Minutes 7th December 2017

  RESOURCES POLICY AND STRATEGY MEETING

DECEMBER 2017

The Minutes of the Community Council Meeting held on Thursday December 7th 2017 at Myland Community Council 101 Nayland Road Colchester, commencing at 7.30pm

Council Members present

Chairman: Councillor P Hewitt   Yes

Councillors:        

Councillor R Beauchamp   Yes

Councillor D Clouston   Yes

Councillor Mrs A Jay    Yes
Councillor D King   No

Councillor Claire Bailey   Yes

Staff Present:         Locum Clerk to the Council Denise Humphris

Assistant Clerk Katherine Kane

RP113/17   APOLOGIES FOR ABSENCE RESOLVED: to accept apologies from Councillor D King.
RP114/17   DECLARATIONS OF INTEREST None
RP115/17

 

  MINUTES OF THE COMMITTEE MEETINGS HELD ON 9TH November 2017

RESOLVED: (unanimously) to approve the minutes as a true record for signature by the Chairman (previously circulated)

RP116/17   PUBLIC PARTICIPATION No members of the public were present.
RP117/17   CLERK’S REPORT : The Clerk reported as follows:

The painting work at MCC Office building has commenced and new office carpet, blinds and IT is scheduled for installation beginning of January.

RP118/17   GRANT APPLICATIONS

a)Together We Grow CIC – RESOLVED: to approve a grant of £2000 for this company who are taking over the running of the Big Garden Community food growing project at Highwoods Country Park. This is a one off grant from this Council which recognises that this company is in a transitional stage. They will be asked to provide a report before 1st April 2017 to give a report on how the money has been spent and no funds will be handed over until we have seen proof of the company’s new bank account details.

b) 2nd Myland Brownies – RESOLVED: to approve a grant of £476 to assist with the costs of attendance at Girlguiding Anglia Trip in January 2018. The normal allocation of fete monies to 1st Myland Brownies to be reviewed when Fete monies are dispersed.

RP119/17   LOCAL AUTHORITY PARTNERSHIP (COMMUNITY ACTION PLAN)

RESOLVED: that to recommend that this project should be offered to the Planning &Development Committee who have responsibility for all Highways matters to a) investigate the feasibility of providing funding for Highways Projects and/or if there are other ways to obtain Highways works sooner b) take responsibility for the £6k CAP budget for this purpose if providing funding is feasible.

RP120/17   MCC NEWSLETTER

It was agreed that the recent newsletter had been received well and that current discussions about dog fouling and asking owners to be more responsible may be communicated widely through this format. It was considered that leaflets were one option but that other communication channels should also be given consideration. RESOLVED: to recommend that the new Community Engagement Community take responsibility for this as part of their wider community engagement strategy, along with the associated CAP suggested budget for these communications.

RP121/17   PERSONNEL SUB-COMMITTEE

RESOLVED: that the Committee be made up as follows: Chair of RP&S as a non voting member in his capacity as line manager for the Clerk. Voting members to be Alison Jay, Claire Bailey and David Clouston.

RP122/17   CLERK & RFO VACANCY

The Chairman provided a brief update with regards the recruitment process and advised that applications will be sorted for interview late on Wednesday 13th December.

RP123/17   BUDGET AND PRECEPT FOR APRIL 2018 – MARCH 2019

a)The Committee reviewed budgets line by line.

It was RESOLVED to recommend: that each Committee would have its own budget (as per appendix ‘a’) allocated according to its Terms of Reference and the aspect of the Myland Community Council work that it undertakes: hence Community Action Plan Budgets have been commuted from RP&S to other committees where appropriate as follows:

Community Engagement Committee

Leaflets/communication           £2000

Community Hub/Website         £2000

Further to this responsibility for Mylander Printing and Distribution and its associated budget of £12000 and for organising the fete and the MCC underwriting of this to the extent of £4000 has been recommended for inclusion in the Community Engagement Committee’s budget as these are MCC business items which fall within the remit of that committee.

Planning and Development Committee

Local Authority Partnership      £6000

Personnel Sub-Committee

Litter Clearing                               £6000

This has been moved to this committee for the purpose of oversee-ing and managing staff costs and is by no means an indication of any commitment to proceed with a new street cleaning operative, simply providing a funding resource should this project be considered more closely during 2018/2019.

The personnel budget has been increased by 2.5 % to accommodate any nationally agreed pay rises, additional pension costs for staff other than the Clerk and potential for increased administration hours needed for running the new Community Engagement Committee but this will be reviewed closely against business needs and does not indicate any commitment to spend up to the full amount of the budget listed.

