Redenhall with Harleston Town Council Clerk: Mrs. L. Ling Chairman: Mr T Graham Minutes of a meeting of Redenhall with Harleston Town Council Held by way of video conferencing. On Wednesday 20th January 2020 at 7.00pm

Present: Councillors – Trevor Graham (Chairman), Adrian Brownsea, Carolyn Malinowski, Zoe Moyse, Michael Hardy, Matt Scade, Matthew Goodswen, Lizzy Pegg and James Eddy Also, present: County Councillor Martin Wilby, District Councillor Jeremy Savage, Lynda Ling (Clerk), Rosie Riches (Office Assistant), 3 members of the public; Eileen Ryan, Russell Wilkins and Clive Digby

1. Welcome - Councillor Graham (Chair) welcomed all those present to the meeting.

2. Apologies – None

3. Declarations of pecuniary or any other Interests – None

4. Approval of minutes of the last Town Council meeting and note the draft minutes of committees.

 Finance Committee – 8th December 2020  Town Council Meeting – 16th December 2020  Leisure Centre Management Committee – 4th January 2021  Amenities Committee – 6th January 2021  Planning Committee – 18th December 2020

Following 2 minor adjustments agreement was proposed by Cllr Goodswen, seconded by Cllr Hardy ALL AGREED

5. Matters arising from previous minutes – None.

The meeting will be adjourned for public participation (maximum 20 minutes) for items to be discussed on the agenda only – No Members of the Public made any comments.

6. Reports

 Police, District and County Councillor’s reports – See attached from Cllr Wilby

Police - Cllr Graham asked for a section of the report to be highlighted in these minutes as follows:- ‘..we know lockdown is tough and we’re all making sacrifices to adhere to the rules and guidelines, however, it’s important to remember we all have a part to play in helping to stop the spread and support public services. Last weekend alone, we issued 31 fines and 96 warnings for breaches of health protection regulations. This included fines for a man who had five other people from different households in his car, a woman who had driven from Colchester to Norwich to deliver a birthday present, a man who travelled from Peterborough to Wells for a walk and three friends who had travelled from Thetford to

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Great Yarmouth for a day out. There still seems to be a degree of non-compliance, with 13 fines issued yesterday…’

Cllr Savage: Flooding severely disrupted the lives of many people on the evening of 23rd December, 15 homes in Redenhall were flooded out and cars parked on drives written off. Cllr Savage and Mike Pursehouse have written to the County Council and various river boards to ask why this has happened. The situation on the 23rd December was exacerbated by the sluice gates being closed at Beccles due to an expected high tide, this then allowed the water to back up and caused the flooding to properties, life had been endangered with one person being taken to hospital as a result. The bridge over the A143 has been weakened and is now single track controlled by traffic lights. Damage has also been caused to the road near the water tower. Continued wet weather will present further flood risks. However, no reports were received of flooding in Harleston Town Centre, and Cllr Wilby commented that 2-3 years ago a new drainage system was put into the Thoroughfare which seems to have helped take the water away. Serious flooding was also reported between Harleston and Weybread. Cllr Graham suggested that emergency procedures need to be put into place and plans are underway to draw this up. Consideration needs to be given when developers want to build new homes, good photographic evidence could be used. Cllr Savage reported that the COVID19 vaccinations are underway in both Poringland and the Castle Mall Norwich where lack of privacy was a concern, it is hoped that the redundant GP surgery in Paddock Road Harleston can be utilised to offer COVID19 vaccinations. Police also reported that fliers are circulating re Anti Vaccine group. A COVID19 car has been deployed in local areas by the police authority with the aim of breaking up congregating groups.

