Decision Maker: Executive Shareholder and Trustee Committee

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: Yes

Date of Decision: September 11, 2025

Purpose:

Content: Decision:   (1)         To note the annual financial reports of both charities (at Appendices 1 and 2) with particular reference to: -       Paragraphs 6.24 about referrals from one charity to the other; -       Paragraphs 6.25, 6.51 and 10.1-10.2 about LGR, Best Value and the costs of officer support; and -       Paragraph 6.44 about trusteeship.   (2)         To delegate authority to the Joint Assistant Director for Democracy & Governance  to attend the trustee meetings of Arundel House and the Mayor of Guildford’s Support Fund and take day-to-day decisions about the operation of the charity and the awarding of grants (noting that aspects of this would be further sub-authorised to finance officers as per the current arrangements).   (3)         To delegate authority to the Joint Assistant Director for Democracy & Governance to approve revised Distribution Policies for both Arundel House and the Mayor of Guildford’s Support Fund, in consultation with the Chair of the Executive Shareholder and Trustee Committee, to include the following changes:   (a)         Amend the Mayor of Guildford’s Local Support Fund distribution policy (see Appendix 3 to the report submitted to the Committee) to increase the cap on individual grants from £250 to £500, and up to £1,000 in exceptional circumstances. (b)         Amend both policies so that applicants under the age of 21 will be handled by the Local Support Fund rather than referred to the Arundel House Trust. (c)         Increase the number of organisations eligible to make referrals to the Local Support Fund.   (4)         To note the proposed promotion and engagement campaign to encourage applications to the Mayor of Guildford’s Local Support Fund.   (5)         To instruct officers to work up more detailed options for the future of the charities for consideration by trustees when the implications of LGR are sufficiently clear – to include a full options appraisal re: Arundel House carried out by the assets & regeneration teams.   (6)         To approve the Mayor standing down as a trustee of Arundel House Trust, leaving the Council as the sole trustee of the Charity (as was envisaged by the Vesting Deed).   (7)         To record the Committee’s thanks to the Mayor and past Mayors for their work as trustees of Arundel House, acknowledging that his and future Mayors’ close involvement in the charity would continue, albeit outside of the formal trustee role.   Reasons: 1.     As a trustee the Council has a responsibility to ensure it has in place robust mechanisms for making trustee decisions which are in the best interests of the charities. 2.     The recommendations were designed to assist the Committee with fulfilling its role as trustee, in compliance with the relevant accounting and reporting responsibilities, whilst supporting good governance of the charities.   Other options considered and rejected by the Committee: ·      Withdraw officer delegations and undertake all trustee decisions in full committee. ·      Make the proposed delegations to a different officer. ·      Make different delegations to those proposed, after consultation with officers. ·      Decide not to review the distribution policies. ·      Request that revised distribution policies be brought back to ESTC and the other trustees for approval. ·      To indicate the Committee’s preferred strategies for the charities immediately and to commission further work by officers on that basis ·      To take no action, perhaps on the basis that Local Government Reorganisation should simply be allowed to play out. ·      Not to invite the Mayor to resign as a trustee.   Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted: None.