Minutes 18th August 2016

Finance & Staffing Committee

Minutes of the Myland Community Council Finance & Staffing Committee Meeting held on Thursday 18th August 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 Alison Jay

Cllr David King

The Clerk

There was one member of the public in attendance.

048-16/17     Apologies

Apologies were received and accepted from Cllrs D Clouston and Dickinson.

049-16/17     Declarations of Interest

There were none.

050-16/17     Have Your Say

Mrs White referred to Item 32 and suggested that if there was no member of the public present then that should be stated instead of “There were no comments”.

Mrs White referred to Items 54-57 and said that although the public was invited to comment on any items on the agenda she could not make any observations as she had not seen the documents.

Mrs White referred to Items 58-59 and said she objected to employees managing anything.  The Chair said he did not understand what she was relating to.  Cllr Hurst said “Business Plan” is a phrase and it did not mean employees were managing anything.  Cllr King said the duties of the Clerk and Assistant Clerk were described elsewhere and they were both employed under the terms and conditions of their contracts of employment.  Cllr Hurst said the production of a Business Plan made no changes to employee roles.

051-16/17     Minutes of the meeting held on 7th July 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 July 2016 were approved as a true record and signed by the chairman.

Proposed: Cllr Beauchamp                      Seconded: Cllr Jay       (3 For; 2 Abstentions)

052-16/17     Update on progress of resolutions made at the last meeting

Items 37 & 39 – went to MCC but were deferred for more information – on this agenda under Items 54 & 55.

Item 45 – Both the MCC Health & Safety Policy and the Equality Policy were adopted at MCC meeting 27th July 2016.

053-16/17     Report from Responsible Financial Officer (as of 31st July 2016)

  1. Budget monitoring
Budget Ear Marked Total Actuals Variance
£ £ £ £
Income Total 101,988.00 0.00  57,155.95 44,832.05
Staff Costs 52,000.00 0.00 16,584.55   35,415.45
Loan interest 12,338.00 0.00     6,169.16 6,168.84
Building & Mtce Costs 4,000.00 0.00       991.69 3,008.31
Office Equipment Total 3,000.00 0.00   1,089.00    1,911.00
Mylander & Newsletter 12,000.00 0.00   2,823.00 9,177.00
Street furniture & Mtce 1,140.00 1,860.00   1,220.94   1,779.06
Meetings 600.00 0.00      151.36      448.64
Training courses 1,200.00 0.00       77.80 1,122.20
Fees & Subscriptions 2,500.00 0.00   1,391.52 1,108.48
Community  funding 2,000.00 2,000.00     146.77 3,853.23
Other Costs 4,000.00 0.00            60.84   3,939.16
Contingency Fund 4,000.00 2,000.00                           –   6,000.00
Projects Fund 20,250.00 13,960.00 15,000.00  19,210.00
Expenditure Total  119,028.00 119,820.00 45,706.63 93,141.37
VAT – Reclaimable 494.04
 
Total Including VAT          46,200.67

Cllr Jay requested that a column be added for YTD Forecast

  1. Bank Account balances
Community Account Total £51,672.34
Tracker Account  Total £50,856.44
Community Centre Account Total £21,240.20
  1. Mylander Advertising
  Income  2016/17 Expenditure  2016/17 Outstanding Income £
Year to date £1,105.00 £2,823.00 £220.00
August Issue £2,596.00 £1,125.00

Outstanding

Feb 2016 May 2016 Aug 2016 Total
Aladdins £130.00 £130.00
Trevor Cordwell £45.00 £45.00 £90.00
ALL     £1,125.00 £1,125.00
      £1,345.00
  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

Two more claims submitted:

Additional costs for the middle pages of the May Mylander – £180

Professional advice regarding Community Centres from Daniel Connal – £500

When paid there will be £13,281.13 remaining.  Payment chased by RFO.

054-16/17     To consider and possibly agree the supporting paper regarding amending the name and the Terms of Reference for the Committee to go to full Council
Proposed: Cllr Hewitt                              Seconded: Cllr Hurst               (Unanimous)

055-16/17     To consider and possibly agree the supporting paper regarding the name and Committee Terms of Reference to go to full Council

  Proposed: Cllr Hewitt                              Seconded: Cllr Hurst               (Unanimous)

The Chairman said that due to the sensitive nature of things to be discussed regarding the MCC Action Plan and Future Business Plan he would draw the public section of the meeting to a close.  Therefore Items 056 – 059 were moved to the “Exclusion of Press and Public” section of the meeting.

060-16/17     Date of next meeting – 6th October 2016, 7.30pm @ 101 Nayland Road

The meeting  closed at 20.10.

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

056-16/17     To discuss the MCC 2016/17 Action Plan

 The Chairman said few responses to the Action Plan had been received, some not as helpful as they could have been, however draft copy of the Action Plan had been produced and that document was discussed.

It was agreed that it would be the responsibility of each Committee or Working Group to provide updates regarding actions to the Clerk who would record those updates on the Action Plan under the relevant month.

Some minor amendments were suggested, including changing the colour of the font in some instances and adding the key to each page.  It was agreed that once these amendments had been done that the Action Plan should go on the next MCC agenda for adoption.

057-16/17     If a way forward regarding the MCC 2016/17 Action Plan is agreed to resolve to recommend any actions to full Council
Amend resolution to:  To consider and possibly resolve to recommend the MCC 2016/17 Action Plan be adopted by full Council

Proposed: Cllr Hewitt                              Seconded: Cllr Hurst               (Unanimous)

To consider and possibly resolve to recommend the MCC 2016/17 Action Plan be adopted by full Council

It was resolved to recommend the MCC 2016/17 Action Plan be adopted by full Council

Proposed: Cllr Hewitt                              Seconded: Cllr King                 (Unanimous)

058-16/17     To discuss the MCC Future Business Plan

A draft copy of the MCC Future Business Plan had been circulated and members agreed that it should be recommended for adoption at the next MCC meeting.

059-16/17     If a way forward regarding the MCC Future Business Plan is agreed to resolve to recommend any actions to full Council

Amend resolution to:  To consider and possibly resolve to recommend the MCC Business Plan 2016-2021 be adopted by full Council

Proposed: Cllr Hewitt                              Seconded: Cllr Hurst               (Unanimous)

To consider and possibly resolve to recommend the MCC Business Plan 2016-2021 be adopted by full Council

  It was resolved to recommend the MCC Business Plan 2016-2021 be adopted by full Council
Proposed: Cllr Hewitt                              Seconded: Cllr King                 (Unanimous)

061-16/17     To discuss any staffing issues

There were no issues to discuss

The meeting closed at 21.00.