Agenda and draft minutes

The Chairperson welcomed everyone to the meeting and went through some general housekeeping arrangements for the meeting.

Apologies for absence were received from Councillors J R Burrell-Cook and M F L Durham CC. It was noted that Councillor R G Pratt was attending as a substitute for Councillor Durham.

To consider the Minutes of the Strategy and Resources Committee held on 2 October 2025 (copy enclosed).

RESOLVED that the Minutes of the meeting of the Committee held on 2 October 2025 be approved and confirmed.

To disclose the existence and nature of any Disclosable Pecuniary Interests, Other Registrable interests and Non-Registrable Interests relating to items of business on the agenda having regard to paragraph 9 and Appendix B of the Code of Conduct for Members.

(Members are reminded that they are also required to disclose any such interests as soon as they become aware should the need arise throughout the meeting).

Councillors A M Lay and J Driver declared an interest in Agenda Item 11 - Transfer of Allotments, Brickhouse Farm, Maldon as they were a serving Member of Maldon Town Council. In response to a question, the Monitoring Officer advised that unless a Member was an allotment holder and had a personal financial interest they did not need to leave the meeting for that particular agenda item.

To receive the views of members of the public, of which prior notification in writing has been received (no later than noon on the Tuesday prior to the day of the meeting).

Should you wish to submit a question please complete the online form at:

www.maldon.gov.uk/publicparticipation.

No requests had been received.

To consider the report of the Director of Finance (copy enclosed).

The Committee considered the report of the Director of Finance setting out the Council’s investment activity for the first half of 2025 / 26 in accordance with the Chartered Institute of Public Finance and Accountancy (CIPFA) Treasury Management (TM) Code and the Council’s Treasury Management Policy and Treasury Management Practices (TMPs).

The report provided an update on the following areas and further details were set out in the related Appendices:

·                An overview of the external economic environment - Appendix 1 to the report had been prepared by the Link Group who provide treasury management consultancy and advice services to the Council.

·                It was noted that as a result of capital receipts and internal borrowing invested balances would decrease.

·                Investment Activity (April 2025 – September 2026)

·                Performance – Budgeted income and outturn - The Director of Finance highlighted that the average return on investments was slightly higher than the 4.0% assumed in the 2025 / 26 Budget setting report. It was forecast that average interest rates would exceed 4.0% over the entire financial year.

·                Outlook for the remainder of 2025 / 26 provided by the Link Group (attached at Appendix 2 to the report).

·                Compliance with Prudential Indicators (Appendix 3) and Treasury Management Strategy.

It was noted that only one of the Prudential Indicators had been briefly breached and a prudent approach had been taken in relation to investment activity with priority being given to security and liquidity over yield.

In response to a question, the Director of Finance provided an explanation regarding liquidity and how the Council worked with projected cash flows to identify where an amount of money could be invested in line with criteria. He noted that although liquidity was important, security was the most important factor.

The Chairperson moved the recommendation as set out in the report. This was seconded and duly agreed.

RESOLVED that the Treasury Management report be received for compliance purposes.

To consider the report of the Director of Finance (copy enclosed).

The Committee considered the report of the Director of Finance seeking Member’s approval of the Rural Settlement List for the financial year 2026 / 27 (attached at Appendix A to the report) to determine and award Rural Rate Relief to eligible businesses.

In response to a question regarding whether Mayland and Maylandsea should be included, Members were reminded that the previous year they had been combined. This change had taken them out of the parameters for business rate relief as this applied only to villages which were below 3,000 residents.

The Chairperson then moved the recommendation set out in the report. This was duly seconded and agreed.

RESOLVED that the Rural Settlement List as attached as Appendix 1 to the report be approved.

To consider the report of the Director of Finance (copy enclosed).

The Committee considered the report of the Director of Finance providing an updated financial position for the period ended 30 September 2025. The report provided an update on a number of areas including the following:

·                Director and Directorate structure following implementation of new Senior Officer structure from 13 October 2025. It was noted that the reporting structure would be updated from1 November 2025 and reflected in reports from period 7.

·                Revenue Budget Monitoring (Quarter Two (Q2)), including the underspend against the 2025 / 26 budget. Appendix 1 to the report providing further detail of this and surplus arising from increased interest income and better receipts from the Planning team.

·                Capital budget monitoring (Q2), including the underspend projected against the revised 2025 / 26 Capital Programme. Appendix 2 to the report provided details of the main projects. It was noted that the main delay in spend was in relation to the investment works planned for Blackwater Leisure Centre, following discussions with the contractor it was confirmed that some works would be carried out this financial year and some in the 2026 / 27 year.

·                Reserves – Appendix 4 to the report detailed the movements on Reserves for 2025 / 26.

