You are hereby invited by the Clerk to attend Redenhall with Harleston Town Council Meeting,
which will be held in the Social Room on Wednesday, 30th September 2026, at 6:00 pm – NEW START TIME
Clerk: Mrs C. Crane
Date of Issue: 25 September 2026
Members of the press and public are welcome to attend.
Committee Membership
• Chair: Cllr P. MBA
• Vice-Chair: Cllr M. Scade
• Councillors: E. Wilkinson, J. Graham, S. West, G. Roy
AGENDA
1. Welcome and Apologies for Absence
a. To receive apologies for absence and approve reasons given.
2. Declarations of Interest
a. Councillors to declare any Disclosable Pecuniary Interests, Other Registerable Interests, or Non-Registerable Interests in items on the agenda, in accordance with the Localism Act 2011.
3. Minutes of the Previous Meeting
a. To approve the minutes of the Town Council meeting on 29 July
b. To approve the minutes of the Town Council meeting on 12 August
4. Public Participation (Open Forum)
a. Opportunity for members of the public to speak on matters within the Council’s remit.
b. District Councillors
c. County Councillor
5. Progress Report
a. To receive and note the Progress Report detailing actions arising from previous Town Council meetings and updates on the status of those actions.
6. To consider dissolving all Council committees due to reduced councillor numbers, transferring committee functions to Full Council, and delegating authority to the Clerk to implement the necessary governance updates, with the arrangement to be reviewed in January 2027.
a. Recommendation: Councillors are requested to consider the current committee structure in light of reduced councillor capacity and, if deemed appropriate, to:
i. Dissolve all standing committees of the Council with immediate to be reviewed January 2027
ii. Transfer all committee functions, responsibilities, and decision-making powers to Full Council, except where legislation requires otherwise;
iii. Delegate authority to the Clerk to make any necessary administrative arrangements and updates to governance documents, Terms of Reference, and the Council’s website to reflect the revised structure.
7. Memorial Leisure Centre reports and inspections received
To note the receipt of the following reports and inspections for the Memorial Leisure Centre.
• Five-Year Maintenance Report.
• Electrical Installation Condition Report (EICR).
• Legionella Risk Assessment.
• Fire Risk Assessment.
• Asbestos Inspection and Management Report.
• Recreation Ground Masterplans.
Members are requested to note that all reports have been received. A full report on the findings, recommendations and any associated actions, including the Recreation Ground Masterplans, will be presented to the October Town Council in accordance with the Amenities and Facilities Committee meeting held on the 5th August 2026.
8. Strategy Committee
a. Staff Priorities and Work Programme 2026
i. To consider the Town Clerk’s report on officer priorities and the proposed work programme for the period September to December 2026, including key operational, governance and strategic projects, and to determine the Council’s priorities for officer resources during this period. Members are also requested to consider the projects proposed for deferral until 2027 and the approach to implementing updated staff contracts and employment documentation.
b. Briarswood Community Land and Proposed Allotment Land
i. To consider the recommendations of the Strategy Committee regarding the future designation, ownership and management of the Briarswood Community Land and proposed allotment land.
a. To designate the 1.61-hectare parcel as Open Space and retain it as permanent open space in accordance with the approved planning framework and Open Space Management Plan process.
b. To reaffirm the Town Council’s existing decision to pursue ownership and management of the 1.61-hectare parcel and proposed allotment land, and not to rescind or amend the Council’s previous resolution at this stage.
c. To undertake public consultation once the proposed Open Space Management Plan has been received from the developer.
c. Leisure Centre, Gym and Community Building
i. To consider the establishment of a Working Party, comprising the Chair of the Strategy Committee and relevant officers, to discuss the future of the Leisure Centre, Gym and Community Building. The Working Party would be authorised to seek advice and information from relevant stakeholders and individuals with appropriate expertise and report its findings and recommendations back to the Town Council.
d. The Management and Operation of Redenhall with Harleston Town Council Recreational and Leisure Facilities contract.
i. To receive an update on the proposed procurement contract.
ii. Members are requested to note that the draft tender documentation has been prepared and circulated for review.
iii. Recommendation: Given the significance of the findings contained within the recently received property, compliance and maintenance reports, Members are recommended to first consider the reports at the October 2026 Town Council meeting before any procurement documents are issued to interested parties. This will ensure that Council has reviewed the available information and is satisfied with the proposed approach prior to commencing the procurement process.
