Minutes 23rd April 2018

RESOURCES POLICY AND STRATEGY MEETING
APRIL 2018
The Minutes of the Community Council Meeting held on Monday 23rd April 2018 at Myland Community Council 101 Nayland Road Colchester, commencing at 7.30pm

Council Members present 
Chairman: Councillor P Hewitt Yes

Councillors:
Councillor R Beauchamp No
Councillor D Clouston Yes
Councillor Mrs A Jay Yes
Councillor D King Yes
Councillor Claire Bailey Yes

Staff Present: Clerk to the Council Denise Humphris

RP165/17 APOLOGIES FOR ABSENCE RESOLVED: to accept apologies from Councillor R Beauchamp

RP166/17 DECLARATIONS OF INTEREST None

RP167/17 MINUTES OF THE COMMITTEE MEETINGS HELD ON 23rd April 2018
RESOLVED: (unanimously) to approve the minutes as a true record for signature by the Chairman (previously circulated)

RP168/17 PUBLIC PARTICIPATION No members of the public were present.

RP169/17 CLERK’S REPORT : The Clerk reported as follows:
The Clerk reported that we have received a donation of £130 from Cycle Colchester in respect of a payment they believed was due for the 2017 fete but which they have not yet paid.

RP170/17 INTERNAL AUDIT FOR THE YEAR ENDED 31ST MARCH 2018
Members reviewed the internal audit report and RESOLVED: to agree the following action plan in relation to points raised in the report:
General Power of Competence – It was confirmed that this Council does use the General Power of Competence as per minute dated 29th June 2016.

Chairman’s Allowance – RESOLVED TO RECOMMEND that the Chairman would no longer receive an annual payment of £400 as this can not be paid to the Chairman without a similar allowance being made available to all councillors. Such payments are subject to PAYE. It was RESOLVED TO RECOMMEND that councillors should not be offered an annual allowance. It was RESOLVED TO RECOMMEND that all councillors can continue to claim re-imbursement of expenses incurred such as mileage, paper, ink and in addition the Chairman would have a separate expenses pot of £400 for additional expenses outside of the normal, incurred as a result of being Chairman.
Honorarium Payment for the Mylander The Council can not make payments to councillors for duties undertaken on behalf of the Council and it was RESOLVED TO RECOMMEND that this would no longer be paid with effect from 1st April 2018.

Information Commissioner’s Office Registration – Clerk confirmed this is in hand
Annual Risk Assessment – this will be in place for full review alongside insurance renewal in October 2018.
Community Council Policy Documents – All policy documents need reviewing and updating so it was RESOLVED that rather than rush to review all documents in time for the May meeting, these would be reviewed over the course of the next few months (perhaps 2 per month) until a full suite of up to date policies is in place.
Standing Orders – The Clerk provided updated Standing Orders provided by NALC which have been re-worded to include updates to various laws but with no material changes for MCC and it was RESOLVED TO RECOMMEND this document for approval and adoption

Financial Regulations – No changes and it was RESOLVED TO RECOMMEND approval of the document by MCC at the Annual Meeting to be held on 30th May 2018.
Asset Register – To be updated and structured in accordance with Local Council Best Practice. Will be updated and presented for approval in the required format for consideration alongside the Annual Insurance renewal in October 2018.

Annual Review Of the Effectiveness of Internal Audit – Members reviewed the document provided by the Clerk and RESOLVED TO RECOMMEND approval.
Internal Audit report for the year ended 31st March 2018 RESOLVED TO RECOMMEND acceptance of the document and to note that all action points raised have been addressed as detailed above.

RP171/17 ANNUAL RETURN FOR THE YEAR ENDED 31ST MARCH 2018
Members reviewed the Annual Return and all supporting financial information.
Annual Governance Statement Section 1 RESOLVED TO RECOMMEND this may be signed off with all statements marked as yes apart from statements number 2 which must be marked ‘No’ due to the fact that no review of the effectiveness of internal audit had been carried out previously and also ‘no’ to statement number 5 as no annual risk assessment document could be found. These points have been included in the action plan detailed above to be corrected during 2018/2019.
Section 2 Accounting Statements RESOLVED TO RECOMMEND approval and signature by the Chairman

RP172/17 FETE MONIES DISTRIBUTION
RESOLVED: to add the following recipients to the list for donations related to the 2017 fete. As all fete profits have already been distributed the funds will be taken for the Grants budget for 2018/2019.
Myland W.I £210.50
Churches Together £210.50
Colne Endeavour Band £210.50
Great Horkesley Table Tennis Group £210.50

RP173/17 MYLAND MAPPING
The Committee Chairman gave details of the Orbital Access Route project which has resulted in detailed routes and maps being available for pedestrians and those with mobility issues showing links between Myland/Mile End and the Colchester Orbital Route. Hard copies of these cost £80 and it was RESOLVED: to agree to provide the funding for 1 copy to be held by MCC.

RP174/17 FINANCIAL REPORT 1ST APRIL 2018 – 30th APRIL 2018
Members noted MCC bank balances as follows:
Current account: £122241
Community Centres account £52590
Tracker account £50903
The first half year precept has been received from Colchester Borough Council and is included in the above balances with a transfer to be made from current account to Community Centres account of £20,000 in accordance with the agreed budget for the financial year.
The Clerk provide details of the new budget analysis reports that can now be produced on a regular basis enabling councillors to track budget progress and bank balances. These will be made available via cloud files for all councillors to view.

RP175/17 DATE OF NEXT MEETING
The next meeting will be held on Tuesday 5th June at MCC Offices 101 Nayland Road at 7.30pm

There being no further business the Chairman closed the meeting at 8.30pm