PPR-Mins-190917.pdf

HELLESDON PARISH COUNCIL

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

Minutes of the meeting of the Policy Property & Resources Committee held on
Tuesday 19th September 2017 at 7.00pm in
The Council Chamber, Diamond Jubilee Lodge, Hellesdon

Present: Cllr S Gurney Cllr D King Cllr S Prutton

Cllr Ghimire

Mr Mark Knight – Council Administrator

Mr Bob Fell – Broadland District Council
Mr Ben Burgess – Broadland District Council
Mr Dan Harris – Broadland District Council
Cllr. D Attenborough
Cllr. G Britton

The meeting opened at 7.09pm.

01 Apologies and Acceptance for Absence
Apologies were received and accepted from Cllrs Grady and Knowles.

02 Declarations of Interest and Requests for Dispensations
There were no interests declared.

03 Minutes of Previous Meeting
Minutes of the Meeting held on 31 May 2017, as previously circulated, were
proposed and seconded as a true record.

RESOLVED to adopt the Minutes; the Chairman signed to confirm.

04 Public Participation
No public present.

05 To discuss any matters arising from the report from the Finance Officer

The report was noted with no issues arising from the discussion.

1
Approved…………………………………………………...…

Date………………………………………

HPC Policy, Property & Resources Committee Mins
19 September2017
06 General Matters

6.1 A meeting with Bob Fell to discuss Section 106 monies and how these
may be spent.

Much discussion took place regarding this issue. The representatives from
Broadland District Council gave a full and frank report on the total amount of
monies available to be spent by the Parish Council and the appropriate way
these may be spent.

As a result of this discussion it was RESOLVED that the following items of
capital expenditure should be taken out of the Community Infrastructure
Levy payments from the Carrowbeck and Eversley Road developments.

The pressure washer.

The recent car park resurfacing.

Items of grounds equipment which had been recently condemned in the
Health and Safety audit – totalling £5,000.

It was also suggested by the representatives that a Community Asset Audit
should be conducted which would detail what the Parish Council currently has,
what would need to be improved and items which they do not currently have but
would now be able to obtain. It was RESOLVED for the Council
Administrator to liaise with Mr Dan Harris of Broadland District Council to
facilitate this.

Further extensive discussions were then had over future plans the Parish
Council may have regarding monies due to them regarding the development of
the Royal Norwich Golf Club. No decisions were made but it was decided that
the Council Administrator would work more closely with Mr Dan Harris and Mr
Ben Burgess regarding ideas and logistics as they arose.

The meeting was then adjourned for a break at 8.15pm reconvening at
8.25pm.

6.2 To discuss a request from a member of staff to implement a childcare
voucher scheme.

This was approved and RESOLVED to use Kiddicare.

6.3 To discuss a quote for work to be done on the floor of the Groundsman’s
Hut.

2
Approved…………………………………………………...…

Date………………………………………

HPC Policy, Property & Resources Committee Mins
19 September2017
 Only one quote was available by the time of the meeting which came in
at £2147. After much discussion it was RESOLVED to instruct the
Head Groundsman to obtain quote for the materials and to work
closely with the Council Administrator to formulate a plan to do the
work in house if this is financially viable.

6.4 To discuss the implications of recent issues with the New Holland
Tractor.

A written and verbal report was given by the Council Administrator
regarding the issues experience by the Grounds Staff when operating
the tractor and also a report of the remaining financial commitments
involved. In light of the earlier discussion in agenda item 6.1 of this
meeting it was RESOLVED to obtain three quotes for a new tractor
using the specs of a T4 Tractor and to use Section 106 monies from
Eversley Road to purchase this new tractor. Thus eliminating the
need for a renegotiated or new finance agreement.

It was further RESOLVED to purchase a service and maintenance
contract for this piece of equipment and for this expenditure to
come directly from Parish Council funds.

6.5 To review the provision of the Parish Council’s IT provider and printing
service.

The Council Administrator gave a written report and fielded questions
from Councillors on his proposal. It was RESOLVED to go with the
proposal, namely:

To stay with the current provider until all works are complete.

To then engage Mayday to obtain a better deal on printing costs
and upgrade the current photocopier/printer.

When the first two objectives are achieved to then engage Osiris-
ICT to take over the running of the IT support contract and all
associated IT issues.

6.6 To discuss a review of the Parish Council Staff Handbook.

It was RESOLVED for the Council Administrator to work with the
Locum Clerk in updating this document and report back to the
Staffing Committee meeting on the 13th November 2017.

3
Approved…………………………………………………...…

Date………………………………………

HPC Policy, Property & Resources Committee Mins
19 September2017
 6.7 To consider a resolution under the Public Bodies (Admission to
Meetings) Act 1960 to exclude the press and public for the duration of the
following items in view of the confidential and personal nature of the business to
be transacted. If resolved, such items to be dealt after the item that confirms
details of the next meeting.

6.8 Report from the Chairman on matters relating to an appeal.

The Chairman gave a verbal report on this matter.

07 Exchange of Information

Cllr. Pruton requested an update on the recent issues with Street Lighting with
Broadland District Council – Cllr Gurney reported that nothing was happening at
the present time but that she would keep the Council informed along with her
fellow District Councillors who also sit on the Parish Council.

08. Date, Time & Venue for Future Meetings
This was agreed to be Tuesday 21st November at 7pm.

The meeting closed at 9.40pm.

4
Approved…………………………………………………...…

Date………………………………………

HPC Policy, Property & Resources Committee Mins
19 September2017