MERGED-PACK-WITH-NUMBERS-2.pdf
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Agenda Item 2
Declaration of Interests and Dispensations
Meeting Guidance
Non participation in case of disclosable pecuniary interest
Where a matter arises at a meeting which directly relates to one of your Disclosable Pecuniary
Interests, you must disclose the interest, not participate in any discussion or vote on the matter and
must not remain in the room unless you have been granted a dispensation. If it is a ‘sensitive
interest’, you do not have to disclose the nature of the interest, just that you have an interest.
Dispensation may be granted in limited circumstances, to enable you to participate and vote on a
matter in which you have a disclosable pecuniary interest.
Where a matter arises at a meeting which directly relates to the financial interest or wellbeing of
one of your Other Registerable Interests, you must disclose the interest. You may speak on the
matter only if members of the public are also allowed to speak at the meeting but otherwise must
not take part in any discussion or vote on the matter and must not remain in the room unless you
have been granted a dispensation. If it is a ‘sensitive interest’, you do not have to disclose the nature
of the interest.
Disclosure of Non-Registerable Interests
Where a matter arises at a meeting which directly relates to your financial interest or well-being
(and is not a Disclosable Pecuniary Interest) or a financial interest or well-being of a relative or close
associate, you must disclose the interest. You may speak on the matter only if members of the public
are also allowed to speak at the meeting. Otherwise you must not take part in any discussion or vote
on the matter and must not remain in the room unless you have been granted a dispensation. If it is
a ‘sensitive interest’, you do not have to disclose the nature of the interest.
Where a matter arises at a meeting which affects –
a. your own financial interest or well-being;
b. a financial interest or well-being of a relative or close associate; or
c. a financial interest or wellbeing of a body included under Other Registrable Interests
you must disclose the interest. In order to determine whether you can remain in the meeting after
disclosing your interest the following test should be applied
Where a matter affects the financial interest or well-being:
a. to a greater extent than it affects the financial interests of the majority of inhabitants of the ward
affected by the decision and;
b. a reasonable member of the public knowing all the facts would believe that it would affect your
view of the wider public interest
You may speak on the matter only if members of the public are also allowed to speak at the
meeting. Otherwise you must not take part in any discussion or vote on the matter and must not
remain in the room unless you have been granted a dispensation.
If it is a ‘sensitive interest’, you do not have to disclose the nature of the interest.
1
Dispensations
A member knowingly having a DPI in any matter to be considered at a meeting of the authority (or
one of its committees, sub-committees, joint committees or joint sub committees) must not take
part in any discussion nor vote on the matter at the meeting (section 31 of the Localism Act 2011).
That is unless that member has obtained a dispensation from the authority in question which (per
section 33 of the 2011 Act) may be granted in specified circumstances for up to four years on written
request from the member in question to the proper officer. These circumstances are specified in
section 33(2) and in summary are that:
• Without the dispensation, the proportion of those prohibited from participating in
the relevant business would be so great as to impede the transaction of that
business or the representation of different political groups on the body in question
would be so upset as to alter the likely vote outcome on the relevant business;
• A dispensation is in the interests of those living in the authority’s area;
• Under executive arrangements and without the dispensation, each member of the
executive would be prevented from taking part in any particular executive business;
• It is otherwise appropriate to grant a dispensation.
2
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 the Meeting of Hellesdon Parish Council
held on Tuesday 8th November 2022 at 7pm
at The Council Chambers, Diamond Jubilee Lodge
PRESENT:
Cllr S Gurney (Chair) Cllr W Johnson
Cllr K Avenell Cllr G Britton
Cllr S Bush-Trivett Cllr G Diffey
Cllr L Douglass Cllr D Fahy
Cllr R Forder Cllr U Franklin
Cllr M Fulcher Cllr D King
In attendance: Mrs F LeBon (Clerk), District Cllr S Prutton and six members of the public.
WELCOME – Cllr Gurney welcomed Councillors and members of the public to the meeting.
1. Apologies and Acceptance for Absence
Apologies for absence were received from Cllr D Britcher, Cllr R Potter, Cllr R Sear and Cllr P
Sparkes. These were ACCEPTED.
2. Declarations of Interest and Dispensations
Cllr Douglass declared an interest in item 10a, as a resident of Drayton Wood Road.
Cllr Avenell declared an interest in item 10a, as a resident of Drayton Wood Road.
Cllr Diffey declared an interest in item 11, as an employee of Norfolk Library Services.
3. Minutes from Full Council meeting held 11th October 2022
The Minutes of the Full Council meeting held on 11th October 2022 had been previously circulated.
It was RESOLVED TO ACCEPT these Minutes as a true and accurate record of the meeting.
4. Public Participation
A presentation was given to provide more details regarding concerns about traffic along Drayton
Wood Road (item 10a). Members of the public also contributed to this matter raising concerns
about verbal abuse from drivers, speeding and high traffic volumes. The public preference would
be for this road to be access only or, at the very least, a 20mph speed limit put in place.
Cllr Gurney advised that approximately £30,000 had been spent on Drayton Wood Road and the
current traffic management features were deemed by Norfolk County Council as being correct in
terms of design.
5. Reports
a) Clerk’s Report
This had been previously circulated. Cllr Bush-Trivett queried what signage was needed for
Cottingham’s Park. The Clerk advised that signage would clarify who to contact in the event of a
problem in this area, who to contact in the event of an emergency and location details to assist the
emergency services. This report was ACCEPTED.
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 8th November 2022
3
b) Verbal Report from District and County Councillors
Verbal updates were provided as follows:
• Cllr Prutton reported that she had attended a presentation to the Dementia Club of £300,
which will enable them to expand into the community centre should it be required. This
money was from a ‘Keep it Going’ Grant obtained by Cllr Gurney from Broadland Council.
• Cllr King reported that personal circumstances had prevented him from attending
meetings, however he is keeping abreast of council business remotely as much as
possible.
• Cllr Gurney reported that the South Norfolk and Broadland staff are due to move into the
Horizon building shortly. The cost of the purchase was £7.1m, which was divided
between the two councils. Thorpe Lodge is now on the market to help offset the cost to
Broadland Council.
The Broadland Community Hearts Awards have been presented.