Whilst each committee will have responsibility for its own budget – all spending will be scrutinised by RP&S committee at its regular meetings by means of an up to date budget analysis and reported to Full Council via the RP&S committee meeting minutes and office staff will ensure that no payments are made without relevant authority and sign off.

b) PRECEPT ON COLCHESTER BOROUGH COUNCIL

RESOLVED: to recommend that the Council adopt the budget as per attached Appendix ‘a’ with a precept of £132180 resulting in a cost of £25.91 per annum to a Band ‘D’ taxpayer an increase of 6.5% or 3p per week. This includes using £30,000 of unallocated reserves (as detailed in min.no. 124/17 below) (which had previously been informally set aside under the Community Action Plan agreed budget August 2017 £40k.

RP124/17   FINANCIAL REPORT

Bank Account projections aas at 31 March 2018

Balances at 30 November 2017

Current account                                                                                                                               £113871

Less funds due to Community Centres                                                                                   £15000

Less Ringfenced NDP funds                                                                                                         £12905

Less estimate £40k revenue spend to y.e 31/3/17

£40000

Leaves unallocated reserves                                                                                                       £45966

Use of funds to reduce Precept                                                                                         £30000

Leaves   unallocated current account funds of                                                                £15966

RESOLVED: that £15966 would be kept as a contingency reserve

Community Centres account

Balance as at 30th November                                                                                                       £37559

Plus transfer from current account                                                                                          £15000

Year end balance at 31/3/17                                                                                                        £52559

Tracker Account

Balance as at 30th November 2017                                                                                            £50869.12

RP112/17   TIME AND DATE OF NEXT MEETING

2018 meeting dates to be agreed.

CHAIRMAN SIGNATURE

DATE

APPENDIX ‘A’ MYLAND COMMUNITY COUNCIL BUDGET/PRECEPT 2018/2019

N

O

T

E

S

COST CODE /DESCRIPTION Budget 2017/18 Earmarked funds Proposed Precept
  ADMINISTRATION
Office equipment and IT 3500 1000
IT Software 500
Meetings   600 600
Broadband 500
Photocopier and copying 1400
Telephone 360
Office refreshments 0
Stationery 150
AUDIT
Internal Audit 250
External Audit 400
Election expenses  500
  BUILDING AND MAINTENANCE
  Maintenance (including annual service fees)  

4500

 

2000

  Gas 300
  Electric 300
  Water 300
  Window Cleaning 550
  Office Cleaning 720
  Gardening 1250
  Furniture and Signs 2500
  Contingency 9000 0
  STREET FURNITURE AND MAINTENANCE 3000
  War Memorial 1250
  Community Garden 500
  Tools/Equipment 250
  Other general 2500
   
N

O

T

E

S

COST CODE /DESCRIPTION Budget 2017/18 Earmarked funds Proposed Precept
  COMMUNITY ENGAGEMENT COMMITTEE
  Community Events 1000
  Mylander Printing and Distribution 12000 12000
  Leaflets 2500
  Community Hub/Website 2000
  Fete 4000
RESOURCES

POLICY AND STRATEGY COMMITEE

  Green Your Parish 3000
  DIY Green your Parish 3000
  Myland Map 2000
  Grants &Donations 10000
  PERSONNEL SUB-COMMITEE
  EMPLOYMENT COSTS 52500 55000
  Potential new street operative 6000
  PLANNING COMITTEE
  Consultants Fees 5000
  Local Authority Partnership 6000
  COUNCILLORS EXPENSES AND PAYMENTS
Chairman’s allowance 400
Mileage and Parking 150
Mylander 150
Events refreshments re-imbursement 150
Stationery/Ink 150
TRAINING 1200 2000
  INSURANCE     1200
  PROFESSIONAL FEES & SUBSCRIPTIONS 2500   2500
  PWLB LOAN REPAYMENTS 12338   12400
  COMMUNITY CENTRES FUND 30000   20000
  NEIGHBOURHOOD PLAN 12905 12905
  TOTAL OUTGOINGS 131138   181585
         
  INCOME FROM SOURCES OTHER THAN PRECEPT
14 CBC Grant 3920 3544
Bank Interest 31 0
Mylander advertising Income 5500 3500
  TOTAL INCOME   6500
PRECEPT CALCULATIONS 2017/2018 2018/2019
EXPENDITURE 146093 181585
Less earmarked funds 15619 12905
Less contribution from unallocated reserves

at y.e 31 March 2018

30000
Less income   12350 6500
FUNDING REQUIREMENT 118124 132180
PRECEPT on Colchester Borough Council 118124 132180
Tax base 4881.6 5101.5
Cost to Band ‘D’ taxpayer per annum £24.20 25.91
% increase from previous year 10% 6.5
Increase in £ £0.04p per week increase £0.03p per week increase