Minutes 10th October 2016

Resources, Policy & Strategy Committee

Minutes of the Myland Community Council Resources, Policy & Strategy Committee Meeting held on Thursday 10th October 2016, 7.30pm @ Myland Community Council Office, 101 Nayland Road, Colchester, CO4 5EN

Present:        Cllr Pete Hewitt (Chair)

Cllr Carolyne Hurst (Vice-Chair)

Cllr Richard Beauchamp

Cllr D Clouston

The Clerk

There were no members of the public in attendance.

062-16/17     Apologies

Apologies were received and accepted from Cllr Alison Jay.

063-16/17     Declarations of Interest

There were none.

064-16/17     Have Your Say

There were no members of the public in attendance.

065-16/17     Minutes of the meeting held on 18th August 2016 to be approved as a true record and signed by the Chairman

The minutes of the meeting of the F&S Committee held on the 18th August 2016 were approved as a true record and signed by the chairman.

Proposed: Cllr Beauchamp                      Seconded: Cllr Hurst               (Unanimous)

066-16/17     Update on progress of resolutions made at the last meeting

Items 54 & 55 – the change of name to Resources, Policy & Strategy Committee and revised Terms of Reference were approved by full Council 28th September 2016.

Items 56 & 57 – the MCC 2016/17 Action Plan was adopted by full Council 28th September 2016.

Items 58 & 59 – the MCC Business Plan 2016-2021 was adopted by full Council 28th September 2016.

The Chairman said that review and update of the Action Plan and Business Plan should be added to the agenda.

067-16/17     Report from Responsible Financial Officer (as of 31st July 2016)

  1. Budget monitoring
Budget YTD Forecast Total Actuals Variance
£ £ £ £
Total Income 119,028.00 114,597.10          117,329.99            1,698.01
   
Staff Costs 52,000.00 26,000.00  24,960.13 27,039.87
Loan interest 12,338.00 6,169.19     6,169.16    6,168.84
Building & Mtce Costs 4,000.00 1,999.98    2,319.46    1,680.54
Office Equipment 3,000.00 1,500.00    1,351.10   1,648.90
Mylander 12,000.00 6,000.00     5,419.00   6,581.00
Street furniture & Mtce 3,000.00 1,500.00     1,220.94  1,779.06
Meetings 600.00 300.00        197.36       402.64
Training courses 1,200.00 600.00           77.80    1,122.20
Fees & Subscriptions 2,500.00 1250.00     1,906.52       593.48
Community  funding 4,000.00 2,000.00     1,086.01    2,913.99
Other Costs 4,000.00 2,000.00        340.84    3,659.16
Contingency Fund 6,000.00 3,000.00                   –    6,000.00
Projects Fund 34,210.00 17,105.00   15,376.00 18,834.00
Expenditure Total 138,848.00 69,424.17   60,424.32 78,423.68
VAT – Reclaimable        658.89
Total Including VAT 61,083.21
  1. Bank Account balances

Community Account               £97,235.74

Tracker Account                      £50,862.78

Community Centre Account   £21,241.96

  1. Mylander Advertising
  Income  2016/17 Expenditure  2016/17 Outstanding Income £
Year to date £2,425.00 £5,419.00 £250.00

Outstanding

Feb 2016 May 2016 Aug 2016 Total
Trevor Cordwell £45.00 £45.00 £45.00 £135.00
John Tokely £45.00 £45.00
M&K Gardens     £70.00 £70.00
      £250.00
  1. Neighbourhood Plan Grant

The RFO said there was no change to the amount left of the Neighbourhood Grant.  Summary below:

Original Grant Total £20,000.00
Less Request No 01 £576.00
Less Request No 02 £3,634.91
Less Request No 03 £737.96
Less Request No 04 £525.00
Less Request No 05 £518.00
Less Request No 06 £47.00
Less Request No 07 £500.00
Less Request No 08 £180.00
Grant Remaining £13,281.13

Claim No 9 submitted:

Referendum leaflet printing – £180

Referendum leaflet delivery – £500

Will be £12,900.13 remaining.

  1. Fete Accounts
Income Expenditure Profit
£3,779.88 £915.41 £2,864.47

As agreed by full Council 28th September 2016 the distribution of profits would be:

£320.00 each to:

Churches Together;
Mile End Art Group;
Mile End WI;
Gt Horkesley Table Tennis Club;

Colne Endeavour Band

the remaining £1,264.47 to be paid into the Community Centre Account.

068-16/17     To consider and possibly resolve to agree the response to the ECC Superfast Broadband Essex Phase 3 State Aid Public Consultation (Closing date 12th October 2016)

The response to the ECC Superfast Broadband Essex Phase 3 State Aid Public Consultation (Closing date 12th October 2016) was agreed.

Proposed: Cllr Hewitt                              Seconded: Cllr Hurst               (Unanimous)

069-16/17     To consider and possibly resolve to agree the response to the Department for Communities and Local Government (DCLG) Local Government Finance Settlement Technical Consultation (Closing date 28th October 2016)

                      The response to the Department for Communities and Local Government (DCLG) Local Government Finance Settlement Technical Consultation (Closing date 28th October 2016) was agreed.
Proposed: Cllr Hewitt                              Seconded: Cllr Hurst               (Unanimous)

070-16/17     To consider and possibly resolve to recommend to full Council the adoption of the MCC Equality & Diversity Policy – Issue 1 – October 2016

It was resolved to recommend to full Council the adoption of the MCC Equality & Diversity Policy – Issue 1 – October 2016

Proposed: Cllr Hewitt                              Seconded: Cllr Hurst               (Unanimous)

071-16/17     To discuss the 2017/18 Budget/Precept
The Chairman confirmed with the Clerk that she had sent an email to all Committee and Working Group Chairs asking them for their contributions to the budget/precept before the next RP&S meeting.

The Chairman said the key item was continuing to raise funds for the two Community Centres.  He said the Neighbourhood Plan Group would be giving more thought to projects coming out of the Plan.

Cllr Hurst said any expenses for the Community Group would be regarding the Community Centres.

Cllr Clouston suggested putting a graph showing the budget and expenditure in the Mylander to illustrate how the precept was spent.

The RFO said consideration should be given to the increase in gardening costs at the office and the addition of keeping the War Memorial area tidy; possible costs for the maintenance of the Rugby Club Green space, as and when it was transferred to MCC.

072-16/17     Date of next meeting – 10th November 2016, 7.30pm @ 101 Nayland Road

The meeting closed at 20.40.

Cllr Pete Hewitt …………………………………………………..

Chairman

Exclusion of Press & Public

Having regard to the confidential nature of the following business proposed to be transacted to exclude the Press and Public pursuant to Section 1 of the Public Bodies (Admission to Meetings) Act 1960

073-16/17     To discuss any staffing issues

There were no issues to discuss

The meeting closed at 20.41.