• In her role as County Councillor, Cllr Gurney reported that discussions about devolution
have restarted. The county council is in the process of setting the precept, and Holt Hall
has been sold to Greshams School.
c) Verbal Update from Chairman
Cllr Gurney reported that she will be attending Remembrance Services on behalf of the Parish
Council on 11th November and 13th November.
The café has opened and has been very successful, and the community centre is starting to build
up.
She has visited parishioners to offer congratulations for a 100th birthday and a 70th wedding
anniversary.
Cllr Britton queried whether the No.30 bus service would continue. Cllr Gurney responded that
there are no plans to cancel the service, but it had not been able to run properly over the last six
months due to the roadworks on Hospital Lane.
6. Financial Matters
a) Bank Reconciliation – October 2022
It was AGREED to accept this reconciliation.
b) Earmarked reserves summary
After a query, the Clerk confirmed that £85,000 CIL had been received, but was yet to be
allocated back to earmarked reserves. It was AGREED to accept this report.
c) Payments – October 2022
The payments detailed in the written report were AGREED.
d) Receipts – October 2022
The receipts detailed in the written report were AGREED.
e) Detailed Income and Expenditure 1st April 2022 – 31st October 2022
This written report was ACCEPTED.
7. Planning Committee
The minutes and decisions arising from the Planning Committee meetings held on 11th and 25th
October had been circulated. It was RESOLVED TO NOTE THE MINUTES AND THE DECISIONS
MADE.
Cllr Gurney Declared an Interest in the Residents’ Christmas Party, as a musician playing in the Accordion
Band
8. Events
a) To Note the Decisions made by the Events Committee on 22nd October and 2nd November
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 8th November 2022
4
Cllr Douglass reported that the arrangements are now complete for the official re-opening of the
community centre on 24th November.
Arrangements for the open day on 3rd December are going well. It is hoped to get a few more
groups involved. An appeal was made for volunteers to help on the day.
The Scarecrow Festival did not have as many entries as last year and this was because a theme
was set. Next year the event will not be themed to increase participation.
An appeal was made for volunteers to help with the Residents’ party on 10th December.
11. Community Centre
a) To Receive Report on Community Centre Refurbishment Project
A written report had been previously circulated to councillors. Cllr Gurney confirmed that the
refurbishment project had been funded jointly by CIL payments from developers and a loan from
the Public Works Loan Board. The £500,000 loan was taken out at a considerably low interest
rate.
b) To Consider IT Requirements to Support Community Centre Operation
A written report had been previously circulated to councillors, providing options for telephone
and broadband within the community centre.
Cllr King raised concerns that a single broadband line for both the council offices and the
community centre could cause problems for the effective running of the council when broadband
is being used heavily in the community centre. He proposed that option 2, which included a
second broadband line, should be accepted by the council. This was seconded by Cllr Bush-Trivett
and CARRIED.
c) To Receive Report on Café Opening
A written report was provided to councillors on the early successes of the opening of the
community café.
d) To Receive Report on Progress of Warm Room
A written report had been previously circulated to councillors, which detailed the successful grant
application of £600 to start the project. Cllr Gurney thanked all parties who had helped, including
local residents who had donated furniture, books, DVDs and games. Also Norwich Airport which
had generously donated £500 to facilitate a new television and DVD player.
Tea and coffee now needs to be sourced for days when the café isn’t open.
Cllr Avenell and Cllr Douglass Left the Room
10. Highways
a) To Receive Report on Traffic Issues on Drayton Wood Road, Caused by the NDR and Consider
Actions Resulting from Report
After considering the report that had been circulated and comments raised under public
participation, it was AGREED that the report should be sent to Norfolk Country Council to
consider the concerns raised. The modelling data should also be requested for Drayton Wood
Road pre-NDR and post-NDR, unless the post NDR data was during the Covid pandemic and if so
new data should be requested.
Cllr Avenell and Cllr Douglass Re-Joined the Meeting
The Meeting was Adjourned for 10 minutes
Cllr Fulcher and Cllr Bush-Trivett Left the Meeting
b) To Receive Correspondence Regarding Asda Traffic Lights and Consider Escalation to Highways
Correspondence had been received from a parishioner regarding the difficulty in crossing the road
between Asda and Sweetbriar. It was AGREED that this correspondence should be directed to
NCC Highways.
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 8th November 2022
5
Cllr Diffey Left the Room
11. Library Protection Scheme
a) To Consider Scheme for the Protection of the Library from Vehicle Strike
A mock-up of a proposed scheme had been provided by Norfolk County Council, however Cllr
Gurney and the Clerk had requested more detailed information, especially in regards to the
ownership of the land where the scheme is proposed to be installed. It is likely that the proposed
bollards will stand on land belonging to the Parish Council therefore a legal agreement or
memorandum of understanding will be required to ensure clarification on liability.
It was AGREED more information would be required on the design and location prior to the
council making a decision.
Cllr Diffey Re-Joined the Meeting
12. Training
a) To Agree Delegates for the Norfolk ALC Autumn Conference
Details of the Autumn Conference were circulated. It was AGREED that Cllr Gurney, Cllr Douglass
and the Clerk should attend, subject to their availability on this date.
13. To Consider a Resolution under the Public Bodies (Admission to Meetings) Act 1960 to exclude
the press and public for the duration of the items 14 and 15 in view of the confidential nature of
the business to be transacted. This was AGREED.
14. Staffing
Cllr Douglass updated the meeting on the recruitment for the caretaking team. An alternative
proposal had been circulated to councillors for a position of Facilities Manager. The position,
candidate and salary scale were AGREED.
The success of the community café had brought about some additional considerations for
staffing. It was AGREED that a Café Assistant would be employed to work between 9.30am and
1.30pm whilst the café was open. It was further AGREED that the café supervisor should be
granted an extra 4 hours a week on a Monday for baking and food prep on an ‘as needed’ basis.
It was reported that there was demand for people to bring dogs into the café. It was AGREED
that, subject to a Risk Assessment, dogs should be allowed in the buggy park area of the foyer but
not in the main café area (with the exception of assistance dogs). Buggies will be permitted in the
community centre but they will not be permitted to block corridors, doorways or fire exits. The
caretakers will ensure this is enforced.
15. To Receive Update on Land Process and Consider Further Actions
Cllr Gurney updated the meeting. A meeting is in the process of being arranged, with the
Hellesdon Parish Council attendees agreed at the recent PP&R meeting.
