RESOURCES POLICY AND STRATEGY MEETING
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
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|
|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.
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.
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.
|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
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
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
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
Balance as at 30th November 2017 £50869.12
|RP112/17||TIME AND DATE OF NEXT MEETING
2018 meeting dates to be agreed.
APPENDIX ‘A’ MYLAND COMMUNITY COUNCIL BUDGET/PRECEPT 2018/2019
|COST CODE /DESCRIPTION||Budget 2017/18||Earmarked funds||Proposed Precept|
|Office equipment and IT||3500||1000|
|Photocopier and copying||1400|
|BUILDING AND MAINTENANCE|
|Maintenance (including annual service fees)||
|Furniture and Signs||2500|
|STREET FURNITURE AND MAINTENANCE||3000|
|COST CODE /DESCRIPTION||Budget 2017/18||Earmarked funds||Proposed Precept|
|COMMUNITY ENGAGEMENT COMMITTEE|
|Mylander Printing and Distribution||12000||12000|
POLICY AND STRATEGY COMMITEE
|Green Your Parish||3000|
|DIY Green your Parish||3000|
|Potential new street operative||6000|
|Local Authority Partnership||6000|
|COUNCILLORS EXPENSES AND PAYMENTS|
|Mileage and Parking||150|
|Events refreshments re-imbursement||150|
|PROFESSIONAL FEES & SUBSCRIPTIONS||2500||2500|
|PWLB LOAN REPAYMENTS||12338||12400|
|COMMUNITY CENTRES FUND||30000||20000|
|INCOME FROM SOURCES OTHER THAN PRECEPT|
|Mylander advertising Income||5500||3500|
|Less earmarked funds||15619||12905|
|Less contribution from unallocated reserves
at y.e 31 March 2018
|PRECEPT on Colchester Borough Council||118124||132180|
|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|