You are cordially invited to attend a meeting of Redenhall with Harleston Town Council which will be held at the Council Offices, Memorial Leisure Centre on Wednesday 27th March 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 7.
Signed: Clare Crane – Town Clerk
Date: 22d March 2024
Agenda
1. Welcome
2. To receive and consider accepting apologies from members unable to attend.
3. 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.
4. To receive and approve the minutes of the Town Council meeting on Wednesday 28th February 2024 (copy herewith)
5. To formally note the resignation of Clive Digby on March 18th, 2024, and express gratitude for his service to the Town Council.
6. To note progress on decisions made at the last meetings of Council (copy herewith)
7. 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).
8. To receive and note the contents of month 11 Income and Expenditure report and formulate and agree any questions for the Finance Committee. (Copy herewith)
9. To receive and note the contents of month 11 Bank Reconciliation and formulate and agree any questions for the Finance Committee (Copy herewith)
10. Receive and note the contents of the Payments Lists provided.
a. 21st February 2024(Copy herewith)
b. 13th March 2024(Copy herewith)
11. To receive and review quotes for the gas supply contract for the Leisure Centre Building and agree on the supplier and the terms of the contract. (Copy herewith)
12. To receive a briefing document on the refurbishment of the zip wire groundworks and additional play equipment for the play area at a total cost of £21,355.16 net. Agree to utilize S106 (£10,502.13) money and take the remaining balance from EMR 326 (Play area equipment) as recommended by the Leisure Centre and the Finance Committee. (Copy herewith)
13. To note the unsuccessful application for the Pride in Place Grant Funding for an event in 2024.
14. To note the successful bid for the Pride in Place Grant Funding for the Feasibility and Design study to understand the options available to deliver a new community building in Harleston. Agree on receiving funding to support the project and confirming willingness to adhere to the conditions outlined within the Agreement, with specific reference to Annex A-E, and agreeing to sign the Acknowledgement (Copy herewith)
15. To receive the tender scoring process used to determine the success order of the received bids. (Copy herewith)
16. The Town Clerk recommends that the Town Council instruct a primary contractor for the project, with a secondary contractor identified as an alternative in case the first-choice declines to proceed with the work and agree the awarding of the contract.
17. To agree establishing a steering group for the feasibility study project, comprising the following members:
a. Town Clerk
b. Town Council Chair
c. One additional Town Councillor (to be determined)
d. Community Infrastructure Officer (SNDC)
e. Leisure Services Representative (SNDC)
18. To note the successful bid for the Parish Partnership Funding aimed at installing removable bollards between Exchange Street and the Market Place and agree to return the Acceptance Form. (copy herewith)
19. To receive a briefing paper and agree the appointment of an internal auditor to conduct the annual internal audit for the fiscal year 2023/24.
20. To receive and agree the following as recommended by the Executive Committee
a. The Policy List
b. Risk Management Policy and Risk Register
c. Standing Orders
d. Financial Regulations
e. Reserves Policy
f. Annual review of effectiveness of internal control
g. Co-option Policy
h. Retention Policy
i. Review of Code of Conduct
j. Grant Aid Policy
k. CCTV Policy
l. Communication Policy including social media
m. Online Banking Policy
n. Asset Register for year ending 2024
21. To note that the annual check of Stocks and Stores was conducted by the Responsible Finance Officer (RFO) in accordance with FR13.4 as reviewed by the Executive Committee.
22. To review the proposed meeting timetable for Council meetings scheduled for the 2024/25 and agree.
23. To formally designate each item below as a priority for the Town Council. Additionally, to appoint a lead individual responsible for overseeing each task. The appointed lead will be tasked with reporting back to the Town Council, providing a comprehensive description of the priority, establishing deadlines, and implementing monitoring procedures.
a. Community Infrastructure: Leisure Centre Building Improvement Project
b. S106 & CIL Policies
c. Legal Obligation: Obtaining Leases and Legal Agreements
d. Emergency/Flooding Plan
e. Review of the Neighbourhood Plan
f. Councillor Surgeries
g. Youth Forum
h. Review of Signage in Town
24. To receive Committee updates and report on any significant issues arising :
a. Planning Meeting – Last meeting held 4th March 2024
b. Amenities Meeting – Last Meeting 6th March 2024
25. To agree on permitting councillors who are not members of the Planning & Development Committee to offer additional observations on the draft comments concerning the Land South of Spirketts Lane before their submission to the Planning Authority (SNDC). Additionally, to establish a deadline for the submission of these observations to the Deputy Clerk by Tuesday, 2nd April. (Copy herewith)
26. 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. Town Clerk (to include matters on the Town Improvement Scheme).
27. To receive and note correspondence from Royal British Legion (Copy herewith)
28. To note the date of the next Town Council meeting on Wednesday 24th April 2024, 7.00pm start in the Social Room at the Memorial Leisure Centre.