16. Matters for the Next Agenda
No agenda items raised.
17. Time and Venue of Next Council meeting.
Tuesday 13th December at 7pm in the Council Chamber. Cllr Gurney requested that if councillors
cannot attend they should send apologies to the Clerk.
The meeting closed at 10.30pm
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 8th November 2022
6
AGENDA ITEM 5a
CLERK'S REPORT FOR COUNCIL MEETING
13th December 2022
ITEM COMMENTS
Community Centre Agenda item
The IT infrastructure as agreed at the previous meeting has been instructed, and
work has commenced.
Car Park – Community Agenda item to discuss Library Protection Scheme
Centre
Parish Council Offices No matters to report
Diamond Jubilee Lodge
Recreation Ground Agenda items under Playing Fields, Allotments and Amenities.
including Children’s Play
areas
Skate Park & MUGA It is hoped that the Smartgate for the tennis courts can be installed the week
before Christmas (subject to the co-ordination of the gate contractor and
electrician).
Meadow Way No matters to report
Mountfield Park No matters to report
Cottinghams Park Signage is required in this area – clerk to address
Allotments Agenda items under Playing Fields, Allotments and Amenities.
The planning application for the additional car parking has been validated and is
in the consultation process.
Community Orchard It is recommended that the Community Apiary and Orchard Working group
meets to agree Terms of Reference and working practices
Community Apiary It is recommended that the Community Apiary and Orchard Working group
meets to agree Terms of Reference and working practices
Cemetery Car Park No matters to report
Persimmons Homes Broadland Council is awaiting revised layout plans, then will re-consult
Public Toilets No matters to report
Litter & Dog Waste Bins Hellesdon Parish Council has raised concerns with Broadland Council over an
informal arrangement over the maintenance of litter and dog bins which have
been provided by Broadland Council.
Broadland Council has agreed to repair the litter bin on Middletons Lane (close to
junction with Nursery Close) and ‘will subsequently be writing to town and parish
councils to clarify responsibility for installation and maintenance of street bins’.
This communication has yet to be received.
Bus Shelters No matters to report
Benches No matters to report
War Memorial No matters to report
Highways The Streetscene officers are due to visit Hellesdon from 12th December.
A list of highways faults identified by councillors has been sent
Staffing Agenda item
Street Lighting Long term faulty street lights have been repaired on Amsterdam Way.
7
Events Agenda item
Meeting Dates All committee budget meetings have been held, with the exception of PP&R (in
the process of being arranged).
Health and Safety Work Nest has arranged a visit on 17th January to discuss Health and Safety.
Other Matters 1) One final form is required to change the Barclays mandate.
2) The staff continue to review all emails and paperwork to ensure they are
compliant with GDPR. Staff have been reminded that they are not
permitted to keep personal details on file ‘just in case’ and people have a
right to be forgotten.
3) The Norfolk ALC autumn conference due to be held on 23rd November
was unfortunately cancelled.
8
Hellesdon Parish Council Current Year
Bank - Cash and Investment Reconciliation as at 6 December 2022
Confirmed Bank & Investment Balances
Bank Statement Balances
30/11/2022 Active Saver 4401 341,486.18
30/11/2022 Business Current Account 2077 500.00
06/12/2022 Petty Cash 200.16
30/11/2022 Active Saver 7702 337,889.96
30/11/2022 Active Saver 4503 81,412.43
30/11/2022 Number 2 account 0958 60,481.37
06/12/2022 Cafe float 148.96
822,119.06
Other Cash & Bank Balances
20.00
822,139.06
Unpresented Payments
345.70
Closing Balance 821,793.36
All Cash & Bank Accounts
1 Current Bank Account 341,640.48
2 Petty Cash 200.16
3 Active Saver 7702 337,889.96
4 Active Saver Emergency 4503 81,412.43
5 Number 2 account 60,481.37
6 Cafe float 148.96
Other Cash & Bank Balances 20.00
Total Cash & Bank Balances 821,793.36
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08/12/2022 Hellesdon Parish Council Current Year Page 1
13:18
Earmarked Reserves
Account Opening Balance Net Transfers Closing Balance
320 EMR Play Equipment 12,190.10 -10,000.00 2,190.10
321 EMR Site Fencing 257.40 257.40
322 EMR Machinery 11,701.00 -6,000.00 5,701.00
323 EMR Hard Surface Area 15,000.00 -15,000.00 0.00
324 EMR Premises/Furnishing 1,900.00 1,900.00
325 EMR CCTV 2,026.00 1,370.00 3,396.00
326 EMR Elections 2,903.70 4,500.00 7,403.70
327 EMR War Memorial 4,380.00 4,380.00
328 EMR Burial Ground Land 10,000.00 -10,000.00 0.00
329 EMR Com Centre Contingency 15,739.68 -10,000.00 5,739.68
330 EMR Parish Poll Provision 6,000.00 6,000.00
331 EMR Mountfield Park 43,026.99 -27,564.00 15,462.99
