NOTICE OF MEETING
You are cordially invited to attend a meeting of Redenhall with Harleston Town Council’s Leisure, Amenities, and Finance Committee, which will be held at the Social Room on Wednesday, 12th March 2025, at 6:30 pm to consider the business detailed below.
Members of the press and public are welcome to attend. There may be an opportunity for public participation during agenda item 4.
Signed: C Crane
Mrs C Crane, Town Clerk
Date: 5th March 2025
AGENDA
Opening of the Meeting
The Chair of the Town Council will lead the meeting until the committee chairs assume their respective roles.
1. To receive and consider accepting apologies from members unable to attend.
a. Motion: To accept the apologies received from members unable to attend.
2. To receive any declarations of members’ pecuniary and/or non-pecuniary/other interests pertaining to items on the following agenda, and any dispensations granted in respect of business to be discussed
a. Motion: To note any declarations of pecuniary and/or non-pecuniary interests, acknowledge any dispensations granted, and consider any requests for further dispensations as appropriate.
3. To receive the minutes of the previous committee meeting and discuss their accuracy.
(Refer to the draft minutes available on the website)
a. Motion: To approve the minutes of the Leisure, Amenities, and Finance Committee meeting held on Wednesday, 12th February 2025, as a true and accurate record.
4. To consider a resolution under Standing Orders 3e to suspend the meeting to hear comments from members of the public on items to be discussed on the agenda.
a. Motion: To agree to suspend the meeting under Standing Orders 3e to allow members of the public to make comments on agenda items, with a designated time of 20 minutes for public participation, and individual members of the public allowed a maximum of 5 minutes each, unless directed otherwise by the Chairman.
5. To review and provide feedback on the trial period, with the aim of deciding whether to continue with the combined meeting structure, make adjustments, or revert to the previous Committee structure.
a. Motion: To agree on the future meeting structure following the conclusion of the trial period.
6. To receive a report from the Operations Manager on recent activities and developments, as presented followed by a discussion as needed.
a. Motion: To formally note the updates provided and agree to take any necessary actions.
Amenities
7. To receive the Payment List (as presented at the meeting).
a. Motion: To approve the payments for Amenities, as presented.
8. To receive a report from the events coordinator on recent activities and developments, as presented – including the completion of the 2025 Events Calendar and Street Map.
a. Motion: To formally note the updates provided
9. To receive an update on the preparations for the VE80 event and invite councillor feedback.
a. Motion: To formally note the update and approve the submission of a grant application to SNDC for £108.32.
10. To discuss and how much Harleston’s Future will be charged for the Town Council providing administration for organising their road closures for events in 2025.
a. Motion: To agree the administrative charge to be applied to Harleston’s Future for the Town Council’s support.
11. To review the street lighting report for Redenhall Road and discuss next steps.
a. Motion: To formally approve the proposed next steps.
12. To receive an update from the ‘Market’ working party, followed by an opportunity for discussion.
a. Motion: To formally note the information received approve the proposed next steps.
13. To consider a request from Hoxon Hundred Morris Dancing Team for the use of the Market Place on Thursday 1st May (May Day) for Morris dancing starting at 11am.
a. Motion: To approve the request.
14. To consider the installation of a new post on Mendham Lane for the SAM2 machine, as presented.
• Westcotec has quoted £195 + VAT for supply and installation.
• NCC approval may be granted to add this location to the existing SAM2 schedule.
a. Motion: To approve the installation of a new SAM2 post on Mendham Lane at a cost of £195 + VAT, subject to NCC approval to include this location in the SAM2 schedule, and to confirm the appropriate budget line or refer the matter to the Finance Committee if it falls outside the remit of the Amenities Committee.
15. To receive a report on the Town car park, followed by a discussion to determine appropriate next steps.
• EV charging points and recent incident
• Vehicles exiting the car park via the entrance
a. Motion: To formally agree the next steps and any actions to be taken.
16. To receive details of a third-party claim investigation request, as presented
a. Motion: To note the commencement of investigations into a third-party claim received.
17. To receive a report regarding the request for an additional bus stop along Station Road, as presented.
a. Motion: To formally agree the next steps and any actions to be taken in response to the request for an additional bus stop.