Or
iv. Council notes that the proposed Leisure Services contract is estimated to have a value in the region of £2 million over the proposed 10-year contract term. In accordance with the Council’s Financial Regulations, Council approves the use of a formal open tender process and authorises the Clerk to advertise and manage the procurement process, with a recommendation to be brought back to Full Council for final award.
e. Harleston Football Club Lease
i. To consider the Strategy Committee’s recommendation to offer a new lease to Harleston Football Club on the terms proposed by the Committee.
f. Harleston Shed Lease
i. To consider the Strategy Committee’s recommendation to offer a new lease to Harleston Shed on the terms proposed by the Committee.
g. Exchange 2 Licence Agreement
i. To consider the Strategy Committee’s recommendation to offer a licence agreement to Exchange 2 on the terms proposed by the Committee.
9. Amenities and Facilities
a. Town Sign
i. To agree to proceed with the works in accordance with the results from the public poll.
ii. To agree on the design of the plinth (to be tabled at the meeting).
iii. To approve expenditure on the project, subject to the total cost not exceeding the amount currently allocated within the relevant Earmarked Reserve (EMR).
iv. To agree delegated authority to officers to choose the contractors for the work.
b. Public Toilet Cleaning
i. To consider the officers recommendation for a commercial cleaning company to undertake the cleaning of the public toilets (quotes to be tabled at the meeting) and agree a preferred service level of either:
ii. 7 days per week at a cost of £12,172.50 per annum, or
iii. 5 days per week at a cost of £8,865.00 per annum.
iv. Members are requested to approve the expenditure and identify the budget or reserve from which the cost will be met.
c. Tree Safety Works
i. To consider the remedial tree works identified within the recent inspection report and approve the maximum expenditure of £3,110.00 net for contractor works (quotes to be tabled at the meeting).
ii. Delegate officers to choose the contractor
iii. Members are requested to approve the expenditure and identify the budget or reserve from which the cost will be met.
d. Clock Tower Cleaning
i. To consider quotations for the cleaning of the Clock Tower and the courtyard area below (quotes to be tabled at the meeting), with costs expected to be in the region of £3,000 plus VAT.
ii. Delegate officers to choose the contractor.
iii. Members are requested to approve the expenditure and identify the budget or reserve from which the cost will be met.
e. Recreation Ground Fencing
i. To consider quotations for the metal fencing works at the entrance to the Recreation Ground (quotes to be tabled at the meeting), with costs expected to be in the region of £3,520 plus VAT.
ii. Delegate officers to choose the contractor.
iii. Members are requested to approve the expenditure and identify the budget or reserve from which the cost will be met.
f. Electrical Installation Condition Report (EICR) Remedial Works – Memorial Leisure Centre
i. To consider the findings of the recent Electrical Installation Condition Report (EICR) for the Memorial Leisure Centre, which resulted in an unsatisfactory certificate, and to approve the recommended remedial work necessary to achieve a satisfactory standard.
ii. Members are requested to approve the completion of the identified remedial works by the contractor who undertook the inspection, at an estimated cost of £1,500 plus VAT, and to authorise the associated expenditure from the appropriate budget heading.
10. Christmas 2026
a. 3D Christmas Structure
i. To consider delegating authority to officers to arrange the necessary insurance cover for the 3D Christmas structure and to approve any associated expenditure required to enable its installation and use during the Christmas period.
b. Christmas Lights Sponsorship Recognition
i. To consider delegating authority to officers to agree and implement appropriate sponsorship recognition and promotional arrangements for sponsors supporting the Christmas Lights and Christmas Lights Switch-On Event.
