Resources, Strategy & Policy Committee Minutes 17th January 2021 (Draft)

Minutes of the Myland Community Council Resources, Policy & Strategy Committee held online on Wednesday 20th January 2021, 7.30pm

Present: Cllr Alison Jay (Chair)
Cllr Pauline Bacon
Cllr David Clouston
Cllr Pete Hewitt
Cllr Alan Hayman
Cllr Clare WIlliams

54-20/21 Apologies

There were no apologies to receive.

55-20/21 Declarations of Interest

Cllr Williams declared an interest in Item 66-20/21 due to a family relationship with the applicant.

56-20/21 Have Your Say

There were no comments.

57-20/21 Minutes of the meeting held on 21st October 2020 to be approved as a true record (to be signed by the Chairman at a later date)

The minutes of the meeting held on 21st October 2020 were approved as a true record for signature by the Chairman at a later date.

58-20/21 Minutes of the meeting held on 18th November 2020 to be approved as a true record (to be signed by the Chairman at a later date)

The minutes of the meeting held on 18th November 2020 were approved as a true record for signature by the Chairman at a later date.

59-20/21 To receive the report from the Responsible Financial Officer.
a) Action taken since last meeting

The RFO said the mandate forms for the change of signatory following the resignation of the previous Chairman of the Council had been posted.

She said the precept form had been submitted to Colchester Borough Council.

b) Bank account balances at 31st December 2020

The bank account balances had been circulated and were noted as the following:

Community Account £174,270.23
Tracker Account £94,196.80
Community Centres Account £72,895.23

c) 2020/21 Year to Date – Income/Expenditure/Performance against Budget

The Committee noted these figures which had been circulated prior to the meeting.

60-20/21 To consider and possibly agree to purchase 4 grit bins at a cost of £639.96

The RFO said this cost had been estimated on prices from Screwfix. She said she had been unable to obtain a pro forma invoice from this company and so had approached an alternative who were happy to provide an invoice. She said the total cost for the salt bins would be considerably lower than that specified above.

It was agreed to purchase 4 grit bins at a maximum cost of £639.96, noting that the actual cost would be lower.

61-20/21 To consider and possibly agree to employ a second Street Officer, terms and conditions to be agreed.

This Item was withdrawn, to be brought back to a future meeting.

62-20/21 To consider and possibly agree to recommend to full Council adoption of the Financial Reserves Policy as circulated prior to the meeting

It was agreed to recommend to full Council adoption of the Financial Reserves Policy as circulated prior to the meeting.

63-20/21 To review the Remote Meeting Protocol and agree any amendments for recommendation to full Council

The RFO referred to the inserted paragraph setting out the legal requirements for attendance at remote meetings.

Cllr Hayman requested the addition of the following at the end of the current S4:
“The Chair will ensure all wishing to speak have done so before moving on to the next agenda item.”

It was noted that an additional phrase could be inserted requiring the Chair to follow best practice at all times.

Cllr Williams raised the question of exclusion from a meeting when an Interest had been declared. The Committee agreed a method for this should be subject to the technology being used and rather than Zoom being specified in the wording it should be left to the discretion of the meeting to find a suitable means.

Cllr Bacon requested that all amendments should be voted on individually on the full Council agenda.

It was agreed that these amendments would be put forward to full Council at the meeting to be held on 27th January 2021.

64-20/21 To consider and possibly agree to purchase a laptop for use by the Clerk/RFO up to maximum expenditure of £500.

It was agreed to purchase a laptop for use by the Clerk/RFO up to maximum expenditure of £500.

65-20/21 To consider and possibly agree to register for the Local Council Award Scheme at a cost of £50.00

It was agreed to register for the Local Council Award Scheme at a cost of £50.00.

66-20/21 To consider and possibly agree to award a grant of up to £1,000 to the Friends of Braiswick Primary School.

Cllr Williams had declared an interest in this Item and was excluded from the meeting at this point, taking no part in the discussion or the vote.

It was agreed to award a grant of £1,000 to the Friends of Braiswick Primary School.

It was noted that the grant should be used for a specific purpose, and should be diaried for review to ensure it had been spent.

Cllr Williams was re-admitted to the meeting at this point.

67-20/21 To review the 2020/21 Action Table

The 2020/21 Action Table had been circulated by Cllr Hewitt.

He said he would look at it further and send round the enhanced version to all Councillors in the interest of transparency.

He said the intention was that it would be up to individual owners of tasks to keep the Table up-to-date.

68-20/21 To agree the time, date and place of the next meeting of the Committee

It was agreed that the next meeting would be held online on Wednesday 17th February 2021 at 7.30pm.

69-20/21 EXCLUSION OF THE PRESS AND PUBLIC
To agree to exclude the Press and Public under s.1 (2) of the Public Bodies (Admission to Meetings Act) 1960 because of the likelihood that confidential personnel information relating to one or more particular employees could be disclosed

Because of the likelihood that confidential personnel information relating to one or more particular employees could be disclosed it was agreed to exclude the Press and Public under s.1 (2) of the Public Bodies (Admission to Meetings Act) 1960.

70-20/21 To discuss personnel issues and agree any action necessary

a) Review of salary scale rate for the Clerk

The salary scale rate for the role of Clerk was reviewed. It was noted that the role should fall within the range of SCP 24-28 of the National Joint Council for Local Government Services pay scale agreed in August 2020. It was agreed that further evidence should be brought to a future meeting to ensure this was an accurate reflection of the role.

It was noted that a pay review for the current Clerk would take place in April.

b) It was agreed that performance management meetings would be arranged for all employees as soon as possible.

Signed

Councillor Alison Jay ……………………………………………………….. Chairman