 Chairman’s report It is hoped that Leisure Centre classes can be carried out via Zoom soon. The planning application south of Harleston on Redenhall Road was discussed at a recent planning meeting, it was disappointing that although the press had been invited, they did not attend.  Councillor reports - (for information only) Cllr Brownsea - there have been a number of flood issues on areas designated as flood plains out of town. COVID19 vaccination, there is much concern amongst the people of Harleston when many of the over 80’s have not been called as yet, the media reports that in many areas those over 70 years of age are now being called. The statement issued by Harleston Medical Centre on their website has not helped. Cllr Pegg - Harleston Medical Centre is not digitally compatible, meaning the surgery has to physically walk prescriptions down to the chemist, SN Help Hub have tried to talk to the practice manager, it was agreed that the Clerk should contact the practice manager. Action – Clerk Cllr Scade - Borderhoppa has permission to take patients to Poringland in order to receive the vaccination now, as it was previously out of its area to operate.  Clerks report - None

7. Reports

 Update on monthly income and expenditure Cllr Malinowski - There is not a great deal to say about month 8 but we are now receiving grants, Local Restrictions grant - £2,000.00 every 28 days recurring and Closed Business grant - £6,000.00 as a one-off payment. Cllr Graham commented that a decision by the

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Supreme Court to allow businesses to claim against their insurers for business interruption could lead to a claim for the gym. Cllr Malinowski - Month 8 on its own is not a good indicator but has completed a forecast on how this should pan out and feed into the budget for 2021/22, the deficit on the whole should be small although the gym will show a loss. Cllr Hardy - has any progress been made with the football club re costs of changing room refurbishments, Cllr Malinowski and the Clerk have requested a meeting with Adam Mullin. This will be discussed at the Leisure Centre Management Committee. Cllr Hardy thanked Cllr Malinowski for all her hard work in producing the budget, this was endorsed by Cllr Graham.

 Approval of items of expenditure invoiced since the last meeting - Cllr Brownsea, the payments to Cozens and Sonata are both shown against streetlighting, Clerk commented that this should be Cozens only, Sonata are responsible for the security system, this will be corrected. HIP grant was delayed this year because of problems with the cheque signatories. Following clarification, the expenditure was Approved. Payments made since the last meeting Town Council: £5,622.12, Cheques for signature: Petty cash/sundries .99p, BACS payments for Town Council £23,596.82 Proposed by Cllr Brownsea, seconded by Cllr Scade ALL AGREED

8. Precept and Budget

Cllr Malinowski had previously shared a spreadsheet with the draft budget and reserves which had been agreed at the previous Finance committee meeting. The Leisure Centre Management and Amenities Committees have both agreed their budgets within this document. A big push for the gym membership is planned when the current lockdown is lifted, as it is certain the gym income will be reduced next year as it has during 2020 due to COVID19. After much discussion at the Finance Committee, it was agreed to put forward for recommendation to full council agreement to the budget as presented Proposed by Cllr. Malinowski and seconded by Cllr. Eddy. MAJORITY AGREED

To resolve to agree 2021-22 Precept request as recommended by the Finance Committee - After much discussion at the Finance Committee, the recommendation put forward for full council to consider and agree was the precept request to South Norfolk Council remaining the same as this year which is £334,947 (£198.78 cost to the resident) which equates to 0% increase in Redenhall with Harleston Town Council’s cost to the residents of this town. In normal circumstances this should increase in line with inflation, however, under the current health emergency many people are facing hardship and reduced income so it was decided to keep the cost to the resident the same as the previous year. Proposed by Cllr Scade, and seconded by Cllr Goodswen ALL AGREED

Cllr Hardy asked if this could be put onto the website showing the precept request will remain the same, Cllrs agreed.

9. Committee reports

 Finance Committee – Budget and Precept request as previously discussed during this meeting.

 Leisure Centre Management Committee – Cllr Malinowski reported that the old Crittall and wooden windows and doors are in need of replacement, the committee are evaluating the quotes for this, making sure they are like for like. The next project will be to convert the main front doors to allow better access for all. The extractor fans have yet to be fitted in the gym. Ducks on the recreation grounds will be caught, their wings clipped and moved to a more suitable location once the license is in place. All gym staff are on furlough once again.

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 Amenities Committee – Cllr Brownsea - there is no accurate street lighting figure as yet. Contributions towards the cost of the car park from surrounding parishes have been coming in and total in excess of £1,000 The toilets are temporarily closed at this time, due to COVID19 lockdown, if a vaccination centre is set up close by this will be looked at again.

