Kesgrave Town Council Finance and Governance Committee Meeting MINUTES OF THE MEETING HELD ON MONDAY 7 SEPTEMBER 2026

Attendance

Present: Councillor Jonathan Ogden (Chair), Councillor Neal Beecroft-Smith, Councillor Alan Comber, Councillor Dr John Ling, Councillor Geoff Lynch.

In attendance: Joanna Abbott (Town Clerk), Angela Dougall (Responsible Financial Officer).

Apologies: Councillor Rod Gibson.

The meeting commenced at 7.15pm. The Chair read the emergency evacuation procedure.

Numbered Agenda Items

1. Welcome and Apologies for Absence

Apologies were received from Councillor Rod Gibson for personal reasons.

Resolved: The Committee accepted the apologies for absence. The motion was carried unanimously.

2. Declarations of Interest

The following declarations were made:

- Councillor Ogden declared a non-pecuniary interest in item 7; receipts and payments as a Scout Leader.

- Councillor Comber declared a non-pecuniary interest in item 7; receipts and payments as a Scout Leader, Director of RFC and Comber Enterprise.

Councillors Beecroft-Smith, Lynch and Dr Ling declared no interests.

3. Minutes of the last Meeting held on the 1 June 2026

Resolved: The minutes of the meeting held on 1 June 2026 were approved as a true and accurate record. The motion was carried unanimously.

4. Clerks/Officer Report/Update

The Town Clerk advised that the Expenses Policy would be discussed alongside Item 12, as it had one minor amendment and was ready for approval.

5. Members of the Public

There were no members of the public present.

6. Bank Reconciliation for July 2026

The reports were reviewed. The Chair confirmed he had compared the reports to the bank balances and they were accurate.

Resolved: The Committee approved the bank reconciliation reports to July 2026. The motion was carried unanimously.

7. Receipts and Payments for July 2026

The reports were reviewed with no queries raised.

Resolved: The Committee approved the receipts and payments reports for July 2026. The motion was carried unanimously.

8. Detailed Income and Expenditure to 31 July 2026

The report was received for review. The RFO noted that a budget virement from the Neighbourhood Plan budget to the Kesgrave Magazine publication had been actioned. A query was raised regarding the expenditure on the website and social media, which was higher than the original budget. The RFO confirmed this was due to agreed ongoing support costs. It was noted that this would be highlighted during the next budget setting process. The report was received and noted.

9. Trial Balance for July 2026

The trial balance was received and noted.

10. Handling Data Protection Complaints

The RFO introduced a report proposing amendments to the Complaints Policy & Procedure and the Data Protection Policy (General) to include a process for handling data protection complaints, in line with new requirements and NALC guidance.

Resolved: The Committee agreed to recommend to Full Council that the proposed additional paragraphs be added to the relevant policies for formal adoption. The motion was carried unanimously.

11. Flagstone Saving Account (1 maturing account to consider)

The RFO presented options for the reinvestment of two maturing deposits from Aldermore (£107,000 excluding interest) and Santander (£71,109.62 excluding interest). Following discussion about spreading funds and selecting UK-based institutions, a proposal was made.

Resolved: The Committee agreed that the £107,000 (with interest) maturing deposit be reinvested with Aldermore for a 12-month fixed term. The motion was carried unanimously.

Resolved: The Committee agreed that the Chair would liaise with the RFO to reinvest the second maturing deposit of £71,109.62, with a decision to be made based on the best rates available at the time of maturity. The motion was carried unanimously.

12. Unauthorised Encampment Policy v2 Draft

The Town Clerk presented the updated draft policy, which incorporated amendments previously requested by Full Council. Members discussed the provisions within the policy, including the process for a rapid response and guidance for Councillors.

The Committee also considered the Expenses Policy. It was noted the mileage rate had changed.

Resolved: The Committee agreed to recommend the Unauthorised Encampment Policy v2 to Full Council for adoption.

Resolved: To amend the Expenses Policy to link the mileage allowance to the current approved HMRC rate, and to recommend the updated policy to Full Council for formal adoption. The motion was carried unanimously.

13. Grant Requests

14. Other/Urgent Communications

The review of the Council's Earmarked Reserves (EMRs) was discussed. It was agreed that an informal sub-committee of interested members would meet via Teams on 22nd September to review the reserves and prepare a recommendation.

15. Next Meeting

The date of the next meeting was confirmed as Monday 19 October 2026 at 7.15pm in the Council Chamber.

16. Agenda Items for Next Meeting

Members were reminded to submit any proposed agenda items to the Town Clerk, including any items for consideration in the forthcoming budget-setting process.

17. Resolution to exclude the Public under the Public Bodies (Admission to Meetings) Act 1960

Resolved: To exclude the press and public from the remainder of the meeting under the Public Bodies (Admission to Meetings) Act 1960, due to the confidential nature of the business to be transacted. The motion was carried unanimously.

The public part of the meeting closed at 8.00pm.