Minutes 2nd March 2017

Resources, Policy & Strategy Committee

Minutes of the Myland Community Council Resources, Policy & Strategy Committee Meeting held on Thursday 2nd March 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 Alison Jay

Cllr David King

The Clerk

There were no members of the public in attendance.

101-16/17     Apologies

Apologies were received and accepted from Cllr Jean Dickinson.

102-16/17     Declarations of Interest  There were none.

103-16/17     Have Your Say

There were no members of the public in attendance.

104-16/17     Minutes of the meeting held on 12th January 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 12th January 2017 were approved as a true record and signed by the chairman.

Proposed: Cllr Hewitt                   Seconded: Cllr Beauchamp                 (Unanimous)

0105-16/17   Update on progress of resolutions made at the last meeting

There were no updates.

106-16/17     Report from Responsible Financial Officer (as of 28th February 2017)

  1. Budget monitoring
Budget YTD Forecast Total Actuals Variance
£ £ £ £
Total Income 119,028.00 114,597.10 121,598.99 -2,570.99
     
Staff Costs 52,000.00 47,666.67 45,899.08 6,100.92
Loan Interest 12,338.00 12,338.32 12,338.32 -0.32
Building & Mtce 4,000.00 3,666.67 3,398.23 601.77
Office Equipment 3,000.00 2,750.00 2,224.53 775.47
Mylander 12,000.00 11,000.00 10,665.00 1,335.00
Street Furniture & Mtce 3,000.00 2,750.00 1,220.94 1,779.06
Meetings 600 550.00 289.36 310.64
Training Courses 1,200.00 1,100.00 367.9 832.1
Fees & Subscriptions 2,500.00 2,291.67 2,283.52 216.48
Community  Funding 4,000.00 3,666.67 3,950.48 49.52
Other Costs 4,000.00 3,666.67 465.84 3,534.16
Contingency Fund 6,000.00 5,500.00 0 6,000.00
Projects Fund 34,210.00 31,359.17 15,376.00 18,834.00
Expenditure Total 138,848.00 107,220.82 98,479.20 52,392.19
VAT – Reclaimable 873.95
Total Including VAT 99,353.15
  1. Bank Account balances
Account Total Explanation
Community Account £62,895.74 Working current account
Tracker Account £50,869.12 Revenue reserves – set at approx six months operating costs.
Community Centre Account £50,869.12 Capital reserves – specifically for the two Community Centres.
  1. Mylander Advertising
Total Expenditure to date: £10,665.00
 
Total Income to date: £4,900.00
Outstanding
Aladdins Nov-16 £130.00
Aladdins Feb-17 £130.00
Best Foot Forward Feb-17 £250.00
Best Foot Forward Feb-17 £40.00 Extra copies
Buxton Plumbing Feb-17 £70.00
John Tokely Aug-16 £45.00
John Tokely Nov-16 £45.00
John Tokely Feb-17 £45.00
M & K Gardens Feb-17 £70.00
Trevor Cordwell Feb-17 £45.00
Total Outstanding £870.00
When all paid Total Income will be: £5,770.00
  1. Neighbourhood Plan Grant
Original Grant Total £20,000.00
Grant Remaining £12,905.13

107-16/17    To discuss future RFO reports and information required

Changes requested to Budget Monitoring:

Variance – change to YTD Variance

Ensure variance figures show correct positive or negative – e.g. Total Income Variance should be positive and Total Expenditure should be negative

Ensure date of report included e.g. up to ……..

108-16/17     To consider and possibly resolve to recommend to full Council the adoption of the MCC Equality & Diversity Policy – Issue 2 – March 2017

It was resolved to recommend to full Council the adoption of the MCC Equality & Diversity Policy – Issue 2 – March 2017

Proposed: Cllr Hewitt                   Seconded: Cllr Beauchamp                 (Unanimous)

109-16/17     To consider and possibly resolve to recommend to full Council the adoption of the MCC Equal Opportunities Policy – Issue 2 – March 2017

It was resolved to recommend to full Council the adoption of the MCC Equal Opportunities Policy – Issue 2 – March 2017

Proposed: Cllr Hewitt                   Seconded: Cllr Beauchamp                 (Unanimous)

110-16/17     To consider and possibly resolve to recommend to full Council the adoption of the MCC Community Engagement Policy – Issue 1 – March 2017

It was resolved to recommend to full Council the adoption of the MCC Community Engagement Policy – Issue 1 – March 2017

Proposed: Cllr Hewitt                   Seconded: Cllr D Clouston                  (Unanimous)

111-16/17     To consider and possibly resolve to recommend to full Council the adoption of the MCC Casual Vacancy & Co-option Policy – Issue 1 – March 2017

It was resolved to recommend to full Council the adoption of the MCC Casual Vacancy & Co-option Policy – Issue 1 – March 2017

Proposed: Cllr Hewitt                   Seconded: Cllr King                             (Unanimous)

112-16/17     To consider and possibly resolve to recommend to full Council the adoption of the MCC Scheme of Delegation – Issue 1 – March 2017

It was resolved to recommend to full Council the adoption of the MCC Scheme of Delegation – Issue 1 – March 2017

Proposed: Cllr Hewitt                   Seconded: Cllr Beauchamp                 (Unanimous)

113-16/17     To consider and possibly resolve to recommend to full Council the adoption of the 2017/18 Action Plan – Issue 1 – April 2017

It was resolved to recommend to full Council the adoption of the 2017/18 Action Plan – Issue 1 – April 2017

Proposed: Cllr Hewitt                   Seconded: Cllr D Clouston                  (Unanimous)

114-16/17     To consider and possibly resolve to update the 2016/17 Action Plan

There were no updates.

115-16/17     To consider and possibly resolve to update the 2016/21 Business Plan

There were no updates.

116-16/17     Date of next meeting – 20th April 2017, 7.30pm @ 101 Nayland Road

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

Chairman

The meeting closed at 20.35.

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

117-16/17     To discuss any staffing issues

 Staffing issues were discussed.

The meeting closed at 21.10.