01 PPR Mins I 29th April 2024

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
Monday 29th April 2024 at 7pm at
Hellesdon Parish Council Offices, Diamond Jubilee Lodge, Woodview Road, Hellesdon
Present:
Cllr S Gurney (Chairman)
Cllr G Britton
Cllr R Forder
Cllr B Johnson

Also in Attendance:
F LeBon (Clerk)

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

1. Apologies and acceptance for absence

Apologies were received from Cllr Douglass and Cllr Maidstone. These were ACCEPTED.

2. Declarations of Interest and Dispensations

No interests declared or dispensations requested.

3. To Approve the Minutes of the Meeting Held on 11th December 2023
Minutes had been circulated from the meeting held on 11th December 2023. These were
AGREED as a true and accurate record of the meeting after a proposal from Cllr Britton and a
second from Cllr Johnson.

4. Public Participation

No public present at the meeting.

5. Fire Regulations

The Clerk explained that Section 156 of the Building Safety Act 2022 came into force on 1st
October 2023, introducing legal provisions surrounding fire safety. These requirements apply
to all non-domestic premises, such as where people work, visit or stay, including workplaces.
a) To Agree Hellesdon Parish Council to be the Responsible Body under new Fire Regulations
The Clerk explained that the legislation refers to a ‘responsible person’ and their duties under
the act. Guidance states that ‘you are a Responsible Person if you are an employer, have
control of the premises, or the owner of a premises’. Clarification has been sought as to
whether a Responsible Person can be a corporate body and it can be. The employer is
Hellesdon Parish Council and so it is recommended that Hellesdon Parish Council is the
‘responsible person’ with the day to day works to ensure that the Parish Council complies with
the legislation delegated to the Clerk and the Facilities Manager. This recommendation was
ACCEPTED after a proposal from Cllr Gurney and a second from Cllr Johnson.
b) To Consider the Updating of the Fire Risk Assessments for All Council Buildings.
Approved…………………………………………………...…

Date………………………………………

HPC Property, Policy & Resources Committee Minutes
29th April 2024
 The Clerk reported that the last Fire Risk Assessments were completed on behalf of the council
in 2019. As these are now 5 years old and the community centre has been much changed, it is
recommended that these are now updated. A price has been received of £150 per building to
complete these Risk Assessments. That is £450 for the Community Centre, Diamond Jubilee
Lodge and the Grounds Shed.
After establishing that the quote was in line with financial regulations, it was AGREED to
proceed with the updating of the Fire Risk Assessments for £450.

6. Policies Review

The following policies were reviewed:
a) Information Security – AGREED with an amendment to the Evaluation and Response
section to ensure that a report is made to Full Council as well as the Chairman.
b) Publication Scheme – AGREED with no amendments.
c) Retention of Documents – AGREED with amendment as detailed in the pack.
d) Management of Outdoor Surfaces - AGREED with amendment as detailed in the pack.
e) Social Media - AGREED with amendment as detailed in the pack.
f) Subject Access Request - AGREED with no amendments.
g) Equal Opportunities - AGREED with amendment as detailed in the pack.
h) Recruitment and Selection - AGREED with no amendments.
i) Training and Development - AGREED with no amendments.
j) Whistleblowing - AGREED with no amendments.
k) Prevention of Respiratory Infections - AGREED with amendment as detailed in the pack.
l) Safeguarding - AGREED with amendment as detailed in the pack.
m) Debt Management - AGREED with no amendments.
It was AGREED that councillors should have a hard copy of updated policies relevant to their
role, so these can be added to their councillor files. The Clerk is to arrange this.

7. To Review Risk Assessments

The risk assessments presented were ACCEPTED. It was noted that the risk assessment for the
community café was omitted. This is to be presented to the next full council meeting, ensuring
that it covers the café, foyer and the dog friendly area.
Risk assessments for other groups with buildings on the Parish Council’s land should be
appended to the Parish Council risk assessments. Assessments are already held for the HAHA
hut and the Family Hub. The Clerk is to request risk assessments for the bowls pavilion and
the Horticultural Association storage area.

8. Items for the Next Agenda and for Other Committees

Clarification of land owned by the Parish Council at the burial ground.
Rent for HHA storage area.
Large grants for community centre extension.
Heath Crescent Land
Formal Open Space on Hospital development site. The Clerk is to find out if this information is
available prior to the next meeting.

9. To confirm that date of the next meeting.
To be confirmed – after the meeting to be held on 21st May 2024.

The meeting closed at 8pm.

Approved…………………………………………………...…

Date………………………………………

HPC Property, Policy & Resources Committee Minutes
29th April 2024