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)
- 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
- Bank Account balances
| Community Account Total | £51,672.34 |
| Tracker Account Total | £50,856.44 |
| Community Centre Account Total | £21,240.20 |
- 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 |
- 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.