332 EMR Good Causes in Hellesdon 4,270.00 4,270.00
333 EMR Interest on Prev 9m Depos 0.00 0.00
334 EMR HEL2** 53,127.24 -40,000.00 13,127.24
335 EMR Car Park/Paths at HCC 0.00 0.00
336 EMR Car Park Soakaway 0.00 0.00
337 EMR Driveway Sinkage 500.00 500.00
338 EMR Grit bins 1,203.62 1,203.62
339 EMR Outreach provision 0.00 0.00
340 EMR PF Ownership signs 2,500.00 2,500.00
341 EMR Precept Shortfall 13,190.00 13,190.00
342 EMR Staff contingency payments 10,000.00 10,000.00
343 EMR Privet Hedge Driveway 500.00 500.00
344 EMR Equipment & Storafe 0.00 0.00
345 EMR Bus shelter 323.00 323.00
346 EMR Green Grid 5,140.00 5,140.00
347 EMR Land Acquisition account 59,752.17 -59,000.00 752.17
348 EMR Community Engagement Reser 2,350.00 2,350.00
349 EMR IT Reserve 5,241.59 2,000.00 7,241.59
350 EMR Community Apiary & allotme 131.17 -76.82 54.35
351 EMR Events 2,054.80 2,054.80
285,408.46 -169,770.82 115,637.64
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Date Paid Payee Name Amount Paid Transaction Detail Date Paid Payee Name Amount Paid Transaction Detail
01/11/2022 Range £95.56 warm room/cafe purchases 16/11/2022 Taurus Monitoring Ltd £342.00 legionella risk assessment DJL
01/11/2022 Public Works Loan Board £8,945.20 loan repay DJL 16/11/2022 Co-oP £50.98 cafe purch r/burse
01/11/2022 Broadland District Council £147.00 business rates stores 16/11/2022 Co-oP £17.31 cafe purchases
01/11/2022 Broadland District Council £314.00 business rates tractor shed 16/11/2022 B & M Retail £294.00 xmas decs/lights/baking ware
01/11/2022 Trade UK £20.18 hose clip pack/outlet hose w/m 18/11/2022 Sum Up £1.06 card fees 17 Nov
01/11/2022 Vodafone Ltd £74.00 usage & plan 16 Sep - 15 Nov 18/11/2022 Anglian Water Business (Nation £41.59 water charges 27 Jul- 2 Nov
01/11/2022 Café reimburse £61.68 reimburse cafe purchases 21/11/2022 Norfolk County Council £63.00 DBS check
02/11/2022 Sum Up £1.00 card fees cafe takings 1 Nov 21/11/2022 Total Gas & Power £695.88 gas Oct 2022
03/11/2022 Curry's Business £463.56 tv warm room 21/11/2022 Filmbank media £143.00 PVSL Licence warm room
03/11/2022 Sum Up £0.19 card fee invoice 2129 21/11/2022 Sum up £1.07 plot 25 card fee
04/11/2022 Nisbets Catering Equipment £28.77 credit note re refund 22/11/2022 Bookers £145.53 cafe purchases
04/11/2022 Barclays Bank Plc £15.55 commission 13 Sep - 12 Oct 22/11/2022 The Photo card ID people £17.81 lanyard/photo holder MW
04/11/2022 Sum Up £0.70 card fees cafe 3 Nov 22/11/2022 Nisbets Catering Equipment £90.39 P/Ledger Electronic Payment
07/11/2022 R WELLS MEMORIALS £477.60 plaque re opening HCC 22/11/2022 ASDA £83.91 purchases HCC re open
07/11/2022 AC Leigh (Norwich) Ltd £141.16 keys cut to code 23/11/2022 Desira Group Plc £377.86 van MOT & service
07/11/2022 Cash Tills Direct £535.20 cash till cafe 23/11/2022 Sum Up £0.91 card fees 22 Nov
07/11/2022 Hugh Crane Equipment £485.80 repair floor polisher 23/11/2022 Wilko.com £58.95 Xmas crackers
07/11/2022 Milne Marketing Ltd £153.07 soap, detergents & dustbags 23/11/2022 B & M Retail £64.00 baking ppr/ containers
07/11/2022 Just Regional Publishing £540.00 Advert Just Hellesdon 2 Nov 24/11/2022 AC Leigh (Norwich) Ltd £60.00 P/Ledger Electronic Payment
07/11/2022 Nisbets Catering Equipment £81.59 knife set 24/11/2022 Allman Woodcock Ltd £420.00 HCC reinstatement cost assessm
07/11/2022 Drayton Farms Ltd £972.00 allotment rent Nov -Mar 23 24/11/2022 Earth Anchors Ltd £4,437.60 notice boards x 3
09/11/2022 Sum Up £0.36 card fee cafe receipts 8 Nov 24/11/2022 East Fire Extinguisher & Alarm £186.00 call out labour
09/11/2022 UK Fuels Ltd £199.78 diesel Oct 22 24/11/2022 Just Regional Publishing £420.00 advert Just Hellesdon
10/11/2022 Petty Cash £100.00 transfer 24/11/2022 Norfolk Association of Local C £72.00 councillor training
11/11/2022 Anglia Culinary Suppliers Ltd £785.69 cafe stock 24/11/2022 PHS Group £72.00 resite airscent burst white
11/11/2022 Broadland UK Ltd £41.16 scarecrow trail awards 24/11/2022 Pips Skips Ltd £288.00 exchange 12 yrd skip
11/11/2022 The Calypso Coffee Company £247.97 call out to coffee machine 24/11/2022 Royal British Legion £20.00 poppy wreath
11/11/2022 Custance & Son Ltd £246.00 annual service/boiler inspect 24/11/2022 Petty Cash £150.00 Top up petty cash
11/11/2022 East Fire Extinguisher & Alarm £390.00 alarm reset HCC 24/11/2022 Cafe Float £50.00 cafe purchases
11/11/2022 PHS Group £2,425.93 Sanitary Contract 24/11/2022 Total Gas & Power £23.44 elec Oct 22
11/11/2022 Mayday Office Equipment Servic £267.92 mono copies Sep - Oct 24/11/2022 Morrisons £20.00 deposit party sandwiches
11/11/2022 Norwich Electrical Co Ltd £54.00 call out charge defib light 24/11/2022 Post Office Ltd £50.00 vouchers for pianists HCC open
11/11/2022 Viking Direct £236.48 stationery 25/11/2022 Broadland District Council £624.00 business rates office
