Minutes 7th July 2016

Finance & Staffing Committee

Minutes of the Myland Community Council Finance & Staffing Committee Meeting held on Thursday 7th July 2016, 7.30pm @ Myland Community Council Office, 101 Nayland Road, Colchester, CO4 5EN

Present:        Cllr Pete Hewitt (Chair)
Cllr Richard Beauchamp

Cllr Jean Dickinson

Cllr Alison Jay

The Clerk

The Assistant Clerk

030-16/17     Apologies

Apologies were received and accepted from Cllrs Hurst and King.

031-16/17     Declarations of Interest

There were none.

032-16/17     Have Your Say

There were no comments.

033-16/17     Minutes of the meeting held on 2nd June 2016 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 2nd June 2016 were approved as a true record and signed by the chairman.

Proposed: Cllr Hewitt                   Seconded: Cllr Beauchamp     (2 For; 2 Abstentions)

034-16/17     Update on progress of resolutions made at the last meeting

Item 007-16/17 – The Clerk said that a replacement laptop for the Asst Clerk had been ordered.  She said Cllr Goss had offered to sort out the software.

Item 009-16/17 – The Chairman said that the Health & Safety and the Equality & Diversity Policies would be discussed at this meeting.  He said that the Co-option and the Community Engagement Policies were in progress.

Item 024-16/17 – The Chairman said that the Business Plan was on this agenda.

Item 026-16/17 – The Clerk said the Media Policy had been adopted at the MCC meeting 29th June.

Item 027-16/17 – The Clerk said the virement of £15,000 to the Community Centre account had been agreed at the MCC meeting 29th June. 

035-16/17     Report from Responsible Financial Officer (as of 30th June 2016)

  1. Budget monitoring
Budget £ Ear Marked £ Total Actuals £ Variance £
Income Total 101,988.00 0.00 56,478.83 45509.17
Staff Costs 52,000.00 0.00 12.396.76 39,603.24
Loan 12,338.00 0.00 6,169.16 6,168.84
Building & Mtce 4,000.00 0.00 857.39 3,142.61
Office Equipment 3,000.00 0.00 458.12 2,541.88
Mylander 12,000.00 0.00 2,823.00 9,177.00
Street furniture & Mtce 1,140.00 1,860.00 1,033.22 1,966.78
Meetings 600.00 0.00 128.36 471.64
Training 1,200.00 0.00 77.80 1,122.20
Fees & Subscriptions 2,500.00 0.00 1,391.52 1,108.48
Community  funding 2,000.00 2,000.00 145.77 3,854.23
Other Costs 4,000.00 0.00 0 4,000.00
Contingency Fund 4,000.00 2,000.00 0 6,000.00
Projects Fund 20,250.00 13,960.00 0 34,210.00
Expenditure Total 119,028.00 19,820.00 25,481.10 113,366.90
         
VAT – Reclaimable     329.90  
         
Total including VAT     25,811.00  
  1. Bank Account balances
Community Account Total £71,567.01
Tracker Account  Total £50,856.44
Community Centre Account Total £6,240.20

As per MCC Meeting, June 29th, £15,000 will be transferred from Community to Community Centre.

  1. Mylander Advertising
Income  2016/17 Expenditure  2016/17 Outstanding £
£770.00 £2,823.00 £530.00

Outstanding

Feb 2016 May 2016 Total
Aladdins £130.00 £130.00
John Tokely £45.00 £45.00 £90.00
Mayne Vets £45.00 £45.00
Trevor Cordwell £45.00 £45.00 £90.00
Will Quince £130.00 £130.00
Yogababe £45.00 £45.00
    £530.00
  1. Neighbourhood Plan Grant

The RFO said there was no change to the amount left of the Neighbourhood Grant.  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
Less Request No 06 £47.00
Grant Remaining £13,961.13

Two more claims submitted:

Additional costs for the middle pages of the May Mylander – £180

Professional advice regarding Community Centres from Daniel Connal – £500

When paid there will be £13,281.13 remaining.

036-16/17    To discuss changing the name of the Finance & Staffing Committee to Resources & Policy Committee – Cllr Hewitt

Cllr Hewitt said that the Committee had originally been set up as there had been no Finance Committee and to give a structure to address staffing issues. He said the Committee now had a wider remit. He said the Committee needed to recognise exactly what it was covering in order to have influence. He said there was a need to keep on top of MCC policies as well as the range of policies sitting in the Neighbourhood Plan. He said he now saw this Committee as a sort of Executive committee. He said Myland had now made the transition from a partially rural small parish to a fully urbanised parish and that it was necessary to show a broadening umbrella.

