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POLICY AND RESOURCES COMMITTEE

Minutes of the Policy and Resources Committee held in the Council Chamber, Totton and Eling Civic Centre, Totton at 7.15 p.m. on Wednesday 16th September 2026.

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PRESENT: Chairman Councillor S. A. Shepherd.

Councillors: A. L. Brunsdon, S. A. Hardingson, L. E. Harris, D. Harrison, J. D. Penfield, C. L. Rackham and J. H. Sleep.

The Town Clerk, Responsible Finance Officer and Senior PA Public Present: There were no public present. No public session took place.

APOLOGIES

An apology for absence was received from Councillor D. M. Penny. His reason for absence was noted and accepted by the Committee.

DELEGATED RESOLUTIONS NOT REQUIRING THE APPROVAL OF THE FULL COUNCIL

151/26 DECLARATIONS OF INTEREST No declarations of interest were received.

152/26 MINUTES RESOLVED that the Minutes of the Policy and Resources Meeting held on the 15th July 2026 be signed as a true record.

153/26 STATEMENT OF ACCOUNTS

RESOLVED that the attached Statement of Accounts and accounts over £15,000 be agreed.

154/26 COST CENTRE AND CODING

The Committee considered the cost centres and coding to date and the comparisons of the previous year.

RESOLVED that the cost centres and coding be noted.

155/26 EXTERNAL AUDIT

The Committee were asked to note that a satisfactory conclusion of the external Audit had taken place. The Committee were asked to approve the Annual Governance and Accountability Return for 2025/26. RESOLVED that

the satisfactory conclusion of the external Audit be noted.

the Annual Governance and Accountability Return for 2025/26 be approved.

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156/26 GRANT APPLICATIONS

The Committee discussed the report from the Responsible Finance Officer in respect of grant applications received for consideration. It was proposed by Councillor L. E. Harris, seconded by Councillor C. L. Rackham and unanimously agreed to award £2000 to the Dementia Care Hub – Calmore. It was proposed by Councillor D. Harrison, seconded by Councillor S. A. Shepherd and unanimously agreed to award £150 to New Forest Together CIC.

The Dementia Care Hub - Calmore £2000

New Forest Together CIC £150

RESOLVED that any grants be awarded under the General Power of Competence.

157/26 TO APPROVE MINUTES FROM THE ELING EXPERIENCE TASK & FINISH GROUP MEETING HELD ON THE 5^{TH} AUGUST 2026. RESOLVED that the Minutes of the Eling Experience Task & Finish Group meeting held on the 5^{th} August 2026 were declared as a true record.

158/26 TO APPROVE MINUTES FROM THE WELLBEING GROUP MEETING HELD ON THE 2ND SEPTEMBER 2026.

RESOLVED that the Minutes of the Wellbeing Group Meeting held on the 2nd September 2026 were declared as a true record.

NON DELEGATED RESOLUTIONS REQUIRING THE APPROVAL OF THE FULL COUNCIL

159/26 TOWN COUNCIL'S SALIENT BUILDINGS' EVALUATIONS AND SUBSEQUENT ESTIMATED 10 YEAR MAINTENANCE COSTS Discussion took place in regard to the Town Clerk's report and noted the findings of the independent building condition evaluations and the associated estimated maintenance requirements. It was proposed by Councillor S. A. Shepherd, seconded by Councillor L. E. Harris and unanimously agreed to a) approve the proposed approach to funding the identified Year 1 maintenance requirements, utilising existing maintenance budgets and, if necessary, General Reserves b) agree that the projected maintenance requirements for Years 3, 5 and 10 are incorporated into future budget planning and brought back to Council at appropriate meetings for further consideration and approval.

RECOMMENDED that

approve the proposed approach to funding the identified Year 1 maintenance requirements, utilising existing maintenance budgets and, if necessary, General Reserves.

agree that the projected maintenance requirements for Years 3, 5 and 10 are incorporated into future budget planning and brought back to Council at appropriate meetings for further consideration and approval.

The meeting closed at 19.45 p.m.