You are cordially invited to attend the Annual Town Council meeting of Redenhall with Harleston Town Council which will be held at the Social Room, Memorial Leisure Centre on Wednesday 29th May 2024 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 9.
Signed: Clare Crane – Town Clerk
Date: 22nd May 2024
Agenda
1. To elect
a) a Chairman
b) a Vice-Chairman
c) To agree to provide a report at the Annual Town Meeting 2025
2. To receive the Chairman and Vice Chairman’s Declaration of Acceptance of Office.
3. Welcome
4. To receive and consider accepting apologies from members unable to attend.
5. To note Cllr Attwood’s resignation, received on Friday, May 10th, 2024.
6. 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.
7. To receive and approve the minutes of the Town Council meeting on Wednesday 24th April 2024 (copy herewith)
8. To note progress on decisions made at the last meetings of Council (copy herewith)
9. To consider a resolution under Standing Orders 3e to suspend the meeting to receive reports from 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).
10. To resolve that from 29th May 2024 this council continues to meet the conditions of eligibility as defined in the Localism Act 2011 and SI965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, for Redenhall with Harleston Town Council to adopt the General Power of Competence
11. Resolution to appoint members onto Committees.
(Terms of Reference to be agreed at the first committee meeting)
a) Footpath & Tree Warden – Operations Manager
b) Amenities
c) Leisure Centre Management
d) Planning & Development
e) Finance
12. To agree on working parties and their lead Town Councillors for
a) Maintenance of Planters in the Town
b) Nature Recovery
c) Budget Setting
d) Christmas Lights
13. To agree on the representative for the Town Council for
a) Kindness Help Hub
b) Footpath and Tree Warden (Operations Manager)
c) Harleston and District Business Forum
d) Exchange 2
e) Harleston Information Plus
f) Harleston’s Future
14. To agree the continuation of the Town Councillor leading each agreed council priority until 2027
a) Leisure Centre Building Improvement Project – feasibility study project
b) S106 & CIL Policies
c) Legal Obligation
d) Emergency/Flooding Plan
e) Review of the Neighbourhood Plan
f) Councillor Surgeries
g) Review of Signage in Town
15. To receive and note the contents of month 1 Income and Expenditure report and formulate and agree any questions for the Finance Committee. (Copy herewith)
16. To receive and note the contents of month 1 Bank Reconciliation and formulate and agree any questions for the Finance Committee (Copy herewith)
17. Receive and note the contents of the Payments Lists provided.
a) 23rd April 2024 (Copy herewith)
b) 15th May 2024 (Copy herewith)
18. To receive and review the Internal Auditors Report (Mr T Brown) for year ending 2023/24 and formulate and agree any recommendations (copy herewith)
19. Presentation of the 2023/2024 End of Year Finance report
a) To receive and note the Annual Governance and Accountability Return (AGAR) 2023/24 Form 3 (copy herewith – whole document)
b) To receive the Annual Internal Audit Report (AGAR) completed by Mr T Brown for 2023/24 (copy herewith – Signed version)
c) To complete the Annual Governance Statement 2023/24 Section 1 and approve. Both the Chairman and the Clerk to sign the hard copy
d) To receive the Accounting Statements 2023/24 Section 2 and approve.
Both the Chairman and the RFO to sign the hard copy.
20. To review the following recommended costs presented by the Leisure Centre and the Finance Committee:
a. To ratify the payment of £7000.00 to Norfolk County Council (Parish Partnership Funding Bid) From EMR348 Community Fund in line with FR 4.3
21. To receive and agree the following as recommended by the Executive Committee
a. Biodiversity Policy
b. Menopause Policy
22. To receive an update from the steering group on the feasibility and design study to understand the options available to deliver a new community building on the Wilderness Lane site (copy herewith)
23. To receive Committee updates and report on any significant issues arising :
a) Planning Meeting – Last held on April 29 and 13th May 2024
b) Amenities Meeting – Last held on the 1st May 2024
c) Executive Meeting – Last held of the 8th May 2024
d) Finance Committee – Last held on 15th May 2024
24. To consider information or issues relevant to Council from members for brief discussion, action, or inclusion on a future agenda and receive reports for information only.
a) Chairman
b) Vice Chairman – Heritage Open Day
c) Councillors (Cllr West to provide update on grant funding)
d) Town Clerk
25. To note the date of the next Town Council meeting on Wednesday 26th June 2024, 7.00pm start in the Social Room at the Memorial Leisure Centre.