02-CC-Committee-Minutes-01.11.2023

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 Hellesdon Community Cafe Committee meeting
Thursday 1st November 2023 7pm
at Hellesdon Parish Council Chamber, Diamond Jubilee Lodge

Present
Cllr S. Smith (Chair of committee)
Cllr R. Forder
Cllr S. Gurney
Cllr B. Johnson

Also in attendance:
Mrs F. LeBon (Parish Clerk)

Welcome

The Chairman opened the meeting at 7pm and thanked everyone for attending.

1. Apologies and Acceptance for Absence

Apologies were received from Cllr Douglass.

2. Declarations of Interest and Dispensations

None raised.

3. To Agree the Minutes of the Meeting of 22nd June as a True and Accurate Record of the Meeting.
The minutes were AGREED following a proposal from Cllr Gurney and a second from Cllr Forder.

4. Public Participation

There were no members of the public in attendance.

5. To Consider Fund Raising Event Request in the Cafe

It was reported that requests are being received to hold fund raising events in the foyer on the days that the
café is in session, so as to have a captive audience. The committee discussed the merits of supporting
charitable organisations but also the balance of the café customers not feeling like they have to participate
in a charitable event. There were also concerns about the perception of prioritising some charities over
others. It was AGREED that charities should not be permitted to fund raise in the café.

6. Community Fridge
a) To Receive Update on Community Fridge since launch.
The Fridge receives very generous donations from the Premier Store on Reepham Road, and can still be
supported by the free fruit and veg grant from the Broadland Healthy Eating Fund. Two large potential

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 suppliers, Fareshare and Neighbourly, continue to process the Parish Council’s respective applications,
although the former has been outstanding since July. The Clerk is to press these organisations to process the
applications.
The Parish Council has been accepted to used ‘In Kind Direct’, a site where toiletries can be purchased at
very low cost, and a grant application has been placed with the Veolia Sustainability Fund to make purchases
from this site. It has also been recommended to open an account with Foodiverse, which is a similar system
but with food products. The Clerk is to find out when a decision on the Veolia grant will be made.
An appeal can also be made on social media.
b) To Receive Report into Community Fridge Abuse and Consider Sanctions
A report was received by members about the abuse of the community fridge by a member of the public,
causing food to be wasted and those most in need to miss out. Other considerations were raised about
reported abuse at other sites. Sanctions in the form of reduced visits to the fridge and a restriction on items
taken had already been put in place, but have had little impact, and it is impossible to monitor the fridge
permanently. The following was AGREED:
1) That the Fridge should be moved to inside the foyer (site to be agreed).
2) That the Fridge should only be open during café hours.
3) The parishioner in question should be barred from the Fridge as there was not a need identified for use,
and the impact it was having on other Fridge users.

7. To Agree Christmas Closure Days for Cafe

It was AGREED that the café should be closed during the week between Christmas and New Year. For the
following week, opening hours should be:
Monday 1st January 2024 – closed for Bank Holiday
Tuesday 2nd January 2024 – Prep Day
Wednesday 3rd January 2024 – Café open as usual
Thursday 4th January 2024 – Café open as usual

8. Finance
a) To Receive Stock Taking Report for Half Year
The stock taking report had been circulated to members showing a GP of 41%
The wastage was analysed and it was AGREED to try and sell end of life stock at a 50% discount. It was
further AGREED to conduct a customer survey, as the café had now been open for a year.
b) To Receive Half Yearly Finance Report for the Café
The half yearly finance report had been circulated to members. Discussions occurred as to the intentions of
the café was to precept for staffing costs so that the café can remain a community service.
It was noted that the opening hours of the café means that it does not benefit from economies of scale. It
was always the intention to open the café more days. The Clerk is to look at the staffing figures for four day
opening.
c) To Agree Café Budget for 2024/2025
It was AGREED that the budget should reflect a 4 day opening:

    Income:                 £36,000
    Cost of food:           £21,240
    Consumables:            £1,750
    Cleaning Materials:     £150

Profit (ex staffing): £12,860

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9. Items for the next agenda
Four day opening
Results of customer survey

10. To confirm the date, time and venue of next meeting
To be agreed.

Meeting closed at 9pm

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