Minutes 6th August 2015

Finance & Staffing Committee

Minutes of the Myland Community Council Finance & Staffing Committee Meeting held on Thursday 6th August 2015, 7.30pm @ Myland Community Council Office, 101 Nayland Road, Colchester, CO4 5EN

Present:        Cllr Pete Hewitt (Chair)

Cllr Carolyne Hurst

Cllr John Sutcliffe

There were no members of the public present.

013-15/16     Apologies – Cllr Ciarán McGonagle

014-15/16     Declarations of Interest – There were none.

015-15/16     Have your say – There was none.

016-15/16     Minutes of the meeting held on 4th June 2015 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 4th June 2015 were

approved as a true record and signed by the chairman.

Proposed: Cllr Hurst                                 Seconded: Cllr Sutcliffe           (Unanimous)

017-15/16     Matters arising from the minutes
Cllr Hurst expressed her concerns regarding the lack of support for the F&S Committee.  She asked if F&S was taken seriously by members of MCC, adding if it was not then it should be.  The Chairman agreed with Cllr Hurst and said he would watch the situation carefully.  He said the role of the Committee was an important one and was not simply there to authorise expenditure but to manage and oversee the budget.  Cllr Hurst said the Staffing part of it was equally important and that the staff needed to feel valued.

018-15/16     Report from Responsible Financial Officer

  1. Budget monitoring

The RFO reported figures for Income and expenditure for the first four months of the financial year – as follows:

Budget £ Ear Marked £ Total Actuals £ Variance £
Total Income 101,988.00 49,644.69       52,343.31
   
Staff Costs 50,000.00 0.00  15,706.26 34,293.74
Loan 12,338.00 0.00 6,169.16 6,168.84
Building & Mtce 4,000.00 0.00  611.60 3,388.40
Office Equipment 3,000.00 0.00       791.82 2,208.18
Mylander 12,000.00 0.00   2,632.00   9,368.00
Street furniture & Mtce 0.00 2,905.00 0 2,905.00
Meetings 550.00 0.00  158.98      391.02
Training courses 1,100.00 0.00          25.50 1,074.50
Fees & Subscriptions 2,500.00 0.00 1,453.03 1,046.97
Community  funding 2,000.00 2,000.00            0.50 3,999.50
Other Costs 4,000.00 0.00                0 4,000.00
Contingency Fund 500.00 2,000.00       515.00 1,985.00
Projects Fund 10,000.00 15,000.00                 0 25,000.00
Expenditure Total (Ex VAT) 101,988.00 21,905.00 28,063.85 95,829.15
  1. Mylander Advertising income

The RFO reported that there was one persistent debtor (£280) who was proving difficult to track down as it appeared that he had moved away from Myland.

The RFO said it would be useful to have a process in place regarding debtors and a professional letter chasing payments.  Cllr Hurst said she may be able to get an example of a letter chasing payment.

  1. Neighbourhood Plan Grant

The RFO said CBC was now up to date with reimbursement to MCC for NP Grant claims.  She said there was £14,008.03 left in grant funds.  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
Grant Remaining £14,008.13

019-15/16     To discuss any financial issues

Cllr Sutcliffe asked if the RFO was aware of any expenditure expected in the next few months.

The RFO said there may be some costs regarding the cleaning and maintenance work on the War Memorial, although the Community Group would be submitting a grant application to cover some of those costs (current quote £976 x VAT – awaiting second quote).  She said there would also be some expenditure, approximately £150 for new plaques for some of the benches and replacement Perspex for the bus shelters – this would come out of the Street Furniture ear-marked reserves.  Cllr Hurst said there may be some expense to get the Community Garden up to scratch.

Cllr Sutcliffe asked if the advertising monies were paying for the Mylander.  The RFO said they were not although they had come close on occasions.  The RFO said she would do a separate Mylander expenses/income analysis for the next meeting.

020-15/16     To discuss Committee membership / conflicts of interest

The Chairman said that this item had been generated from the P&DP Committee deciding to submit a paper to the F&S requesting a £5,000 budget in 2015/16 and subsequent emails from various Councillors.  He said the P&DP paper had not come to F&S yet.  He said one Cllr had expressed concern that the P&DP and F&S had some of the same members and therefore there may be a conflict of interest.

Cllr Hurst said if those Cllrs who had expressed concern put themselves forward for one of the Committees then there would be more members to choose from for each Committee thus alleviating the necessity to double up on members.  She added that the support from members for the F&S had been dire.

The Chairman said he would raise this at the MCC meeting.

Cllr Sutcliffe said membership of MCC Committees had never been controlled.  He said in this particular case it is all about money and some Cllrs see the P&DP as trying to build its own empire.  He said what is different is that MCC now has two Committees and one is asking the other for money.

The RFO said all members of MCC should remember that the process is that the F&S Committee makes recommendations regarding the budget/precept, it then has to be agreed by full Council.

021-15/16     Date of next meeting – 8th October 2015, 7.30pm @ 101 Nayland Road

The meeting closed at 8.35pm

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

022-15/16     Feedback from staff appraisals

The appraisals, held July/August 2015 for all staff: Clerk & RFO, Assistant Clerk and Street Officer, were discussed.

023-15/16     To discuss any staffing issues

Staffing was discussed

The meeting closed at 8.58pm