Ferguson Way, Kesgrave, IP5 2FZ | 01473 625 179
Ferguson Way, Kesgrave, IP5 2FZ | 01473 625 179 | Finance & Governance19 October 20267.15pm |
KESGRAVE TOWN COUNCIL
MINUTES OF THE FINANCE & GOVERNANCE MEETING HELD ON MONDAY 19 OCTOBER 2026 AT THE TOWN COUNCIL OFFICE, FERGUSON WAY, KESGRAVE.
Present:
In attendance:
Apologies: None received.
The meeting commenced at 7.15pm. The standard emergency evacuation procedure statement was taken as read.
1. Welcome and Apologies for Absence
The Chair welcomed everyone to the meeting. It was noted that no apologies for absence had been received.
2. Declarations of Interest
The following interests were declared:
3. Minutes of the last Meeting held on the 7 September 2026
Resolved: It was unanimously agreed to accept the minutes of the meeting held on 7 September 2026 as a true and accurate record.
4. Clerks/Officer Report/Update
The Town Clerk and Responsible Financial Officer (RFO) confirmed they had no updates to report, as all relevant matters were covered elsewhere on the agenda.
5. Members of the Public
There were no members of the public present.
6. Bank Reconciliation for August 2026
The bank reconciliation for August 2026 was reviewed. The Chair confirmed he had checked the documents against the bank statements. No questions were raised.
Resolved: It was unanimously agreed to approve the bank reconciliation for August 2026.
7. Receipts and Payments for August 2026
The receipts and payments for August 2026 were reviewed. The Chair queried a grant payment to ‘Mad Summer Dance’, which the Town Clerk clarified was an East Suffolk Council enabling grant administered through the Town Council.
Resolved: It was unanimously agreed to approve the receipts and payments for August 2026.
8. Detailed Income and Expenditure to 31 August 2026
The RFO presented the income and expenditure report, highlighting adverse variances relating to unbudgeted website design costs, play equipment maintenance (which includes costs for the Oak Meadow matting to be funded by CIL), and a new budget code created for pump track security to better track these trial costs. The report was received and noted.
9. Trial Balance for August 2026
The trial balance for August 2026 was received and noted.
10. Flagstone Saving Account
The RFO provided an update on the Flagstone savings account, noting that several deposits had matured and been reinvested as previously agreed. The updated monitoring spreadsheet was received for information.
11. EMR Review
The Committee reviewed the proposed changes to the Council’s Earmarked Reserves (EMRs) following a sub-committee meeting. The Chair explained the goal was to ensure reserves were appropriately named and reflected the Council's current and future plans.
Discussion took place regarding the level of General Reserves. It was noted that guidance suggests a level of three months' expenditure for a council of Kesgrave's size, but the Committee felt that six months was more prudent given the current uncertainty regarding local government reorganisation and current financial market.
Resolved: It was unanimously agreed to adopt a policy of holding six months of expenditure in the General Reserve, with the justification being the potential financial uncertainty arising from local government reorganisation and the current financial market. It was also agreed to refer the proposed EMR document to SALC to agree the level of detail required for auditing purposes.
12. KTC Budget 2027/28
The RFO invited members to submit any proposals for the 2027/28 budget. The Committee discussed the need for the budget to be based on planned projects and realistic running costs, rather than historical figures or holding funds for possible projects. It was noted that increases would likely be required for areas such as events, IT, and the website.
13. Rialtas Support
The RFO presented a proposal to migrate the Council’s financial software from the current on-premises version to RialtasWeb, a cloud-based system. This would cost an additional £418 per year and ensure continued support and access to new features. Following a discussion on security, data backup and migration timing, the proposal was agreed.
Resolved: It was unanimously agreed to approve the migration to RialtasWeb, with the RFO to determine the most appropriate time to undertake the switchover.
14. Grant Requests
a. DAS Grant Application
The Committee reconsidered the grant application from the Disability Advice Service (DAS), having now received their financial accounts. Following discussion, a proposal was made to provide a grant for the current financial year and establish a longer-term Service Level Agreement (SLA).
Resolved: It was agreed, with one vote abstained, to award a grant of £750 to DAS for the 2026/27 financial year, and to enter into a discussion with DAS for a possible three-year Service Level Agreement commencing 1 April 2027.
15. Cyber Security
Councillor Comber reported back from a cyber security workshop. It was agreed that the Town Clerk and Councillor Comber would meet with the Council's IT provider, ICS, to discuss implementing enhanced security measures such as two-factor authentication, developing a formal incident response plan, and evaluating the need for specific cyber insurance. The RFO will also make enquiries with the Council's current insurer, Zurich, regarding their available cover. The need for mandatory cyber security training for all councillors was also highlighted.
16. NALC Support for 'Sustainable Communities Act Dependants Carers Allowance' Proposal
The Town Clerk presented a proposal from the National Association of Local Councils (NALC) to lobby for a dependents carers' allowance to encourage a wider range of people to stand for election.
Resolved: It was unanimously agreed that the Town Clerk would write in support of the proposal and lobby the local Member of Parliament.
17. Other/Urgent Communications
None were reported.
18. Next Meeting
The date of the next meeting was confirmed as Monday 16 November 2026 at 7.15pm in the Council Chamber.
19. Agenda Items for Next Meeting
Members were reminded to submit any agenda items, particularly those with budgetary implications, to the Town Clerk in advance.
20. Resolution to exclude the Public under the Public Bodies (Admission to Meetings) Act 1960
Resolved: It was unanimously agreed to exclude the public and press from the remainder of the meeting due to the confidential nature of the business to be transacted.
This part of the meeting concluded at 8.24pm
Please note that the Council uses AI to transcribe audio recordings of our meetings to assist in generating minutes. These drafts undergo a thorough human review and correction process by Council staff to ensure the accuracy of the final record.