 Executive Committee – Recruitment of a Town Clerk and Deputy Town Clerk; the scope for advertising has been extended. The current Clerk will retire in August 2021.

 Planning Committee – Cllr Hardy (Vice Chair) at the meeting held earlier today a number of applications were heard. The committee is keeping its own data base of decisions made by both RwHTC and SNC. Old Chapel Yard – Amendment was discussed to be able to use modern materials, the committee thought it would not be suitable and in keeping with the area, this will be fed back to SNC.

10. Working Group Reports

 Neighbourhood Plan – Cllr Malinowski - The NP is in the process of gathering an evidence base and the group is consulting with organisations, to identify key issues to be followed up by a household survey. A professional organisation is working on Design Codes. A housing needs analysis is also being carried out. Design survey questionnaire will go out to every home in Harleston asking what issues should be explored further concerning planning developments, this is proposed to be by way of letters through doors in March allowing 2 weeks for replies. Cllr Brownsea enquired how many years ahead the plan would cover, and it is frowned upon at government level to have mass mailings at this time. Cllr Malinowski replied the plan will cover approx. 20 years.

 Kindness Help Hub – Cllr Pegg - The Lord Lieutenant of Norfolk wants to personally to recognise the Help Hub for what they have done over the past 10 months. 259 “Hug in a Box” were given out over the festive period with good feedback, this has helped re-engage with people during the 2nd lockdown. Christmas cards delivered to every address were also a great success. Currently Help Hub volunteers are dealing with 30-50 jobs a week between 35 plus helpers, doing shopping, collecting prescriptions. Electrical problems caused by the flooding were also dealt with. Monthly meetings are being held with SNAB, South Norfolk and other community groups who as a collective will move into SNAB CIO a charitable incorporated organization. They will all be SNAB individual groups under the umbrella of CIO, this means any monies held by HTC will go over to SNAB and ring fenced for Harleston’s use, the cost will be met by a grant to do this, insurance for volunteers will be included. Cllr Brownsea asked If council acts as a conduit for money to avoid disputes with the auditor any movement of money needs to be officially recorded. Cllr Pegg responded that it is kept private and secure. Cllr Scade remarked that approx. 50 individuals are not able to access funding individually but as a CIO will be able to as a whole. Cllr Pegg informed members that approx. 1.42 million pounds is currently available for warm homes grants in SNC although there is a limited time left to apply.

11. General items for discussion and agreement

 Actions to be allocated for Transparency Code – Defer to next meeting.

 Update on proposed Briar Farm development as a result of recent discussions with the developer – A meeting was held earlier with Scott Development Properties with members of the Planning Committee together with Councillor Malinowski, Rachel Leggett and Andrea Long attending on behalf of the Neighbourhood Plan group. Changes have been made to the access route with a roundabout proposed near to the entrance of the industrial estate, the developer listened to concerns from the Town Council. The current mix of proposed housing is very generous: 40% for the general market, 40% affordable rental

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market and 20% affordable housing for home ownership. Provision has been made for retail and allocation of land for community use. There will be a public consultation in the spring.

 Update on staff recruitments for the council office – Covered previously in this meeting.

 Christmas Tree – a request from Kindness Help Hub – Cllr Pegg spoke about a “Hope Tree” where laminated notes could be attached to the tree as it will have to remain in situ at this time due to current lockdown. It was agreed to consult JD Youngs who had paid for the tree to get their approval first. Proposed by Cllr Pegg, seconded by Cllr Scade MAJORITY AGREED

 Discussion on any items relating to the town, town centre, businesses and road restrictions – Flooding issues had been covered during this meeting - Nothing further to report on the town centre.

 Resolution to appoint councillors on committees if required – it was agreed to add Cllrs. Pegg to LCMC and Amenities Committees and Cllr. Eddy to Finance and Planning Committees

9.00pm - It was resolved to continue the meeting for a further 15 minutes.

12. Significant correspondence – See attached; plus, the TTO for Bullock Fair close car park will remain as temporary until December 2021.