11/11/2022 B&M Retail Ltd £25.08 tea twels, grater, shaker 25/11/2022 Sum Up £0.99 card fee 24 Nov takings
11/11/2022 Sum Up £0.64 card fee cafe 10 Nov 25/11/2022 Nisbets Catering Equipment £79.17 P/Ledger Electronic Payment
11/11/2022 Bookers £136.73 Cleaning Consumables 28/11/2022 Drayton Farms Ltd £301.50 allotment rent Nov -Mar 23
11/11/2022 Street Solutions UK £385.49 50 traffic cones 29/11/2022 Party Delights £31.94 table cloths residents party
11/11/2022 Sum Up £94.80 card reader & cradle cafe 30/11/2022 A C Building Services £400.00 remove/reinstate insulation
14/11/2022 Apple.com £0.79 i pad cloud storage 30/11/2022 Arnolds Keys LLP £2,100.00 professional fees Valuation
15/11/2022 Gopak £60.00 Table Feet HCC 30/11/2022 Amazon.com £87.53 H & S Law poster
15/11/2022 Party Delights Ltd £35.93 red baqueting roll 30/11/2022 Broadland District Council £677.40 commercial waste 1 Apr-31 Mar
16/11/2022 Amazon.com £121.98 overcharge invoice 138722 30/11/2022 Broadland UK Ltd £23.75 cylinder key to pattern
16/11/2022 The Calypso Coffee Company £9.34 letter H stencil for choc shak 30/11/2022 The Calypso Coffee Company £75.95 coffee capsules single shot
16/11/2022 DD Health & Safety Supplies Lt £903.42 hand wipes 30/11/2022 Ellis Whitam Ltd £3,593.40 H & S core year 2
16/11/2022 Ernest Doe & Sons Ltd £13.99 vehicle shampoo 30/11/2022 Fabric Flare Solutions Ltd £621.18 flame treatment curtains
16/11/2022 East Fire Extinguisher & Alarm £324.00 alarm monitoring fees 30/11/2022 Greasebusters (Norfolk) Ltd £288.00 degrease kitch extraction can
16/11/2022 Norfolk Prestige Fencing £5,994.00 fencing Recreation Ground 30/11/2022 Norwich Electrical Co Ltd £446.40 switch fuse supp/new insector
16/11/2022 Osiris Technologies £586.02 IT monthly support 30/11/2022 Nisbets Catering Equipment £169.55 pump action flasks x 2
16/11/2022 The Garden Guardian £1,949.40 grass cutting instalment 30/11/2022 Norse Commercial Services Ltd £1,152.00 Security Services
30/11/2022 Origin Amenity Solutions £1,024.80 line marking paint
30/11/2022 Viking Direct £179.42 photo copy paper
30/11/2022 ASDA £30.00 Shloer HCC re-opening
30/11/2022 Lidl £24.53 gifts resident 100 b/day
30/11/2022 Whittingtons £14.91 oasis bricks,anchor tape etc
30/11/2022 ASDA £6.25 bin liners/plastic tubs
30/11/2022 Sum Up £0.97 card fee takings 29 Nov
30/11/2022 TV Licensing £159.00 warm room TV
30/11/2022 Anglian Water Business (Nation £84.58 water allotments 12 Aug-11 Nov
30/11/2022 Vodafone Ltd £74.00 charges/plan 16 Oct- 15 Dec
11
Receipts Nov 2022
Date Cash Received from Receipt Description Receipt total 01/11/2022Allotment User plot 23 rent £63.16 01/11/2022Allotment User rent plot 99 £63.16 01/11/2022Allotment User rent plot 103 £63.16 01/11/2022Allotment User rent plot 102 £63.16 02/11/2022Allotment User rent plot 121 £63.16 02/11/2022Allotment User plot 27 rent £63.16 03/11/2022Allotment User rent plot 35 £63.16 03/11/2022Allotment User plot 17 rent Oct 22 £21.91 03/11/2022Allotment User rent plot 66 £63.16 04/11/2022Allotment User rent plot 49 £63.16 04/11/2022Allotment User rent plot 118 £63.16 04/11/2022Allotment User rent plot 112 £63.16 04/11/2022Allotment User rent plot 62 £63.16 04/11/2022Allotment User rent plot 29 £63.16 04/11/2022Allotment User rent plot 44 £63.16 07/11/2022Allotment User rent plot 114 £63.16 07/11/2022Allotment User rent plot 60 £19.00 07/11/2022Allotment User rent plot 28 £63.16 07/11/2022Allotment User rent plot 122 £63.16 14/11/2022Allotment User rent plot 6 £63.16 21/11/2022Allotment User plot 25 rent £63.16 23/11/2022Allotment User plot 100 rent £63.16 04/11/2022Barclays Bank Plc loyalty reward 13 Sep - 12 Oct £1.41 07/11/2022Barclays Bank Plc interest precept account £23.52 04/11/2022Broadland District Council warm room donation £600.00 14/11/2022Casual Hire hire kitchen 26 nov £19.44 14/11/2022Casual Hire damage deposit 14 Nov £150.00 14/11/2022Casual Hire hire ML hall 26 Nov £168.48 22/11/2022Casual Hire SW room 28 Nov £84.24 02/11/2022Norwich Airpport donation re warm room HCC £500.00 01/11/2022Sales Recpts Page 1484 Sales Recpts Page 1484 £18.16 01/11/2022Sales Recpts Page 1485 Sales Recpts Page 1485 £12.08 03/11/2022Sales Recpts Page 1486 Sales Recpts Page 1486 £11.24 04/11/2022Sales Recpts Page 1487 Sales Recpts Page 1487 £259.20 04/11/2022Sales Recpts Page 1488 Sales Recpts Page 1488 £125.50 07/11/2022Sales Recpts Page 1489 Sales Recpts Page 1489 £97.20 08/11/2022Sales Recpts Page 1490 Sales Recpts Page 1490 £59.88 08/11/2022Sales Recpts Page 1491 Sales Recpts Page 1491 £12.14 10/11/2022Sales Recpts Page 1492 Sales Recpts Page 1492 £58.32 11/11/2022Sales Recpts Page 1493 Sales Recpts Page 1493 £401.28 14/11/2022Sales Recpts Page 1494 Sales Recpts Page 1494 £84.00 14/11/2022Sales Recpts Page 1495 Sales Recpts Page 1495 £45.36 14/11/2022Sales Recpts Page 1497 Sales Recpts Page 1497 £145.80 14/11/2022Sales Recpts Page 