The Director of Finance drew Members’ attention to Appendix 3 and highlighted the proposal to move £70,000 from the transformation reserve to cemetery equipment to implement a digital solution for the Council’s Cemeteries service. The proposed move supported a key area for residents.

In response to a query regarding the Triennial Pensions Payment of £240,000 detailed in Appendix 4, the Director advised that this was an error, and it had been confirmed that as the gap had been closed this amount was no longer required. He would ensure the Appendix was updated.

The Director highlighted the work of the Finance Working Group which worked with Officers to ensure that the Council had sufficient contingencies built into schemes. As a result, the Director was hopeful that Members would see less requests for virements due to the work being undertaken in respect of contingency planning.

The Chairperson asked the Committee to note recommendations (i) – (iii) and (vi) as set out the report and this was duly agreed. He then moved recommendations (iv) and (v) which required approval by the Committee. This was duly seconded and upon a vote being taken agreed.

RESOLVED

(i)             That the forecast revenue outturn as at 30 September 2025 be noted as being £67k under budget (0.5%) against the net service budget of £13,787k;

(ii)            that the Committee notes additional interest income (£231k) is forecast due to delayed capital expenditure and as a result, the surplus will be transferred to the earmarked reserve;

(iii)           that the Committee considered the forecast capital outturn as at 30 September 2025 which was for a total capital programme delivery of £5,234k against revised budget of £6,550k;

(iv)           that the virements and budget amendments as set out in Appendix 3 to the report be agreed;

(v)            that the movements  ...  view the full minutes text for item 8.

To consider the report of the Director of Finance (copy enclosed).

The Committee considered the report of the Director of Finance reviewing the proposed 2026 / 27 fees and charges set at the discretion of the Council and forecast to generate greater than £2,000 each. Those fees and charges anticipated to forecast less than £2,000 were also detailed and it was noted that these were reviewed and set by the Director of Finance under delegated powers.

The proposed fees and charges for 2026 / 27 were set out in Appendix A to the report and based on the Fees and Charges Policy report recommended by this Committee (on 2 October 2025) to the Council for approval. Appendix B provided a summary of the proposed fees and charges and a table within the report highlighted the impact estimated to be generated from the fees and charges.

During the lengthy debate that followed and in response to questions that were raised, the following information was provided by the Director:

·                Price On Application (POA) – The number of POAs listed in the fees and charges was queried and in response the Director of Finance advised that a number of fees and charges included variable factors such as electricity supply which were dependent on a number of factors making it difficult to provide a valid price or estimation. This was why such charges were listed as POA and upon application Officers would carryout further work to identify what the full cost would be and how the Council would recover that and then charge appropriately.

·                Off Street Car Parking (including Prom. Car Park) – Members were advised that the figure detailed in paragraph 4.1 of the report was the best estimate at the current time. Officers had considered factors such as whether the number of spaces would remain the same, the anticipated level of increases etc. It was noted that the Car Parking Task and Finish Working Group had reviewed all car parking charges and recommended that there not be an increase for the new financial year.

·                Wharfage – Hythe Quay Maldon and Burnham Pontoon – In response to query regarding the ‘exclusive use’ of visitor pontoons charge detailed, the Director advised he would have to confirm what this definition referred to and advise Members accordingly. Councillor R G Pratt asked that his concern regarding the proposed £150 daily charge for use of a whole pontoon be noted.

Councillor K M H Lagan expressed some concern regarding the recommendation wording and proposed that it be amended to read “…agreed subject to minor amendments and the Council approving…”. Some discussion regarding this ensued and whether only certain fees and charges should be recommended to the Council for approval. The Director of Finance advised that Officers could review the points, and a revised position brought forward if required.

In response to further discussion the Director of Legal and Governance explained it was important to clarify how any minor amendments would be made, whether they would be referred to the Working Group or delegated to the Chairperson and Officers  ...  view the full minutes text for item 9.

To consider the report of the Director of Finance (copy enclosed).

The Committee considered the report of the Director of Finance providing an initial draft of budget proposals for 2026 / 27 and an updated Medium-Term Financial Strategy (MTFS) for 2026 / 27 and 2027 / 28.

Members were reminded how Medium-Term financial planning was an important component of the Council’s strategy planning framework and the report set out the emerging strategic priorities for the financial management of the Council in the coming years. The report provided detail of the following areas considered as part of the Medium-Term financial planning:

·                Sufficient preparation for Local Government Reorganisation (LGR)

·                Ensuring delivery and efficiency

·                Funding

·                Use of Reserves

·                Budgetary transparency

In addition, the report provided detailed information regarding:

·                the Medium-Term Financial Plan (MTPF);

·                areas of uncertainty including staffing, government funding and adoption of the Local Plan;

·                Reserves protection.

