04 PPR Mins I 11 December 2023

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 11th December 2023 at 7pm at
Hellesdon Parish Council Offices, Diamond Jubilee Lodge, Woodview Road, Hellesdon
Present:
Cllr S Gurney (Chairman)
Cllr G Britton
Cllr L Douglass
Cllr R Forder
Cllr B Johnson
Cllr D Maidstone

Also in Attendance:
F LeBon (Clerk)
G Ellis (Finance Officer)

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

1. Apologies and acceptance for absence

Apologies were received from Cllr Britcher and Cllr Smith. These were ACCEPTED.

2. Declarations of Interest and Dispensations

Cllr Maidstone declared an interest in item 5a as a paid employee of the Guide Association.
Cllr Gurney declared that she had been assisting HAHA with a grant from Broadland Council..

3. To Approve the Minutes of the Meeting Held on 27th July 2023
Minutes had been circulated from the meeting held on 27th July 2023. These were AGREED as
a true and accurate record of the meeting.

4. Public Participation

No public present at the meeting.

5. To Consider Grant Applications under the Good Causes for Hellesdon Fund
a) Hellesdon Scouts
A grant application to contribute to an outside covered area for workshop skills was
considered. It was AGREED that whilst the physical project met the criteria for funding, the
accounts for the scout group showed a surplus that could facilitate the cost of the project
therefore the grant application was declined. Cllr Maidstone abstained from the vote.
b) Hellesdon Allotment Holders Association
A grant application to contribute to a community hut on the allotment site was considered.
Discussions occurred as to the total cost of the project, the funding already achieved, and the

Approved…………………………………………………...…

Date………………………………………

HPC Property, Policy & Resources Committee Minutes 11th December
2023
 account balance held by the organisation. A grant of £500 was AGREED. Cllr Gurney
abstained from the vote.

6. Policies to be Reviewed

The following policies were reviewed and AGREED en bloc:
a) Complaints
b) Customer Service
c) Grant Making
d) Media Relations
e) London Bridge
f) Unreasonably Persistent Behaviour

7. To consider a resolution under the Public Bodies (Admissions to Meetings) Act 1960 to
exclude the press and public for the duration of item 8 in view of the confidential nature of
the business to be transacted.
This was AGREED

Item 8 was closed to the press and public

8. 2024/2025 Budget
a) To Review Quotations and Appoint Verge Cutting Contractor for 2024/2025
The Parish Council holds a verge delegation agreement with Norfolk County Council to cut the
grass verges in Hellesdon. Hellesdon Parish Council does not have the equipment or resource
to complete the works in house, so the work is contracted out. Presently, the amount
received from Norfolk County Council enables the Parish Council to cut the verges more
frequently than Norfolk County Council is able to commit to, resulting in tidier verges and less
complaints.
Quotations were requested in November 2023, and were added to contracts finder for
openness and transparency. Two responses were received as follows:

     Description of Works               Contractor 1                            Contractor 2
     Verge Cutting (10 cuts              £9684.43                                £12845.50
     in the growing season)
     For each additional cut              £968.44                                 £ 1284.55
     on request

It was AGREED to appoint Contractor 1 for the verge cutting contract in 2024/2025.

b) To Review Earmarked and General Reserves Balance
It was established that the predicted general reserves as of 31st March 2024 would be in the
region of £307,954.67 (after all expenses, projects and financial reserves management
contingency were considered). It was AGREED to recommend to Full Council that £223,915.36
be allocated to various projects and sinking funds in Earmarked Reserves. It was further
AGREED to recommend to Full Council that the amount of £130,000 as stated in the Financial
Reserves Management Policy as being adequate to run the council for three months, be
increased to £150,000.

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HPC Property, Policy & Resources Committee Minutes 11th December
2023
 c) To Consider 2024/2025 Budget and Associated Precept
Members considered feedback from committees and how their budgets worked into the
all round budget figure for the council. They also considered forthcoming projects and
how these projects could be accommodated utilising reserves. Using reserves to update
the assets of the Parish Council would also reduce the maintenance costs in the near
future.
After reviewing all budget items and making associated amendments, the budget AGREED
to be recommended to full council for 2024/2025 was £727,103.81. With anticipated
income a precept of £598,826.67 would be required. With a tax base of 3930 this would
mean a Band D of £152.37 per annum, an increase of £7.20 per annum which equates to
4.96%
d) To Consider Options for Improved Interest Rates
Two different options were provided for a better return on the Parish Council’s savings.
These were in the form of either a Barclays Bond or a CCLA investment account. It was
AGREED that both options should be utilised. The Clerk and the Finance Officer will review
the level of savings and return to the council with a recommendation of investment in
both accounts.

The Meeting was reopened to the Press and Public

9. Items for the Next Agenda and for Other Committees

No matters raised

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

The meeting closed at 8.15pm.

Approved…………………………………………………...…

Date………………………………………

HPC Property, Policy & Resources Committee Minutes 11th December
2023