River Crouch Coastal Community Team Steering Group Meeting on Tuesday, 15 September 2020
Item 6. Draw down of funds paper for £12.00
Request for delegation of financial power
Background: Following our last River Crouch Coastal Community Team (RCCCT) meeting, Doug MacEwen who represents the Crouch Area Yachting Federation, arranged a meeting of a sub group to look at a potential Branch Railway Line project on Monday 10th February 2020 from 10 am until 11 am totalling a period of 1 hour. This was held at South Woodham Ferrers Town Council in one of their conference rooms.
Although this was a community meeting, use of the meeting room incurred a charge of £12 inclusive of VAT. Alternative venues were sort but it was considered that this venue was the most convenient for those that attended the meeting.
Naturally Doug is a volunteer on the RCCCT and it was felt unreasonable that he should bear the cost of this. Rochford District Council (RDC), as the accountable body for the RCCCT, therefore agreed to pay this in the interim, until the next meeting of the RCCCT, hence the request to members today to agree to use budget from the remaining RCCCT grant to cover this invoice.
The current balance of the remaining RCCCT budget that was inherited from Maldon District Council (as the previous Accountable Body), is £1,510.
Proposals:
- For members to agree to reimburse RDC the sum of £12 for this meeting room hire cost from the existing RCCCT budget.
- For members to agree a “petty cash” policy for reimbursement of reasonable expenses (to a maximum of £20) incurred by a member of the Steering Group, in the course of his/her membership of the RCCCT. To claim this reimbursement, a claimant would need to complete a form (set out below) which would be signed off by either the Chair of the River Crouch Coastal Community Team or their Vice Chairperson, before being sent to the Payments Team at RDC for processing, along with the supporting receipts or invoice. This policy would not apply to any amounts exceeding £20 which would l need to be approved at the next Committee meeting of the RCCCT.
The RCCCT Committee will receive a regular update on the amount of expenditure incurred to date, and the remaining budget available, as a standard agenda item at each meeting.
Proposal submitted by: Paula Chapman Economic Development Officer
Rochford District Council