1498 Sales Recpts Page 1498 £116.64 07/11/2022Sales Recpts Page 1499 Sales Recpts Page 1499 £28.50 07/11/2022Sales Recpts Page 1500 Sales Recpts Page 1500 £77.76 07/11/2022Sales Recpts Page 1501 Sales Recpts Page 1501 £207.36 17/11/2022Sales Recpts Page 1502 Sales Recpts Page 1502 £189.56 18/11/2022Sales Recpts Page 1503 Sales Recpts Page 1503 £42.00 21/11/2022Sales Recpts Page 1504 Sales Recpts Page 1504 £194.40 23/11/2022Sales Recpts Page 1505 Sales Recpts Page 1505 £230.40 01/11/2022Takings - Cafe cafe cash takings 1 Nov £71.90 02/11/2022Takings - Cafe card takings 1 Nov £59.60 03/11/2022Takings - Cafe cash takings 3 Nov £86.65 04/11/2022Takings - Cafe card receipts 3 Nov £41.20 08/11/2022Takings - Cafe cafe cash takings 8 Nov £70.40 09/11/2022Takings - Cafe card receipts 8 Nov £21.30 10/11/2022Takings - Cafe card receipts 10 Nov £39.40 11/11/2022Takings - Cafe cash receipts 10 Nov £114.60 15/11/2022Takings - Cafe cafe cash takings 15 Nov £81.25 17/11/2022Takings - Cafe card receipts 15 Nov £59.00 17/11/2022Takings - Cafe cash takings 17 Nov £88.00 17/11/2022Takings - Cafe card takings 17 Nov £63.00 22/11/2022Takings - Cafe cash takings 22 Nov £87.75 22/11/2022Takings - Cafe card receipts 22 Nov £54.10 22/11/2022Takings - Cafe card receipts 24 Nov £58.50 24/11/2022Takings - Cafe cash takings 24 Nov £163.80 29/11/2022Takings - Cafe cash takings 29 Nov £79.25 29/11/2022Takings - Cafe card receipts 29 Nov £57.40 25/11/2022Tennis - Casual Hire tennis court hire £7.00
12
08/12/2022 Hellesdon Parish Council Current Year Page 1
13:18
Detailed Income & Expenditure by Budget Heading 30/11/2022
Month No: 8 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
100 Community Centre 1400 Community Centre Income 0 28,600 15,000 (13,600) 190.7% 1410 Community Centre Inc ML Room 1,409 2,587 0 (2,587) 0.0% 1415 Community Centre Inc SW Room 810 1,454 0 (1,454) 0.0% 1420 Community Centre Inc OH Room 15 53 0 (53) 0.0% 1425 Community Centre Inc Spr Room 388 622 0 (622) 0.0% 1435 Warm room grants 1,100 1,100 0 (1,100) 0.0% 1445 Community centre kitchenette 48 93 0 (93) 0.0% 1460 Hire of flasks 40 60 0 (60) 0.0% 1475 Storage charge 30 50 0 (50) 0.0%
Community Centre :- Income 3,841 34,619 15,000 (19,619) 230.8% 0 4150 Utilities 506 1,271 24,060 22,789 22,789 5.3% 4250 PHS services 60 1,111 2,289 1,178 1,178 48.6% 4295 Equipment - New/Replacement 331 1,173 1,000 (173) (173) 117.3% 4300 Equipment-Repair/Maintenance 0 415 500 86 86 82.9% 4416 Water dispenser 0 0 362 362 362 0.0% 4435 Contingencies 0 125 0 (125) (125) 0.0% 4450 Inspections 155 1,175 624 (551) (551) 188.2% 4480 Memberships & Subscriptions 0 0 1,680 1,680 1,680 0.0% 4560 Property Maintain/Replacement 508 1,025 1,500 475 475 68.3% 4630 Consumables 20 105 25 (80) (80) 421.5% 4635 cleaning agents/materials 0 531 1,500 969 969 35.4% 4645 Warm room expenditure 824 824 0 (824) (824) 0.0% 4695 community centre redevelopment 918 459,524 0 (459,524) (459,524) 0.0%
Community Centre :- Indirect Expenditure 3,321 467,279 33,540 (433,739) 0 (433,739) 1393.2% 0
Net Income over Expenditure 519 (432,660) (18,540) 414,120
110 Administration 1076 Precept 0 552,939 0 (552,939) 0.0% 7,870 1099 Community Infrastructure 0 91,597 0 (91,597) 0.0%
Administration :- Income 0 644,536 0 (644,536) 7,870 4065 councillor training 74 74 1,000 926 926 7.4% 4070 Profess Fees/Agency Personnel 2,100 3,050 0 (3,050) (3,050) 0.0% 4465 External Audit 0 2,000 1,365 (635) (635) 146.5% 4470 Internal Audit 0 970 2,500 1,530 1,530 38.8% 4475 Legal Fees 0 500 5,000 4,500 4,500 10.0% 4480 Memberships & Subscriptions 0 1,574 1,540 (34) (34) 102.2% 4550 Insurance 0 9,879 10,171 292 292 97.1%
Administration :- Indirect Expenditure 2,174 18,048 21,576 3,528 0 3,528 83.6% 0
Net Income over Expenditure (2,174) 626,488 (21,576) (648,064)
6001 less Transfer to EMR 0 7,870
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08/12/2022 Hellesdon Parish Council Current Year Page 2
13:18
Detailed Income & Expenditure by Budget Heading 30/11/2022
Month No: 8 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
Movement to/(from) Gen Reserve (2,174) 618,618
120 Staff
4000 Admin Staff 9,608 53,261 147,638 94,377 94,377 36.1% 4010 Groundstaff 7,474 36,564 93,429 56,865 56,865 39.1% 4020 Care Takers 4,975 27,630 87,360 59,730 59,730 31.6% 4030 Additional Staff 0 0 6,500 6,500 6,500 0.0% 4040 PAYE 5,280 24,081 0 (24,081) (24,081) 0.0% 4045 Pension Scheme 6,420 32,471 0 (32,471) (32,471) 0.0% 4055 Staff training 0 1,500 2,500 1,000 3,000 (2,000) 180.0% 4080 Employer NI 2,712 12,274 0 (12,274) (12,274) 0.0% 4090 Protective clothing/workwear 18 1,325 3,000 1,675 1,675 44.2%
Staff :- Indirect Expenditure 36,489 189,105 340,427 151,322 3,000 148,322 56.4% 0
Net Expenditure (36,489) (189,105) (340,427) (151,322)
130 Council Office
1360 Electricity FIT 0 333 358 25 92.9%