Leisure
18. To receive the Payment List (as presented at the meeting).
a. Motion: To approve the payments for Leisure, as presented.
19. To consider approving payments for Leisure exceeding £500 but below £5,000, with agreement on the appropriate cost code or earmarked reserves (as presented at the meeting).
a. Motion: To approve Leisure payments exceeding £500
20. To receive an update from the Leisure Centre Duty Manager on recent activities and developments, including membership updates and class attendance figures, as presented followed by an opportunity for discussion.
a. Motion: To formally note the update provided by the Leisure Centre Duty Manager and agree to take any necessary actions.
21. To receive an update from the following working parties, followed by an opportunity for discussion.
Harleston Town Football Club
Harleston Shed
a. Motion: To formally note the information received.
22. To receive a request relating to the possibility of some display space in the Leisure Centre, being allocated to the Harleston Museum.
a. Motion: To note the information received and agree next step action.
23. To receive an update relating to Flag Force and the storing of the flags.
a. Motion: To note the information received.
24. To receive a report on the proposed expenditure of the remaining S106 funds (£3,171.22) for the Recreation Ground play area, to be spent by 31/03/25.
a. Motion: To approve the expenditure of the remaining £3,171.22 from the Mendham Lane Phase 3 S106 agreement (Crafton Homes development) for the Recreation Ground play area, with authority delegated to the Town Clerk.
Finance
25. To note the resignation of Cllr Harrison as Chair of the Finance Committee and for the Vice-Chair to assume the Chair role.
a. Motion: To formally accept Cllr Harrison’s resignation as Chair of the Finance Committee and appoint the Vice-Chair to assume the Chair role.
26. To discuss the removal of Cllr Harrison from the banking mandate and agree the replacement.
a. Motion: To remove Cllr Harrison from the banking mandate and agree a replacement inline with the Financial Regulations and Online Banking Policy.
27. To receive and scrutinise, the Income and Expenditure report for months 10 & 11
a. Motion: To approve the Income and Expenditure report for months 10 & 11 as presented.
28. To receive the Payments List for March 2025 (as presented at the meeting).
(copies of invoices available upon request)
a. Motion: To approve the payments for the Town Council, as presented.
29. To consider approving payments for Town Council exceeding £500 but below £5,000, with agreement on the relevant cost code or earmarked reserves (as presented at the meeting).
a. Motion: To approve Town Council payments for items over £500.
30. Subject to the outcome of item 24, to consider approving payment of up to £3,171.22 for the Recreation Ground play area and reclaiming the amount from SNDC in line with the S106 agreement.
a. Motion: To approve the payment of up to £3,171.22 and to reclaim this amount from SNDC, in accordance with the terms of the S106
31. To consider approving the purchase of new cardiovascular equipment to replace the aging units, following the recommendation from the Leisure Committee, as presented.
a. Motion: To formally agree the payment of £23,022 to GRS for the purchase of new cardiovascular equipment be recommended to Town Council for approval. In accordance with Financial Regulations 4.3 using expenditure from the surplus of the Gym budget for 2024/25 (within the General Reserve)
32. Grant applications – To review the following grant application and agree on the level of support to be offered to Exchange 2 (refer to November Finance Minutes).
Amount requested: £1,250.00 – £750.00 for insurance costs and £500.00 for general building maintenance.
a. Motion: To approve the grant of £1,250.00 to Exchange 2, with £750.00 allocated for insurance costs and £500.00 for general building maintenance.
33. To receive the insurance policy schedule and request feedback from Councillors, as previously agreed, on any amendments needed to obtain new quotes for 2025 onwards.
a. Motion: To formally approve amendments needed to allow updated quotes to be sought.
The Chair of the Town Council will now lead the meeting.
34. To receive a progress report on decisions made at the last meeting, as presented followed by discussion as needed.
a. Motion: To note the progress on decisions made at the last meeting
35. Member Forum: To discuss relevant information or issues raised by members for brief discussion, potential action, or consideration for inclusion on a future agenda.
a. Motion: To formally record the details of the discussion.
36. To agree the date and details of the next meeting.
a. Motion: To formally note the details of the next meeting.