Date of the next meeting - Wednesday 17th February 2021 by means of video conferencing.

Meeting closed at 9:15pm Signed T Graham Date 17 February 2021

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HARLESTON AND REDENHALL TOWN COUNCIL 20 January 2021 COUNTY COUNCILLOR REPORT

First of all I wish to thank all of the local volunteers and emergency services that helped out in the recent serious flooding that we had over the Christmas period in our town and surrounding villages.

It was the worst flooding for many years and a review of how all agencies and authorities performed and worked together during this emergency will take place, also looking at how to prevent such devasting events happening again. Please report flooding of properties to [email protected]

Staff at NCC have been asked if they will work in Norfolk's hospitals to help cope with the pressure of treating so many people with coranavirus. Through the Norfolk Resilience Forum NCC has been asked for up to 200 staff that can assist with non-clinical roles within Norfolk's hospitals.

Wide-ranging plans to reduce the county council's carbon emissions from 11.6 million tonnes per year to zero by 2030 have been unveiled. Last year, the council adopted an environment policy. An update report to the council's cabinet reveals a series of measures are underway, including:

• Plans to plant 1 million trees over five years, working with partners, communities and landowners

• A £1.5 million investment in active travel, including cycling and walking

• Development of plans to demonstrate environmental best practice on the county council's Burlingham Estate

• Work with Norwich city Council and UK Power Networks on on-street electric car charging points

• Further work to install LED streetlights across Norfolk

The council is also supporting development of a Norfolk and Suffolk 25-year Environment Plan to protect, conserve and enhance the region's environment

Upgrades to 15,000 main road streetlights across Norfolk, starting in 2021, is the next step in a successful scheme that has already seen CO2 emissions cut by 1,200 tonnes as a result as a move to LED technology over the last two years. More than 39% of all the streetlights that are owned by NCC have now received an upgrade with the next 15,000 set to add to that total staring early 2021

Over the last two years more than 11,000 lights have received an upgrade in a project that has seen NCC receive national recognition for its work, alongside partner Amey, receiving the CIHT East of England Sustainability Award in 2019. For each light that is upgraded to LED lights the average percentage energy saving is over 70%. Many of the LEDs can also be controlled remotely saving on staff and time.

Ash Dieback

A report came to NCCs cabinet in January which provided an update on the ongoing work, at a local and national level to tackle the worsening problem of the disease threatening one of the country's favourite trees. Expert studies now suggest that by 2023 half of all the 168,000 roadside ash trees will have advanced decline. The majority of those ash trees are privately owned with just over 20,000 owned by the county council. It's estimated that the cost of carrying out tree safety work, key biodiversity enhancement projects, strategic habitat restoration, awareness raising among landowners, inspecting and reporting, will be £1m over the next two years. The report stated that the overall programme is likely to run for many years beyond this initial period so NCC will develop a comprehensive 10-year programme.

NCC are working on a project to develop a team of Community Safety and Well-being Champions across Norfolk. The team of volunteers will help reduce the risk of fire, social isolation and loneliness, for our vulnerable residents, by performing fire checks in their local area. As part of the project, we would like to transform the local fire stations from being isolated buildings, to Community Hubs; owned by the community, for the community. For the pilot, we have engaged with Harleston Men’s Shed and offered them the opportunity to have a piece of land behind the Fire Station, to build their shed on. The members will be able to volunteer to become Community Safety and Well-being Champions and undertake training, to carry out fire checks. Whilst carrying out these checks, the individuals will also be able to recognize and highlight if a person is at risk and engage the appropriate service.

Best Wishes, Martin Clerks report – Item 7 January 20, 2021

Happy New Year to everyone – hope you all had a decent Christmas and New Year!

1. Up and coming road works in and around Harleston –

Due to recent flooding, there has been a couple of Emergency TTRO’s issued by Norfolk County Council, namely:-

 Work on an undermined carriageway – Low Road/Shotford Road/Mendham Lane – see attached Order for more details.