Council Office :- Income 0 333 358 25 92.9% 0 4112 Advertising 0 324 185 (139) (139) 175.1% 4150 Utilities 740 7,141 13,924 6,783 6,783 51.3% 4250 PHS services 0 21 53 32 32 39.9% 4295 Equipment - New/Replacement 0 81 2,500 2,419 2,419 3.2% 4400 Chairman's Budget 402 1,046 1,500 454 454 69.7% 4405 Expense/Mileage Members 0 24 100 77 77 23.5% 4410 Expense/Mileage Staff 0 68 100 32 32 67.9% 4415 Refreshments 59 191 300 109 109 63.7% 4420 Telephone and Broadband 2,473 4,013 3,500 (513) (513) 114.7% 4425 IT Support and Maintenance 394 2,901 4,954 2,053 2,053 58.6% 4430 Photocopier 21 1,779 2,500 721 721 71.2% 4435 Contingencies 0 25 250 225 225 10.0% 4440 Stationery 129 472 500 28 28 94.4% 4445 Postage (1) 62 150 88 88 41.5% 4450 Inspections 98 546 624 78 78 87.5% 4485 Other Licences/Fees 59 2,906 2,914 8 8 99.7% 4500 PWLB 8,945 43,095 43,094 (1) (1) 100.0% 4560 Property Maintain/Replacement 285 526 2,500 1,974 1,974 21.1% 4565 Elections/Parish Poll 0 0 4,500 4,500 4,500 0.0% 4570 Church Grass Cutting Contribut 0 0 750 750 750 0.0% 4595 Misc contributions 0 0 200 200 200 0.0%
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08/12/2022 Hellesdon Parish Council Current Year Page 3
13:18
Detailed Income & Expenditure by Budget Heading 30/11/2022
Month No: 8 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
4630 Consumables 10 103 25 (78) (78) 411.7% 4635 cleaning agents/materials 0 47 20 (27) (27) 235.4%
Council Office :- Indirect Expenditure 13,613 65,370 85,143 19,773 0 19,773 76.8% 0
Net Income over Expenditure (13,613) (65,038) (84,785) (19,747)
150 Investment
1080 Bank Interest Received 59 60 900 840 6.7% 1090 Monthly Loyalty Rewards 1 6 8 2 81.0%
Investment :- Income 61 67 908 841 7.3% 0 4060 Bank Charges 35 205 180 (25) (25) 113.7%
Investment :- Indirect Expenditure 35 205 180 (25) 0 (25) 113.7% 0
Net Income over Expenditure 26 (138) 728 866
160 Planning
4130 Hire of Rooms 0 325 300 (25) (25) 108.3%
Planning :- Indirect Expenditure 0 325 300 (25) 0 (25) 108.3% 0
Net Expenditure 0 (325) (300) 25
170 Health and Safety
4135 Consultancy Fees 2,995 4,547 2,400 (2,147) (2,147) 189.4% 4140 Defibrillator 84 (29) 300 329 329 (9.7%) 4295 Equipment - New/Replacement 0 154 150 (4) (4) 102.8% 4630 Consumables 17 17 0 (17) (17) 0.0%
Health and Safety :- Indirect Expenditure 3,096 4,689 2,850 (1,839) 0 (1,839) 164.5% 0
Net Expenditure (3,096) (4,689) (2,850) 1,839
180 Media and Communications 4105 Newsletter-Printing/Distributi 350 3,295 5,000 1,705 1,705 65.9% 4110 Website and Emails 0 694 3,000 2,306 2,306 23.1% 4155 IT Infrastructure 0 0 2,000 2,000 2,000 0.0% 4460 CCTV 0 0 1,450 1,450 1,450 0.0% 4685 Noticeboards 3,698 3,698 4,725 1,027 3,698 (2,671) 156.5%
Media and Communications :- Indirect Expenditure 4,048 7,687 16,175 8,488 3,698 4,790 70.4% 0
Net Expenditure (4,048) (7,687) (16,175) (8,488)
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15
08/12/2022 Hellesdon Parish Council Current Year Page 4
13:18
Detailed Income & Expenditure by Budget Heading 30/11/2022
Month No: 8 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
190 Stores
4150 Utilities 147 1,178 1,505 327 327 78.3%
Stores :- Indirect Expenditure 147 1,178 1,505 327 0 327 78.3% 0
Net Expenditure (147) (1,178) (1,505) (327)
195 Tractor Shed
4150 Utilities 314 2,516 3,213 697 697 78.3% 4450 Inspections 0 310 552 242 242 56.2% 4560 Property Maintain/Replacement 0 0 375 375 375 0.0%
Tractor Shed :- Indirect Expenditure 314 2,826 4,140 1,314 0 1,314 68.3% 0
Net Expenditure (314) (2,826) (4,140) (1,314)
200 Residents' Parties 4115 Consumable- Food/Beverage 89 89 500 411 411 17.7% 4120 Over 65 Entertainment 0 0 300 300 300 0.0% 4630 Consumables 121 121 50 (71) (71) 242.0%
Residents' Parties :- Indirect Expenditure 210 210 850 640 0 640 24.7% 0
Net Expenditure (210) (210) (850) (640)
205 Events
1480 Events income 0 473 0 (473) 0.0%
Events :- Income 0 473 0 (473) 0 4122 Events 590 1,690 3,000 1,310 1,310 56.3%
Events :- Indirect Expenditure 590 1,690 3,000 1,310 0 1,310 56.3% 0
Net Income over Expenditure (590) (1,218) (3,000) (1,782)
210 Grounds
1200 Football Hire Charges 140 612 350 (262) 174.9% 1210 Football Training Area Hire 194 1,114 2,415 1,301 46.1% 1215 Grass cutting agreement 0 14,469 13,213 (1,256) 109.5% 1270 Floodlights Income 4 4 0 (4) 0.0%
Grounds :- Income 337 16,198 15,978 (220) 101.4% 0 4195 Keys/Locks 20 513 290 (223) (223) 176.8% 4200 Locking parks 888 6,619 0 (6,619) (6,619) 0.0% 4205 Replacement Bins 0 0 250 250 250 0.0% 4210 Emptying Bins/Fresheners 677 677 4,329 3,652 3,652 15.6%
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08/12/2022 Hellesdon Parish Council Current Year Page 5
13:18
Detailed Income & Expenditure by Budget Heading 30/11/2022
Month No: 8 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
