01-PPR-Mins-I-05-Jan-2023.pdf

The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk

Minutes of the meeting of the Property, Policy & Resources Committee held on
Thursday 5th January 2023 at 7pm at
Hellesdon Parish Council Offices, Diamond Jubilee Lodge, Woodview Road, Hellesdon

Present:
Cllr B Johnson (Chaired the Meeting)
Cllr D Britcher
Cllr R Forder
Cllr S Gurney

Also in Attendance:
F LeBon (Clerk)

The Chairman welcomed members and opened the meeting at 7pm.

1. Apologies and acceptance for absence
Apologies were received from Cllr Douglass, Cllr Fulcher and Cllr King. These were ACCEPTED.

2. Declarations of Interest and Dispensations
Cllr Gurney declared an interest in the apiary, as a volunteer helper.

3. To Approve the Minutes of the Meeting Held on 19th December 2022
Minutes had been circulated from the meeting held on 19th December 2022. Cllr Gurney
requested that the following be added [item 8 para 1] ‘Cllr Gurney advised she would like the
card in her name relinquished.’ These minutes were AGREED, as amended.

Cllr Gurney asked if the terms relating to her card under Financial Regulation 6.17 had been
removed as a result of this discussion. The Clerk advised that Financial Regulations could not
be amended as a delegated authority, but this could be done at the next Full Council meeting.

4. Public Participation
No public present at the meeting.

5. To Receive Financial Projection for any Underspend or Overspend for the Current Budget
2022/2023
A report was provided for members showing a potential underspend for 2022/2033 of
approximately £60,000. This was primarily due to an underspend in the staffing budget
because of recruiting later in the financial year for various positions than anticipated. It was
noted that there still remain uncertainties in relation to the community centre refurbishment
that may require a funding resolution before financial year end, but the council’s Project
Manager is working hard to ensure it does not reach this stage.

Approved…………………………………………………...…

Date………………………………………

HPC Policy, Property & Resources Committee Minutes 5th January 2023
 It was AGREED after a proposal from Cllr Gurney and a second from Cllr Forder to recommend
to full council that, should the predicated underspend from the 22/23 budget remain, £50,000
should be moved to an earmarked reserve to start the community centre extension project.
Cllr Britcher abstained from the vote.

6. To Consider Forward Planning and Strategic Ambitions for 2023/2024 Including Growth
Opportunities.
Consideration was given to a forward plan of projects. The following would be recommended
to full council as part of the forward plan, but on the understanding that this could be
overturned by a new council after the elections in May:
• The community centre extension
• Starting a new Neighbourhood Plan
• Upgrading of the fire doors in the community centre
• Monitoring of the Permission s106 planning obligations and associated build out that
may affect the Parish Council’s CIL and community facilities.

The Clerk is to create a forward plan using these ideas, to ensure that they are achievable in
respect of resource – financial or otherwise.
Cllr Britcher advised that he would prefer the forward plan to be based upon public
consultation. It was noted that for some projects, such as the Neighbourhood Plan, that
public consultation is an essential element. The same is true of other larger projects that
require grant funding.

7. To Consider Installation of a Suitable Camera/Audio System to Allow the Live Streaming of
Council Meetings for Public Viewing
The Clerk had met with a potential supplier of this equipment which would suit the needs of
the council. The quote was for £5,839.99 plus VAT. In addition to this there was an optional
cost of £1,049 for a new projector. The current projector was now eight years old and was
utilising outdated technology.
Example recordings had been provided by this contractor, and these are to be circulated to
members. The same company also provided the set up for Thetford Town Council.
The project is to be recommended to Full Council, with the possibility of additional
microphones, with the funds being utilised from general reserves.

8. To Consider Updating of the Hellesdon Neighbourhood Plan
It had previously been agreed under item 6 to place the updating of the Neighbourhood Plan
in the forward plan for Full Council to consider. The Clerk advised that Locality had been
contacted and there was a grant of up to £10,000 available for this project. It was
acknowledged that the project is likely to cost more than this, therefore it is to be
recommended to Full Council that £7,500 be moved from general reserves to an earmarked
reserve for this purpose.

9. To Consider the Planning of Phase Two of the Modification of the Community Centre
Including the Plans and Potential Timeline for the Extension of the Building.
As discussed under item 6, this is to be recommended to Full Council to be added to the
forward plan.

Approved…………………………………………………...…

Date………………………………………

HPC Policy, Property & Resources Committee Minutes 5th January 2023
10. To Consider Contract for Photocopier
The Canon Local Government Scheme and the council’s current contractor had been
contacted about the lease of a new machine. Due to the Christmas period, proposals had yet
to be received. It was AGREED to defer this item and the Clerk will chase both contractors.

11. To Consider Full Budget for 2023/2024 for Recommendation to Full Council.
The updates to be budget requested from the meeting of 19th December had been actioned,
resulting in a 0.32% increase for a Band D property. It was AGREED that a balanced budget
would be preferable in difficult economic times for local people. The balance would be
£1,781.06 taken from Earmarked reserves for machinery and vehicles and added to the
Machinery and Vehicles Budget.
It was AGREED to recommend to Full Council that the precept request should be £561,227.22.
At a tax base of 3866 this equates to a Band D property paying £145.17. This is on parity to
2022/2023

12. Items for the Next Agenda and for Other Committees
Nothing raised

13. To confirm that date of the next meeting.
To be confirmed.

The meeting closed at 8.45pm.

Approved…………………………………………………...…

Date………………………………………

HPC Policy, Property & Resources Committee Minutes 5th January 2023