These are draft minutes that have not yet been approved by the council. The minutes are subject to change and will be confirmed at the next meeting.

F25/053 PRESENT

Councillors Robertson, Wood, Coan, Hartley, Johnson, Mears, McCulloch and Wood

A Keppel-Green (Town Clerk).

 

F25/054 APOLOGIES FOR ABSENCE

All members were present.

 

F25/055 DECLARATIONS OF MEMBERS’ INTERESTS

No member declared an interest in any item.

 

F25/056 PUBLIC PARTICIPATION

No members of the public were present.

 

F25/057 CONFIRMATION OF PREVIOUS MINUTES

It was RESOLVED to confirm the minutes of the meeting held on 8th December, with corrections to the attendance and apologies to record Cllr Johnson’s apologies on personal business.

 

F25/058 REVIEW OF YEAR-TO-DATE INCOME AND EXPENDITURE

The year to date income and expenditure reports were noted and the Town Clerk responded to member questions on spend/income against budget.

 

F25/059 INTERNAL AUDIT WORKING GROUP REPORT

It was noted that the working group had completed the 2025/26 Q2 review with no issues to report.

 

F25/060 INSURANCE

It was RESOLVED to renew with Zurich on a three-year agreement.

 

F25/061 ANNUAL REVIEW OF EFFECTIVENESS OF INTERNAL CONTROLS

The effectiveness of internal controls was reviewed and it was RESOLVED to approve the statement as drafted.

 

F25/062 LARGE GRANTS PROCESS

Cllr McCulloch joined the meeting.

It was RESOLVED that:

  1. Section 5.4 of the Community Grants Policy be replaced with “A meeting will be held with the applicant and members of the Finance Committee; the purpose of this meeting will be to discuss the application and any queries committee members have. No decision will be taken, but a recommendation may be made to the decision committee meeting.”
  2. The policy on multi-year funding agreements adopted in June 2025 be revoked
  3. That the threshold for large grants be increased to £2,000

It was noted that a multi-year funding agreement may be considered for specific projects.

It was RESOLVED to communicate the change in policy to all current beneficiaries of large grants and  multi-year funding agreements

 

F25/063 COMMITTEE WORKPLAN

The workplan was noted.

 

F25/064 QUESTIONS TO THE TOWN CLERK

It was requested that an item be placed on a future agenda to look at the visibility of staff costs within the budgets.

 

F25/065 DATE OF THE NEXT MEETING

It was noted that the next scheduled meeting will be held on 1st June 2026.

 

F25/066 OUTSTANDING DEBTORS

It was RESOLVED to exclude the public and press on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.

The outstanding debtors report was noted.

In respect of a current debt of £4,746.47, it was agreed this should go to the small claims court if the debtor does not settle the debt or stick to a payment plan.

It was agreed that the current practice of leniency for local businesses in respect of issuing pre-court action letters be ceased and that the letters be issued for aged debts after the second reminder.