Minutes 14th April 2016

Finance & Staffing Committee

Minutes of the Myland Community Council Finance & Staffing Committee Meeting held on Thursday 14th April 2016, 7.30pm @ Myland Community Council Office, 101 Nayland Road, Colchester, CO4 5EN

Present:        Cllr Pete Hewitt (Chair)
Cllr Richard Beauchamp

Cllr Jean Dickinson

Cllr Martin Goss

Cllr Carolyne Hurst

There were no members of the public present.

001-16/17     Apologies – There were none.

002-16/17     Declarations of Interest – There were none.

003-16/17     Have your say – There was none.            

004-16/17     Minutes of the meeting held on 7th January 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 7th January 2016 were approved as a true record and signed by the chairman.

Proposed: Cllr Goss                      Seconded: Cllr Hurst                           (Unanimous)

005-16/17     Update on progress of resolutions made at the last meeting

Items 053-15/16 and 054-15/16 completed.  QS evaluation of the Community Centres report provided by Daniel Connal Partnership at a cost of £500.

Item 55-15/16 – Cllr Hurst said the Community Working Group would look further at the idea of an Award Programme for Myland residents who are under 18.

052-15/16     Report from Responsible Financial Officer

  1. Budget monitoring
Budget £ Ear Marked £ Total Actuals £ Variance £
Total Income 101,988.00 102,685.99       -697.99
   
Staff Costs 50,000.00 0.00 47,423.94 2,576.06
Loan 12,338.00 0.00 12,338.32 –             0.32
Building & Mtce 4,000.00 0.00 2,698.16 1,301.84
Office Equipment 3,000.00 0.00 2,243.33 756.67
Mylander 12,000.00 0.00 10,312.00 1,688.00
Street furniture & Mtce 0.00 2,905.00 951.06 1,953.94
Meetings 550.00 0.00 431.98 118.02
Training courses 1,100.00 0.00 402.20 697.80
Fees & Subscriptions 2,500.00 0.00 2,340.03          159.97
Community  funding 2,000.00 2,000.00 1,834.12 2,165.88
Other Costs 4,000.00 0.00 61.00 3,939.00
Contingency Fund 500.00 2,000.00 320.00 2,180.00
Projects Fund 10,000.00 15,000.00 1,062.00 23,938.00
Expenditure Total (Ex VAT) 101,988.00 21,905.00 82,418.14 41,474.86
  1. Mylander Advertising
Mylander Income £ 2015/16 Expenditure £ 2015/16 Outstanding £
5,715.00 10,312.00 380.00

Outstanding

Aladdins £130.00
Jazzercise £45.00
John Tokely £45.00
M & K Gardens £70.00
Mayne Vets £45.00
Trevor Cordwell £45.00
  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
Grant Remaining £13,961.13
  1. Community Centre Account
Payment From Amount £
Crest Nicholson 6,000.00
Fete income 218.00
Cllr Goss 20.00
Barclays – Interest 00.64
Barclays – Interest 00.78
TOTAL 6,239.42

The RFO said The Annual Return has been redesigned following a change in regulations (Accounts and Audit Regulations 2015).  The Annual Governance Statement is now Section 1 and the Accounting Statements now Section 2.  She said the Annual Governance Statement must now be approved by resolution and in advance of approving the Accounting Statements.  Therefore on the May agenda there will be two proposals regarding the Annual Return.

007-16/17     To consider and possibly resolve to purchase a computer to replace the current office laptop – Cllr Hewitt

An amendment to the resolution to:   To consider and possibly resolve to purchase a computer to replace the current office laptop at a cost of £350 including software was proposed by Cllr Goss, seconded by Cllr Hurst and agreed unanimously.

To consider and possibly resolve to purchase a computer to replace the current office laptop at a cost of £350 including software

Proposed: Cllr Goss                      Seconded: Cllr Hurst                           (Unanimous)

008-16/17     If the above is agreed to consider and possibly resolve which quotation previously circulated to accept – Cllr Hewitt

Proposal withdrawn as covered in 007-16/17.

009-16/17     To discuss whether or not MCC needs to put additional Policies in place and if so which ones would be necessary

The Clerk & RFO said that after looking at the current CiLCA Portfolio requirements she had identified some policies that MCC did not have in place but should have and that would have to be in place if the Assistant Clerk was to do CiLCA.

The policies identified from the current CiLCA Portfolio were:

Equal Opportunities

Equality and Diversity

Health and Safety

Media

Stress Management

In addition the Clerk & RFO said MCC should also have a Strategy Statement and Five Year Business Plan.

The Clerk & RFO said she would produce drafts of the above policies and suggested the Strategy Statement and Five Year Business Plan be items on the next F&S agenda.

010-16/17     Date of next meeting – 2nd June 2016, 7.30pm @ 101 Nayland Road

The meeting closed at 8.20pm.

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

011-16/17     To discuss any staffing issues

Staffing was discussed.

Cllr Hewitt said the Asst Clerk and Street Officer appraisals had been completed.  Cllr Hurst said the only issue raised at the appraisals was the safety of the Street Officer as a lone worker and said she would produce a paper regarding possible solutions.

The meeting closed at 8.30pm