public can comment on any item on the agenda


                      There were no comments.



6-19/20        Minutes of the meeting held on 10thApril 2019 to be approved as a true record and signed by the Chairman


                      The minutes of the meeting held on 10thApril 2019 were approved as a true record and signed by the Chairman.



7-19/20        To review the Committee’s Terms of Reference


                      The Committee’s Terms of Reference were reviewed. It was noted that they should be reviewed again prior to the 2020 Annual Meeting of the Council to enable recommendations for any changes to be submitted for agreement.


8-19/20        To appoint the members of the Personnel Sub-committee


                      The following were appointed as members of the Personnel Sub-Committee:

  • Cllr Jay (non-voting)
  • Cllr Clouston
  • Cllr Hewitt
  • Cllr Hayman


9-19/20        To receive the report from the Responsible Financial Officer.


The RFO said the internal auditor had visited the office to perform the audit on 13thMay 2019 and the report was now awaited.


10-19/20      To review:

  1. The Council’s Action Plan
  2. The Council’s Business Plan


Cllr Clouston referred to the paper he had submitted to the Committee last year clarifying the role of the Committee and ownership of projects.


The Clerk said that if the Committee wished to take on ownership of specific projects, the Terms of Reference should be reviewed to ensure that this was within the delegated authority of the Committee.


It was agreed that a policy based on Cllr Clouston’s paper should be brought to the Committee for recommendation to full Council.


Cllrs Jay and Hewitt said they would review the Action Plan and the Business Plan and bring to the next meeting.



11-19/20      To agree to pay the Editor of the Mylander for additional hours worked during April 2019.


                      It was agreed to pay the new Editor of the Mylander the full payment of 60 hours for production of the May edition of the Mylander. It was also agreed to pay an additional ten hours as a one-off payment as recognition of the additional time taken for the Editor to familiarise herself with the software. It was therefore agreed that an additional 50 hours would be paid in June.


12-18/19       To discuss and agree the time, date and place of meetings of the Committee for the municipal year 2019/20.


                      It was agreed that meetings of the Committee would take place on the third Wednesday of the month in July, September, October, November, January and March.


The meeting closed at 8.04pm.









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