Minutes 20th April 2017

Resources, Policy & Strategy Committee

Minutes of the Myland Community Council Resources, Policy & Strategy Committee Meeting held on Thursday 20th April 2017, 7.30pm @ Myland Community Council Office, 101 Nayland Road, Colchester, CO4 5EN

Present: Cllr Pete Hewitt (Chair)
Cllr Richard Beauchamp
Cllr David Clouston
Cllr Jean Dickinson
Cllr Alison Jay
Cllr David King

The Clerk

There were no members of the public in attendance.

001-17/18 Apologies

Apologies were received and accepted from Cllr Carolyne Hurst.

002-17/18 Declarations of Interest

There were none.

003-17/18 Have Your Say

There were no members of the public in attendance.

004-17/18 Minutes of the meeting held on 2nd March 2017 to be approved as a true record and signed by the Chairman

The minutes of the meeting of the RP&S Committee held on the 2nd March 2017 were approved as a true record and signed by the chairman.

Proposed: Cllr Jay Seconded: Cllr Clouston (5 For: 1 Abstention)

005-17/18 Update on progress of resolutions made at the last meeting

Item 107 – The Clerk said the changes to the RFO report would be put in place for the June meeting as the report for this meeting was the end of year and therefore was slightly different than usual.

Items 108 to 112 – The Chairman said these policies would be on the May Annual Meeting of the Council Agenda.

Item 113 – The 2017/18 Action Plan was to be discussed again later on this agenda.

006-17/18 Report from Responsible Financial Officer (End of Year 2016/2017)

a) Budget monitoring

Budget Total Actuals Variance
£ £ £
Income Total 119,028.00        122,264.71          3,236.71
119,028.00 122,264.71 3,236.71
 
Staff Costs 52,000.00  50,086.87 1,913.13
Loan interest 12,338.00 12,338.32 –       0.32
Building & Mtce Costs 4,000.00   3,667.30      332.70
Office Equipment 3,000.00 2,300.60 699.40
Mylander & Newsletter 12,000.00 10,665.00 1,335.00
Street furniture & Mtce 3,000.00 1,262.28 1,737.72
Meetings 600      312.36 287.64
Training courses 1,200.00     447.90      752.10
Fees & Subscriptions 2,500.00 2,283.52      216.48
Community  funding 4,000.00  4,134.48 – 134.48
Other Costs 4,000.00    465.84 3,534.16
Contingency Fund 6,000.00              –   6,000.00
Projects Fund 34,210.00 15,376.00 18,834.00
Expenditure Totale Total 138,848.00 103,340.47 35,507.53
VAT – Reclaimable 905.39
Total Including VAT 104,245.86

b) Bank Account balances

Account Total Explanation
Community Account £58,743.03 Working current account
Tracker Account £50,869.12 Revenue reserves – set at approx six months operating costs.
Community Centre Account £22,559.15 Capital reserves – specifically for the two Community Centres.

c) Mylander Advertising

Expenditure 9,493.00 Printing
892.00 Delivery
280.00 Honorarium
Total Expenditure 2016/17: £10,665.00

Total Income 2016/17: £5,640.00

Outstanding
Aladdins Nov-16 £130.00
Total Outstanding £130.00

When all paid Total Income will be: £5,770.00

d) Neighbourhood Plan Grant

Original Grant Total £20,000.00
Grant Remaining £12,905.13

007-17/18 To consider and possibly resolve to purchase MCC Logo Hi-vis waistcoats for the Street Officer – maximum cost £150

It was resolved to purchase MCC Logo Hi-vis waistcoats for the Street Officer – maximum cost £150

Proposed: Cllr Hewitt Seconded: Cllr Clouston (Unanimous)

Members noted that the Clerk/RFO, in conjunction with Chairman of Council or Chairman of the Resources, Policy & Strategy Committee, has delegated authority for the purchase of any items below £500 and therefore in future items such as this should be dealt with by the Clerk/RFO with no need to include on the RP&S agenda.

008-17/18 To consider and possibly resolve to agree the 2017/18 Action Plan

It was resolved to agree the 2017/18 Action Plan

Proposed: Cllr Hewitt Seconded: Cllr Beauchamp (Unanimous)

009-17/18 To consider and possibly resolve to recommend to full Council the adoption of the 2017/18 Action Plan

It was resolved to recommend to full Council the adoption of the 2017/18 Action Plan

Proposed: Cllr Hewitt Seconded: Cllr Beauchamp (Unanimous)

010-17/18 To consider and possibly resolve to agree the 2017/22 Business Plan

It was resolved to agree the 2017/22 Business Plan

Proposed: Cllr Hewitt Seconded: Cllr Dickinson (Unanimous)

011-17/18 To consider and possibly resolve to recommend to full Council the adoption of the 2017/22 Business Plan

It was resolved to recommend to full Council the adoption of the 2017/22 Business Plan

Proposed: Cllr Hewitt Seconded: Cllr Jay (Unanimous)

012-17/18 To discuss formulation of Five Year Financial Plan

The Five Year Financial Plan was discussed and Cllrs King and Jay agreed to produce a draft based on the proposed Myland Community Improvement Plan which is included in the MCC 2017/18 Action Plan.

013-17/18 Date of next meeting – 1st June 2017, 7.30pm @ 101 Nayland Road

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

The meeting closed at 20.40.

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

014-17/18 To discuss any staffing issues

The Chairman said appraisals had been completed for the Clerk and Asst Clerk. The Street Officers appraisal would be done as soon as possible now he had returned from sick leave.

The meeting closed at 20.55.