The Director of Finance reported that the Council had that day received the statement of Local Government Funding Policy. The Government had confirmed its commitment to a three-year settlement approach, however, there was likely to be a substantial reduction in the level of funding available over the coming years. The Director explained how other grants received by the Council could be used as well as pension liabilities and reserves. It was noted that through various documents, the Government had made it clear that it was content for District Councils to use reserves. Members were advised that the content of the substantial cut as well as how this would work for the Council would not be known until later in December 2025 and the Director gave some examples of changes which could be made to ensure balance was kept in the base budget.

The Chairperson then moved the recommendations set out in the report and these were duly agreed.

RESOLVED

(i)             That the Committee reviewed the underlying assumptions for the 2026 / 27 budget;

(ii)            That the update to the Medium-Term Financial Strategy for 2026 / 27 and 2027 / 28 be noted.

To consider the report of the Director of Legal and Governance (copy enclosed).

The Committee considered the report of the Director of Legal and Governance seeking Members’ consideration to transfer the allotments at Brickhouse Farm, Maldon to Maldon Town Council (the Town Council). A plan of the site was attached as Appendix 1 to the report.

The report advised that the allotments at Brickhouse Farm were owned by Maldon District Council but managed on its behalf by the Town Council and all income from the site goes to the Town Council. It was proposed that as the Town Council had experience of managing and maintaining the site, fully transferring ownership of this asset to them would ensure it remained in local control both now and in the future for the benefit of the Maldon Community. Members were advised that the District Council maintained the verges surrounding the allotments as part of the general maintenance relating to the Brickhouse Farm open space and it was not proposed for this to change.

During her presentation of the report the Director of Legal and Governance advised that the land had a restriction on it meaning it could only be used for allotments and this restriction would remain when the land was transferred.

Councillor J C Stilts supported the proposal and declared that she used to have an allotment on the site. She then proposed that the Committee accept the recommendations as set out in the report. This was duly seconded and agreed.

RESOLVED

(i)             That the Brickhouse Farm Allotments, including all associated access points, gates, fencing and allotment boundary hedgerows be transferred to Maldon Town Council for consideration of £1;

(ii)            That a restriction is placed on the Brickhouse Farm Allotments land to ensure that any future use is only for use as allotments and no commercial development of the land can take place. These restrictions are already in place against the Maldon District Council Title ownership and will be transferred.

To consider the report of the Chief Executive, (copy enclosed).

The Committee considered the report of the Chief Executive seeking Members’ approval to underwrite 50% costs associated with the production of a Special Event Performance for Maldon District residents and visitors in 2026.

The report provided background details regarding a high-profile event proposed to take place on Sunday 7 June 2026, making use of the existing infrastructure in place for Soultasia on Saturday 6 June 2026. The Council had been in discussion with the agent of national music artist affiliated with the region to be the headline act for the event. It was recognised that the cost of the artist would be significantly higher than previous acts and therefore Officers were seeking that £45,000 be allocated to allow detail event planning and secure the headline act. The report provided details of the potential income and that how was anticipated that the underwritten cost would be recouped through ticket sales and secondary spend such as car parking. Any surplus income would be divided 50/50 with the Council and Soultasia production team.

Councillor K M H Lagan supported the proposed event and declared that his father lived in a road adjacent to the Promenade Park.

In response to questions, the Head of Economic Development advised that allocation of the proposed monies would allow Officers to have discussions with the agent and promotor and confirmed that the Council would mitigate the impact on residents as much as possible. The Commercial Manager explained that promotion of the event would be largely carried out by Soultasia’s production team and there would be discussions regarding free / lower price tickets for people living in the Maldon District and other criteria.

The Chairperson then put the recommendation as set out in the report. This was duly seconded and upon a vote being taken was agreed.

RESOLVED that £45,000 be allocated to allow detailed event planning and secure the headline act for a Special Event Performance in 2026.

The Chairperson announced that in accordance with Section 100B(4) of the Local Government Act 1972 he had agreed to allow the Director of Finance to raise an urgent item of business to comply with a government deadline.

To consider the report of the Director of Finance (copy enclosed).

The Committee considered the urgent report of the Director of Finance seeking Members’ approval that an expression of interest be submitted to the Ministry of Housing, Communities and Local Government to participate in the business rates pool in Essex for 2026 / 27. It was noted that this request was consistent with previous years and dependent on a more detailed review of the government’s prospectus for business rates pooling for 2026 / 27.

Members were advised that a final decision would be taken by the Council in February 2026 once more details were known, and risks and benefits had been assessed.

In response to a question, the Director of Finance advised that the Council had benefitted financially from being part of the pool and the risk of not being in the pool would mean that the Council would lose the opportunity to secure additional income.

The Chairperson moved the recommendation set out in the report. This was duly seconded and agreed by assent.

RESOLVED that the expression of interest to participate in the business rates pool in Essex in 2026 / 27 to be submitted to government, be approved pending the decision of the Council in February 2026.