Minutes Resource, Policy & Strategy Committee – 10 April 2019

Resources, Policy & Strategy Committee

Minutes of the Myland Community Council Resources, Policy & Strategy Committee held on Tuesday 10th April 2019, 7.15pm @ 101 Nayland Road, Mile End Road, Colchester, CO4 5EN

Present: Cllr David King (Chair)
Cllr Richard Beauchamp
Cllr D Clouston
Cllr Pete Hewitt
Cllr Alison Jay

88-18/19 Apologies – to receive and approve the reasons for absence

There were no Member apologies to receive, but the Clerk could not attend and the Chair would take the record.

89-18/19 Declarations of Interest – Councillors to declare individually any interests they may have in the items on the agenda.

There were no Declarations of Interest.

90-18/19 Have Your Say – Members of the public can comment on any item on the agenda

There were no attendees.

91-18/19 Minutes of the meeting held on 19th of February to be approved as a true record and signed by the Chairman

The minutes of the meeting held on 19th of February 2019 were unanimously approved as a true record and signed by the Chairman.

92-18/19 To receive the report from the Responsible Financial Officer.

The RFO had circulated a report with transactions to end March 2019. Cllr Jay described this as the first run, pointing to minor upward variances (such as on gas) and the significant shortfall on spend. This was beyond the Committee’s expectation in setting the 2019/20 budget, which would mean further allocations could be made to the reserves. The Chair observed that every effort must be made to speed Council decisions and processes to get decisions of principle implemented. The Committee agreed, accepted the report and welcomed Cllr Jay’s continuing work with the Clerk, to help clarity and presentation.

93-18/19 To receive an update on the proposed employment of an editor for the Mylander

Cllrs Hewitt, Jay and Clouston reported on the process, the high quality candidates, decision and appointment, which would be formally ratified by the Personnel Sub-Committee, to be chaired by Cllr Clouston after the RP&S meeting.

94-18/19 To agree to provide written support for the provision of a community garden on the
Severalls development

The Chair and Cllr Hewitt summarised what was known, of a resident’s proposals, her advice that this had been welcomed by Bellway but the cautionary briefing from Cllr Stewart. Cllrs agreed that consistent with the Council’s ‘Greening the Parish’ strategy, they were, in principle, supportive of such a garden and this should be advised to the resident(s). But further details were needed, not least clarification of the developer’s position.

95-18/19 To receive an update on Greening the Parish

The Chair and Cllr Hewitt updated on their ‘walk about’ review. There were a significant number of areas that could warrant bulbs, shrubs or tree planting, if the necessary permissions could be granted. The Chair provided an illustration of the approach. The Committee agreed they were content the Chair continued to develop proposals, to CBC and for procurement action by the Clerk as the Chair might recommend, inclusive of planters, their maintenance and watering and so on.

96-18/19 To consider the way ahead for litter-picking services in the parish

The Committee reviewed a paper from the Chair summarising the way ahead. They noted the lack of action in 2018/19 and the need to press ahead, agreed that a commercial supplier would be welcomed, as a supplement to the work of their street operative, focusing on areas of greatest traffic and concern. They noted the limited number of available such service suppliers. They welcomed the interest of at least one and agreed that the Clerk should be authorised to proceed in accord with the paper, as revised to reflect their discussion, and for up to £12,000 in 2019/20. The Chair agreed to take forward with the Clerk.

97-18/19 To consider grant and fete disbursements.

There were none.

98-18/19 To review and agree the Grants and Donations Policy

The Committee welcomed the draft from Cllr Stewart. They agreed they wished to retain the current process and the authority to agree on grants and donations, but agreed the new draft might help fill some possible gaps in process. This should be further explored. The Chair would take this up with Cllr Stewart.

99-18/19 To agree a grant of £150 to the Myland Art Group

The Committee agreed they wished to be supportive. They would welcome a grant application and actioned the Clerk to so arrange.

100-18/19 To agree the date of next meeting

The Committee noted the impending elections and agreement on Committees might affect their arrangements. But continuity was important. They agreed to recommend that RP&S should next meet on Wednesday 22nd May 2019 at 1930 hours. At the MCC Office, 101 Nayland Road, Colchester CO4 5EN.