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 February 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: 7th February 2025
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, 15th January 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 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.
Amenities
5. To receive the Payment List (as presented at the meeting).
a. Motion: To approve the payments for Amenities, as presented.
6. To receive and discuss a report and note the payment of £4,465.87 to EDF for the Public Toilets electricity invoice, which exceeds £500 but is below £5,000, with approval under cost code 131/4055, in accordance with Financial Regulations 5.5 and 5.5a, as presented.
a. Motion: To formally note the payment of £4,465.87 to EDF for the Public Toilets electricity invoice, in accordance with Financial Regulations 5.5 and 5.5a, allocated to expenditure cost code 131/4055.
7. To receive and discuss the update from the Event’s Coordinator on recent activities and developments, as presented.
a. Motion: To formally note the updates provided by the Event’s Coordinator.
8. To receive and discuss the proposed calendar of event for 2025, as presented
a. Motion: To agree the calendar of dates and events for 2025
9. To receive and discuss the proposed road closures dates for 2025, as presented
a. Motion: To agree the road closure details and submit to NCC
10. Discussion on the status of the Wednesday and Saturday Markets
a. Motion: To formally approve the proposed plan of action.
11. To receive a report and review the request related to the Art Sculpture Trail 2025, as presented, followed by a discussion on key details,
a. Motion: To formally approve the proposed plan and any necessary actions for the Art Sculpture Trail 2025.
12. To receive a report on street lighting at Redenhall Road, as presented followed by a discussion regarding next step action.
a. Motion: To formally approve the proposed plan of action.
13. To receive a report on the current condition of the bus shelter, as presented and discuss the findings, and determine the next steps.
a. Motion: To formally approve the proposed plan of action for the maintenance or improvement of the bus shelter.
14. To receive a report on the current condition of the public toilets, as presented and discuss the findings, and determine the next steps.
a. Motion: To formally approve the proposed plan of action for the maintenance or improvement of the public toilets.
15. To receive and review the Harleston’s Friendly Invasion Walking Tour leaflet, as presented and put forward any potential amendments.
a. Motion: To approve that Visit Harleston supports the Harleston’s Friendly Invasion Walking Tour leaflet, with amendments if required.
Leisure
16. To receive the Payment List (as presented at the meeting).
a. Motion: To approve the payments for Leisure, as presented.
17. 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
18. 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.
19. 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.
20. Receive and review the draft Terms of Reference for the Harleston Town Football Club Working Party, as presented and discuss any necessary amendments.
a. Motion: To approve the Terms of Reference for the Harleston Town Football Club Working Party, with amendments if required.
21. To receive, review, and discuss the proposed 2025 Grounds Maintenance Contract for the Recreation Ground, as presented and consider the presented recommendation.
a. Motion: To approve the Grounds Maintenance Contractor for 2025.
22. To receive a report on the proposed ‘squash-a-thon’, as presented. Review and discuss the details and consider the presented recommendation and its implications.
a. Motion: To approve the recommendation that the squash club are allowed to host a ‘squash-a-thon’ and for the Leisure Centre Duty Manager to take responsibility.
23. To receive information on a previous decision made at the LCMC meeting on 9th October 2024 item 9(C) (Refer to the minutes available on the website)
Since then, further requests have been made, stating that the shed is insufficient in size and that Flag Force also now seeks a key to the compound. The committee is to discuss these requests.
a. Motion: To consider the revised requests from Flag Force regarding the size of the shed and access to the compound and determine an appropriate course of action
Finance
24. To receive and scrutinise, the Income and Expenditure report for month 9.
a. Motion: To approve the Income and Expenditure report for month 9, as presented.
25. To receive the Payments List for February 2025 (as presented at the meeting).
(copies of invoices available upon request)
a. Motion: To approve the payments for the Town Council, as presented.
26. 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.
27. To receive a detailed breakdown of the Events income and expenditure for the 2024-25 financial year, as presented and discuss any necessary adjustments.
a. Motion: To formally note the details of the income and expenditure for the Events for 2024-25 and agree any adjustments.
28. To receive and review a request from the Operations Manager to purchase a platform, discuss its necessity, and determine the appropriate budget allocation for either the 2024/25 or 2025/26 financial year.
a. Motion: To approve the purchase of the platform and confirm the budget allocation.
29. 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 by the Operations Manager and agree to take any necessary actions.
30. 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
31. 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.
32. To receive the date and details of the next meeting on Wednesday 12th March 2025 at 6.30pm in the Social Room at the Memorial Leisure Centre.
a. Motion: To formally note the details of the next meeting.
33. To consider a resolution under the Public Bodies (Admissions to Meetings) Act 1960 and Standing Order 3d to exclude the public and press for the discussion of commercially sensitive items deemed confidential.
a. Motion: To suspend the meeting under Standing Order 3d to discuss commercially sensitive information.