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)
- 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 |
- Bank Account balances
Community Account £97,235.74
Tracker Account £50,862.78
Community Centre Account £21,241.96
- 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 |
- 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.
- 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.