 3 way traffic lights on A143 Bungay Road, Redenhall with Harleston -

Emergency 3-way traffic lights have been put in place on the A143 Bungay Road just north of Redenhall roundabout. This is to allow traffic to continue to safely use the bridge while inspections and any necessary repairs are carried out. There is significant undermining to the right-hand corner of the wing wall and the deck slab, which was caused by the recent floods. The 3-way lights mean the A143 is restricted to a single lane over the bridge; Highways have closed the westbound lane which runs over the damaged (southern) section of the bridge.

The lights are expected to remain in place for the foreseeable future as water levels need to drop sufficiently to allow for further inspection of the structure, works to be programmed and then for repairs to be carried out.

These 3-way lights restrict the A143 to a single lane with adjoining traffic from Church Lane also being controlled under the 3-way lights. The A143 bridge crosses a tributary which feeds into the River Waveney.

 19th January 2021/20th January 2021 – Exchange Street – Anglian Water – Road Closure

2. Council staff and building –

The Leisure Centre building is closed to members of the public as is the gym in accordance with Government guidelines, it is uncertain at this time when the building and gym will be reopened. The gym staff are taking annual leave during the month of January to use the majority of the annual leave that has accumulated during previous lockdowns.

The office staff are all working from home and the Town Council office phone has been diverted to my home phone. All office staff are contactable via email.

Rosie Riches - [email protected]

Tracey Betts – [email protected]

Myself – [email protected]

The Maintenance Team are still working normal hours as usual, are on site, and are continuing with their individual responsibilities. Steve Cox’s works contact number is 07804125304, and my mobile number should you need it is 07810208755.

3. Rough Sleeper Count - The project has been extremely busy following the annual count conducted in November and is trying to meet the challenges presented by the recent weather conditions and the ongoing pandemic. South Norfolk and Broadland Councils are continuing to connect with rough sleepers to ensure that they have safe and suitable accommodation available as well as ongoing support.

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Clerks report – Item 7 January 20, 2021

As part of the Rough Sleeper Initiative funding the District Council have received from the Ministry of Housing, Communities and Local Government they are required to undertake bi-monthly counts of the rough sleeping population in South Norfolk & Broadland.

Both councils will be carrying out an estimate-based survey for the night of the 31st January 2021 into the morning of the 1st February 2021.

Some assistance is needed with the survey by town and parish councils, so please let me know whether you are aware of any individuals who slept rough on the night of the 31st Jan into the morning of the 1st Feb within the South Norfolk Council area so that I can complete the survey on your behalf. If you have any information, please provide it to me asap after 1st February as the survey has to be completed shortly afterwards. Thank you for your co-operation.

Lynda Ling

Town Clerk

18th January 2021

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HARLESTON AND REDENHALL TOWN COUNCIL 20 January 2021 CHAIRMAN’S REPORT

This month has been a very challenging time for everyone as we moved into another period of national lockdown and we experienced local flooding issues. This has highlighted the need for good rainwater management in future planning applications especially in relation to larger scale sites. There has been correspondence from South Norfolk Council work with local councils to develop procedures to be followed in the event of future flooding issues.

As I reported in December the Leisure Centre teams have developed the ability to hold online gym classes. The potential use for this has unfortunately arisen as we have moved into another period of national lockdown. The work in preparation was well invested.

Hopefully you enjoyed the wonderful things which took place during the socially distanced ‘Christmas in Harleston’ put together by many organisations across the town. Among other things through the Christmas Lights Working Party and Kindness Help Hub the Town Council ran a competition for the best decorated house. Wonderful displays were showcased on our website and the winners announced earlier this month.

You may have seen our name in the press recently. A meeting of the planning committee in December to discuss a proposal for 110 home South of Redenhall Road attracted a larger than normal audience. The application has also attracted a larger than normal number comments on the SNC planning portal. At the meeting, we listened to public concerns, raised our own and concluded to object to the application. This decision has made the local press.

I announced last month that as Lynda Ling our Town Clerk is planning to take early retirement next year we have started looking for a replacement and also someone for the

Trevor Graham Chairman Redenhall with Harleston Town Council