The Clerk said she had looked at the Committee titles of Councils with the Gold Standard and that these were varied.

Cllr Jay said she felt that strategy should be mentioned.

Cllr Dickinson said that she agreed that strategy should be included in the title.

Cllr Hewitt suggested that the new name should be the Resources, Policy and Strategy Committee. Cllrs Beauchamp, Dickinson and Jay all agreed with this title.

037-16/17   If 036-16/17 is agreed to consider and possibly resolve to make that recommendation to full Council

An amendment to the resolution was proposed as follows:

To consider and possibly resolve to recommend to full Council that the name of  the Finance and Staffing Committee be changed to the Resources, Policy and Strategy Committee

Proposed: Cllr Hewitt                              Seconded: Cllr Dickinson        (Unanimous)

It was resolved to recommend to full Council that the name of the Finance and Staffing Committee be changed to the Resources, Policy and Strategy Committee

Proposed: Cllr Hewitt                              Seconded: Cllr Beauchamp     (Unanimous)

038-16/17   To discuss amending the Terms of Reference for the Committee to replace “Produce MCC Future Business Plan” and “Produce MCC Strategy Statement”, as agreed at the last meeting, with “Local Council Award Scheme – producing and managing all Plans and documents required for Quality Gold Standard”

Cllr Dickinson said she felt the wording had a feeling of the tail wagging the dog. She said an implementation strategy was required.  Cllr Hewitt said that he agreed.

Cllr Dickinson said it was important to consider this from residents’ point of view.

The Assistant Clerk asked if it was necessary to refer to the Quality Gold Standard at all as it was the Plans and documents that were important.

The Clerk suggested amending the wording to show that the Committee would develop, manage and review all MCC Policies, Plans and Strategies.

039-16/17     If 036-16/17 is agreed to consider and possibly resolve to make that recommendation to full Council

An amendment to the resolution was proposed as follows:

To consider and possibly resolve to recommend to full Council that the words “Produce MCC Future Business Plan” and “Produce MCC Strategy Statement” in the Committee Terms of Reference should be replaced by “Develop, manage and review all MCC Policies, Plans and Strategies”

Proposed: Cllr Hewitt                  Seconded: Cllr Dickinson                    (Unanimous)

It was resolved to recommend to full Council that the words “Produce MCC Future Business Plan” and “Produce MCC Strategy Statement” in the Committee Terms of Reference should be replaced by “Develop, manage and review all MCC Policies, Plans and Strategies”

Proposed: Cllr Hewitt                  Seconded: Cllr Beauchamp                 (Unanimous)

040-16/17     To discuss the MCC 2016/17 Action Plan

The Clerk said she had started work on the Action Plan with Cllr King. She said they had looked at what needs to be done this year and what should be put in place, including some actions that already been completed.  She said examples of what could be included were the new Cllrs information pack, achieving the Quality Gold Standard, the Community Engagement Strategy and Action Plan.

The Chair said the Action Plan needs to be more inclusive and accessible to the community.

Cllr Dickinson said MCC needs to utilise the contacts it already has e.g. residents who are members of Working Groups.

It was agreed to hold a brain-storming session on the Action Plan – Tuesday 12th July, 10am @ MCC Office.

041-16/17     If a way forward regarding the MCC 2016/17 Action Plan is agreed to resolve to recommend any actions to full Council

Deferred.

042-16/17     To discuss the MCC Future Business Plan
It was agreed to hold a Business Plan Workshop at the next MCC meeting.  This would enable input from and participation by all Councillors.

043-16/17     To discuss the MCC Strategy Statement

Deferred until MCC Business Plan agreed.

044-16/17     To consider and possibly resolve to recommend to full Council a target date to apply for LCAS Quality Gold

>Deferred until MCC Business Plan agreed.

045-16/17     To consider and possibly resolve to recommend to full Council the adoption of the following policies

  1. MCC Health & Safety Policy – Issue 1 – July 2016
  2. Equality Policy – Issue 1 – July 2016

Following some minor amendments it was resolved to recommend to full Council the adoption of the following policies

  1. MCC Health & Safety Policy – Issue 1 – July 2016
  2. Equality Policy – Issue 1 – July 2016

Proposed: Cllr Hewitt                  Seconded: Cllr Beauchamp                 (Unanimous)

046-16/17     Date of next meeting – 18th August 2016, 7.30pm @ 101 Nayland Road

The meeting closed at 20.48pm.

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

047-16/17     The Clerk said she had found an example of a Lone Worker Policy which she would forward to Cllr Hurst.

The meeting closed at 20.50pm.