02-28-02-2022-Events.pdf

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 Hellesdon Events Committee
Held on Tuesday 28th February 2023, 4.00 pm in the Council Chamber

Present at the Meeting
Cllr L. Douglass
Cllr R. Forder
Cllr B. Johnson
Cllr D. Britcher
F. LeBon - Clerk
L. Pointin – Senior Admin Officer
J. Jenkins - Compere

Welcome
The Chair welcomed the members present along with Jack Jenkins the Master of Ceremonies for the 24th
June 2023.

1. Apologies and acceptance for absence
Apologies were received from Cllr S. Gurney.

2. Declaration of Interest and Dispensations
No dispensations or declarations were made.

3. To receive approval of the minutes of the committee meeting held on Monday 24th January 2023.
Minutes were circulated and AGREED by those present at the meeting held.

4. Public Participation (as permitted by Standing Order 3.d & 5.k. xiii)
No member of the public attended the meeting.

5. Easter Trail 2023
The Clerk and Senior Admin Officer will do some work on a trail with clues which will be published as an
event on Facebook as well as Just Hellesdon, the event will run from the 3rd April – 16th April 2023.

6. Coronation Competitions
Although the idea of having competitions for the Coronation is positive, there is concern around community
engagement as Monday the 8th May is the ‘Big Help’ day.
The clerk has suggested commemorative gifts which could be given to primary school / junior and senior
school students, a wildlife seeds packet, a pin badge or other keepsakes.
This is now to be taken to Full Council to explore further ideas.

7. Summer Fayre 2023
• Senior Admin Officer to see if Dimascio are able to provide 2 vans on the day.
• There seems to be an issue with vendors not having an electricity supply, the suggestion is always
that they hire a generator. We have two power outlets on the recreation ground, it is preferable
these are not used. Consideration would need to be given to pitch hire if the Parish Council is
supplying electricity.
• Cakes by Lauren has confirmed attendance to Cllr Douglass.
Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 28th February 2023
 • It has been agreed that this year we will not have a dedicated band.
• We will be running the same competitions as the previous year with additional activities of a Hobby
Horse Derby and Wellie Wanging. The Wellie Wanging will take place in the tennis courts so as to
avoid any mishaps. This can be for all age groups, donations will be required for wellington boots
but will avoid asking through Facebook to ensure we are not deluged with them. The fence will
have markers for varying distances. There will be 3 age groups; up to 8 years old, 8 to 14 years and
adults.
• Prizes for Wellie Wanging will be £25 Amazon gift vouchers for each group and will be purchased
out of the 2022 / 2023 budget.
• Senior Admin Officer has been looking at the cost of tug-of-war rope which is quite expensive and
we are now faced with the issue of being unable to purchasing items without a debit / credit card.
The Clerk advised that we have an account with Harrod so this is an avenue to explore for
purchasing the tug-of-war rope as this is to be the main event for the games.
• Senior Admin Officer to look at shields for tug-of-war which will be awarded to the winning team,
this will be an annual main event.
• Contact will be made with U-Fit to see if they are able to run ‘Beat the Goalie’ as this was quite
popular last year.
• Jack Jenkins will be Master of Ceremonies, he has suggested that demonstrations are given of the
races by councillors / volunteers as a warm up.
• A tablet will be used to take down entrants names for the competitions.
• A PRS licence will be required for the event, Senior Admin Officer to establish what method music
can be placed with though the PA system.
• Races will have heats and last approximately 45 minutes.
• 3 legged race will be soley for adults and children.
• Egg and spoon for under 10’s and over 10’s.
• It was agreed that Tug-of-War would be for children and adults but only the adults winning team
will receive medals and a trophy (to be kept at the Parish Office / Community Centre).
• A suggestion was made that the winning adult team could then battle as many children that are
willing to come forward for a final ‘fun’ game.
• For the Hobby Horse Derby the prize will be a bouquet of flowers for adults and a bouquet of
chocolates for children.
• Sticker and lollipops will be purchased as these were popular last year.
• Cllr Britcher to provide contact details for Thai food van and Cllr Johnson to provide contact details
for Jacket Potato van.
• Cllr Douglass to make enquiries regarding a bouncy castle as this could be a big attraction for the
event.

8. Exchange of Information
No matters raised

9. To confirm the date, time and venue of the next meeting
Tuesday 28th March 2023 @4pm.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 28th February 2023