Debt Management Policy 2024

Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk

Debt Management Policy
Approval and Review

This Bad Debt Policy is in support of Financial Regulation 9.

Actions to be followed

1) Where possible invoices are sent out for goods and services ahead of the supply of those
goods and services. All invoices will show a ‘Due By’ date which will normally be 30 days
after the invoice date.

2) Regular hirers of the Community Centre and sports courts will be invoiced monthly in arrears
(eg December hire will be invoiced on or around 31st December).

3) Casual hirers of the Community Centre and sports courts will be required to make payment
in full prior to commencement of their hire. Failure to pay will result in their hire being
cancelled.

4) Non payment for the tenancy of an allotment will result in the tenancy being cancelled and
the Council will seek repossession of the plot in a condition to be relet. Should the plot
require works to bring it back into a condition to be relet, these costs will be passed onto the
debtor.

5) In the event of payment not being received by the due date a reminder will be sent detailing
that payment is now requested within 14 days of the date of the reminder. Administration
charges will be added as detailed within the contract of hire, where applicable.

6) In the event of payment not being received after the 14 day reminder, then Council will
consider action to recover late payment at their next meeting. A letter will be sent by or on
behalf of the Responsible Financial Officer (RFO) advising:
a. that Council will be made aware of the debt, including the date of the meeting at
which the matter will be discussed;
b. that unless payment is received within 7 days (of the date of the letter) the matter
may be progressed through the County Court (Small Claims Court);
c. that the Council will also seek to recover its court costs;
d. no further reminders will be sent.

Hellesdon Parish Council Debt Management Policy
Last Reviewed April 2024
Next Review Date: Financial Year 2024/25 M4
7) In the event of payment not being received within those 7 days then the RFO will, when
instructed by Council, refer the matter to the County Court. There is a court cost incurred in
using the Small Claims Court and this will be included as part of the claim made by the
Council.

8) The Council and RFO will, where appropriate, seek to work with the debtor to implement a
manageable programme of repayment. Failure to agree terms or make payment according
to agreed terms will result in immediate referral of the debt to the Small Claims Court.

9) Bad Debts can only be written off with approval from the Council. All Bad Debts will be
recorded in the Notes to the Annual Accounts.

Hellesdon Parish Council Debt Management Policy
Last Reviewed April 2024
Next Review Date: Financial Year 2024/25 M4