Members of the public are cordially invited to attend a meeting of Redenhall with Harleston Town Council which will be held in the Social Room, Memorial Hall Leisure Centre, Harleston on Tuesday 27th June at 7pm to consider the business detailed below.
Members of the press and public are welcome to attend – there will be an opportunity for public participation agenda item 7.
Signed: Clare Crane – Town Clerk
Date: 21st June 2023
AGENDA
1. Welcome
2. To receive and consider accepting apologies from members unable to attend.
3. To acknowledge the resignation of Cllr Russ Wilkins on the 5th of June 2023.
4. To receive and note any declarations of members’ pecuniary and/or non-pecuniary/other interests pertaining to items on the following agenda, to note any dispensations granted in respect of business to be discussed and to consider any requests for dispensations.
5. To receive and approve the minutes of the last Town Council meeting on Wednesday 17th May 2023 (copy herewith)
6. To note progress on decisions made at the last meeting of Council (copy herewith)
7. To consider a resolution under Standing Orders 3e to suspend the meeting to receive reports from the Police, County and District Councillors, and to hear comments from members of the public on items to be discussed on the agenda (the period of designated time for public participation is 20 minutes unless directed by the Chairman of the meeting and individual members of the public are entitled to speak for a maximum of 5 minutes each).
8. To receive the following recommendation and resolve to adopt
a) Amenities Committee Terms of Reference (7th June 2023) (copy herewith)
b) Leisure Centre Management Committee Terms of Reference (14th June 2023) (copy herewith)
c) Finance Committee Terms of Reference (subject to agreement at the 21st June 2023 meeting)
d) Planning Committee Terms of Reference (subject to agreement at the 26th June 2023 meeting)
9. To receive and review the Internal Auditors Report (Mr T Brown) for year ending 2022/23 and formulate and agree any recommendations (copy herewith)
10. As recommended by the Internal Auditor (Mr T Brown)
a) To agree a schedule for independent financial scrutiny every quarter and for the findings to be reported back to the Finance Committee for review.
11. Presentation of the 2022/2023 End of Year Finance report
a) To receive and note the Annual Governance and Accountability Return (AGAR) 2022/23 Form 3 (copy herewith – whole document)
b) To receive the Annual Internal Audit Report (AGAR) completed by Mr T Brown for 2022/23 (copy herewith – Signed version)
c) To complete the Annual Governance Statement 2022/23 Section 1 and approve. Both the Chairman and the Clerk to sign the hard copy (see copy item 11a)
d) To receive the Accounting Statements 2022/23 Section 2 and approve.
Both the Chairman and the RFO to sign the hard copy (see copy item 11a)
12. To receive recommendation from the Finance Committee (subject to agreement at the 21st June 2023 meeting) to agree and adopt the bank mandate (signatories) for all council bank accounts 2023/24
13. To note that Park Radio has agreed to repay the Town Council the £500 grant that was awarded to them in 2022/23 due to the Grant Awarding Policy conditions 3 & 4 not being met.
14. To receive and examine the Insurance Policy Renewal Documents – Period of Insurance from 23rd June 2023 to 22nd June 2024, Renewal Premium £ 8,567.80, Schedule Number 113458485 – Long term agreement active until 23rd June 2025 and subject to F5.4 agree to make the payment of £8567.80 (copy herewith)
15. To receive and note annual report in line with the Grant Awarding Policy (absence at the Annual Town Meeting) (copy herewith)
a) Historical Society £260 (Awarded 5th December 2022 for payment April 2023)
16. To approve the grant payments for 2023/24, agreed at the Finance Committee meeting 5th December 2022 (Financial Regulation 4.1)
a) £6,500 to HIP (Harleston Information Plus)
b) £260 to (Harleston Historical Society)
17. To receive and note the contents of Income and Expenditure reports examined by the Finance Committee on 21st June 2023 meeting.
a) Month 1 (copy herewith)
b) Month 2 (copy herewith)
18. To note the requirement for a new Town Council representative for Harleston’s Future (due to the resignation of Cllr Wilkins) and agree a new representative.
19. To agree the continuation of the following Town Council working parties and agree staff and councillor representatives.
a. Christmas Lights Working Party (Staff – Operations Manager, Communications, Marketing and Events Officer, Maintenance Team)
b. Kindness Help Hub (Finance Officer)
20. To agree to dissolve the working party for the King’s Coronation Event and remove the Terms of Reference from the website.
21. To agree to continue with the details set out in the Armed Forces Covenant Pledge dated 1st November 2021 (copy herewith)
22. To agree to appoint a Town Council Royal British Legion Champion.
23. To note an ‘Act of Remembrance’ at Harleston War Memorial on Thursday 27th July 2023 starting at 11.00am marking 70 years since the signing of the armistice (RBL and Rev Tufnell)
24. To receive Committee updates and report on any significant issues arising :
a) Amenities Meeting – Last meeting held 7th June 2023
b) Leisure Centre Management Meeting – Last meeting held 14th June 2023
c) Finance Meeting – Last meeting held 21st June 2023
d) Planning Meeting – Last meeting held 26th June 2023
25. To consider information or issues relevant to Council from members for brief discussion, action, or inclusion on a future agenda and receive reports from
a) Chairman (including an update on the Community Triangle event attended on 4th May 2023)
b) Councillors (for information only)
c) Clerk (copy herewith)
26. To receive and note information sent via email from the Town Clerk to members of the Town Council in relation to Norfolk County Council’s feedback on the extension of yellow lines on Love Lane (copy herewith)
27. To receive significant correspondence and agree on actions required.
a) Norfolk County Council regarding the Road Safety Community Fund (copy herewith)
b) Action for Harleston 5th June 2023 – Poll Results on CCTV in the Town (copy herewith)
28. To note the date of the next Town Council meeting on Wednesday 26th July 2023 7.00pm start in the Social Room at the Memorial Leisure Centre