11. Other Council Business
a. Exploratory meeting arranged by Cllr Trevor Graham regarding the development of a collective vision for community buildings and green space within Harleston.
i. To note discussions attended by the Chair of the Council and Chair of the Strategy Committee regarding meeting space provision, office and co-working facilities, and the need for additional green space to support a growing population, and to consider any further action.
b. Town Map Preservation and Framing
i. To consider the professional framing and mounting of the Town Map to ensure its long-term preservation and suitable display within the Council offices. Members are requested to consider the available framing options (to be tabled at the meeting) and approve the preferred frame style and associated expenditure.
c. Conclusion of Audit 2025/26
i. To note the completion of the external audit for the year ended 31 March 2026 and the publication of the Notice of Conclusion of Audit, Annual Governance & Accountability Return (AGAR) and External Auditor’s Report on 23 September 2026. Members are also asked to note the supplementary statement confirming that the Notice of Public Rights was published on 22 June 2026 and that the external auditor has confirmed that Assertion 4 of the 2026/27 AGAR will not need to be answered “No” as a result of this matter.
ii. Recommendation: Members note the external auditor’s report and the publication of the concluded audit documents.
d. Quarterly Internal Controls Audit
i. To note the 1st quarter internal controls audit undertaken by Cllr John Graham on 21 September 2026. The audit included checks of payments, delegated authority decisions, budget variances, earmarked reserves, income records, bank reconciliations and independent review processes. No issues were identified within the audit notes.
e. Hello Harleston Highstreet Initiative
i. To receive an update on the launch of the Hello Harleston High Street initiative and the outcomes of the first business engagement meeting held on 15 September 2026. Members are invited to note the positive engagement of local businesses, the themes identified for future collaboration, and the proposed next steps to support and strengthen Harleston’s town Centre.
12. Planning Committee
a. To receive and note the planning decisions made under delegated authority during September 2026, and the comments submitted to the Local Planning Authority on behalf of the Council.
13. Finance
a. To receive and note the following financial reports:
i. Bank Reconciliation – July 2026
ii. Bank Reconciliation – August 2026
iii. Income and Expenditure Report
iv. Recommendation: To receive and note the reports.
14. Reports
a. Chair’s Report
15. Correspondence
a. Members are invited to note the following pieces of correspondence and consider whether any matters raised should be referred to the appropriate committee for further discussion.
i. To consider correspondence received from Russ Wilkins regarding the Council’s decision not to proceed with temporary access to the Town Car Park via Bullock Fair Close during the Wilderness Lane roadworks, including requests for clarification on the evidence, assessments, alternatives considered and decision-making process. Members are invited to note the correspondence, together with the response issued by the Town Clerk and the accompanying chronology of events and determine whether any further action is required.
ii. To consider correspondence received from Gillian Artis regarding the future ownership, management and development of the Briars Wood Community Land and determine whether any further action is required.
iii. To receive correspondence from Sarah Bennett inviting members to attend a screening of the People’s Emergency Briefing climate and nature event at the Harleston Masonic Rooms on 30 September 2026. Members are asked to note the invitation and the Council’s response that councillors are unable to attend due to a clash with a scheduled Town Council meeting.
iv. To consider correspondence received from Nick Tibbenham, President of Harleston Magpies Hockey Club, regarding the potential future development of community facilities on land at Briar Farm. The correspondence outlines the club’s current activities, highlights the need for suitable indoor hockey facilities, and expresses the club’s interest in participating in any future consultation or discussions relating to the provision of a sports hall or community building within Harleston.
v. To consider correspondence received from Jennie Gifford requesting that the Council support an initial feasibility investigation into the provision of a community swimming pool in Harleston. The proposal suggests exploring the viability of a 20-metre, four-lane community pool and investigating potential funding opportunities, including developer contributions and external grant funding.
16. Date of Next Meeting
17. Exclusion of Press and Public
a. To consider the exclusion of the press and public under the Public Bodies (Admission to Meetings) Act 1960 on the grounds that the following items contain information relating to individual employees and former councillors and are therefore confidential in nature.
18. Human Resources (Confidential)
a. Terms of Reference
To agree the TofR for this committee.
b. Pay Agreement
i. To receive and consider matters relating to staff pay and associated contractual arrangements.
c. HR Matter
i. To receive and consider a confidential HR update and any recommendations arising therefrom.
d. Policies
i. Other time off
ii. Safeguarding
e. Councillor Exit
i. To receive and consider matters relating to the resignation of a former councillor and any associated actions.