Minutes 7th December 2017

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

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

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 1^st 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) 2^nd 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 1^st Myland Brownies to be reviewed when Fete monies are dispersed.

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.

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.

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.

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

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.

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 30^th November                                                                                                       £37559

Plus transfer from current account                                                                                          £15000

Year end balance at 31/3/17                                                                                                        £52559

Tracker Account

Balance as at 30^th November 2017                                                                                            £50869.12

2018 meeting dates to be agreed.

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4500

2000

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POLICY AND STRATEGY COMMITEE

at y.e 31 March 2018