4215 Seats - Repair/Replacement 0 0 500 500 500 0.0% 4220 Signage - New/Replacement 0 40 200 160 160 20.0% 4225 Floodlights Maintenance/Repair 0 0 525 525 525 0.0% 4245 Highway grass verge cutting 1,625 12,996 11,684 (1,312) (1,312) 111.2% 4255 Skip hire 240 1,440 2,400 960 960 60.0% 4260 Shrub/Tree/Hedge 0 0 750 750 750 0.0% 4270 Fertilisers/Weed & Moss Killer 180 215 1,878 1,663 1,663 11.5% 4295 Equipment - New/Replacement 0 89 500 411 411 17.8% 4320 Small tools 0 0 1,575 1,575 1,575 0.0% 4325 fence repairs 4,995 12,559 6,132 (6,427) (6,427) 204.8% 7,564 4390 Materials 674 674 2,750 2,076 2,076 24.5% 4395 Wetting Agents/Preservatives 0 0 353 353 353 0.0% 4435 Contingencies 0 173 4,000 3,827 3,827 4.3% 4630 Consumables 19 73 262 189 189 27.8% 4635 cleaning agents/materials 0 88 310 222 222 28.5%
Grounds :- Indirect Expenditure 9,317 36,157 38,688 2,531 0 2,531 93.5% 7,564
Net Income over Expenditure (8,980) (19,959) (22,710) (2,751)
6000 plus Transfer from EMR 0 7,564
Movement to/(from) Gen Reserve (8,980) (12,395)
220 Machinery and Vehicles
4160 Repairs/Maintenance 0 396 714 318 318 55.5% 4265 Fuel 0 1,173 1,500 327 327 78.2% 4290 Servicing 322 3,405 5,800 2,395 2,395 58.7% 4305 Parts- Repair/Replace/Spare 0 0 0 (0) (0) 0.0% 4310 Hire of Machinery 0 2,250 6,975 4,725 4,725 32.3%
Machinery and Vehicles :- Indirect Expenditure 322 7,225 14,989 7,764 0 7,764 48.2% 0
Net Expenditure (322) (7,225) (14,989) (7,764)
230 Trees
4240 Emergency Work 0 0 1,500 1,500 945 555 63.0% 4455 work & inspections 0 7,255 7,000 (255) 220 (475) 106.8%
Trees :- Indirect Expenditure 0 7,255 8,500 1,245 1,165 80 99.1% 0
Net Expenditure 0 (7,255) (8,500) (1,245)
240 Allotments
1100 Allotment Income 753 3,110 3,299 189 94.3%
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08/12/2022 Hellesdon Parish Council Current Year Page 6
13:18
Detailed Income & Expenditure by Budget Heading 30/11/2022
Month No: 8 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
1105 Allotment administration fee 0 75 100 25 75.0% 1110 Water Charge 223 920 750 (170) 122.7% 1115 Pest control charge 111 494 625 131 79.0% 1335 Refund street lighting 0 900 0 (900) 0.0%
Allotments :- Income 1,087 5,499 4,774 (725) 115.2% 0 4145 Landowner Rent 506 1,363 1,243 (120) (120) 109.6% 4150 Utilities 302 1,329 1,113 (216) (216) 119.4% 4170 Pest Control 0 350 625 275 275 56.0% 4175 Best Kept Allotm. Competition 0 0 100 100 100 0.0% 4560 Property Maintain/Replacement 0 333 2,081 1,748 1,748 16.0% 77
Allotments :- Indirect Expenditure 808 3,375 5,162 1,787 0 1,787 65.4% 77
Net Income over Expenditure 278 2,124 (388) (2,512)
6000 plus Transfer from EMR 0 77
Movement to/(from) Gen Reserve 278 2,201
250 Play Areas
4300 Equipment-Repair/Maintenance 0 466 2,750 2,284 2,284 16.9% 4450 Inspections 0 263 250 (13) (13) 105.0%
Play Areas :- Indirect Expenditure 0 728 3,000 2,272 0 2,272 24.3% 0
Net Expenditure 0 (728) (3,000) (2,272)
255 Hard Courts and Car Park
1220 No longer in use 0 22 0 (22) 0.0% 1225 Outside courts 26 350 500 150 69.9% 1230 No longer in use 0 390 0 (390) 0.0%
Hard Courts and Car Park :- Income 26 761 500 (261) 152.2% 0 4300 Equipment-Repair/Maintenance 0 40 0 (40) (40) 0.0% 4340 Surface - Repair 0 0 1,570 1,570 1,570 0.0% 4345 Surface Clean Chemicals 0 0 419 419 419 0.0% 4390 Materials 0 0 289 289 289 0.0% 4560 Property Maintain/Replacement 0 0 2,200 2,200 2,200 0.0%
Hard Courts and Car Park :- Indirect Expenditure 0 40 4,478 4,438 0 4,438 0.9% 0
Net Income over Expenditure 26 721 (3,978) (4,699)
260 Bowling Green
1240 Bowls Hire Charges 0 1,800 1,800 0 100.0%
Bowling Green :- Income 0 1,800 1,800 0 100.0% 0
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08/12/2022 Hellesdon Parish Council Current Year Page 7
13:18
Detailed Income & Expenditure by Budget Heading 30/11/2022
Month No: 8 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
4160 Repairs/Maintenance 0 0 210 210 210 0.0% 4390 Materials 0 752 1,751 999 999 42.9%
Bowling Green :- Indirect Expenditure 0 752 1,961 1,209 0 1,209 38.3% 0
Net Income over Expenditure 0 1,048 (161) (1,209)
265 Memorials
4360 Rose Renewal 0 0 420 420 420 0.0% 4575 War Memorial 0 0 473 473 473 0.0%
Memorials :- Indirect Expenditure 0 0 893 893 0 893 0.0% 0
Net Expenditure 0 0 (893) (893)
270 Traffic Highways/Environment
1350 Parish Partnership grant 0 3,200 3,200 0 100.0%
Traffic Highways/Environment :- Income 0 3,200 3,200 0 100.0% 0 4650 SAM2 Weekly Move 448 823 1,200 378 378 68.5% 4655 Bus Shelters 0 0 500 500 500 0.0% 4670 Parish Partnership Scheme 0 6,400 6,400 0 0 100.0%
Traffic Highways/Environment :- Indirect 448 7,223 8,100 878 0 878 89.2% 0
Expenditure
Net Income over Expenditure (448) (4,023) (4,900) (878)
300 Cafe
1500 Café Income 1,081 1,081 0 (1,081) 0.0%
Cafe :- Income 1,081 1,081 0 (1,081) 0 1610 cafe capital costs 1,128 6,474 0 (6,474) (6,474) 0.0% 4630 Consumables 0 130 0 (130) (130) 0.0% 4710 Café Purchases (261) 1,285 0 (1,285) (1,285) 0.0%
Cafe :- Indirect Expenditure 867 7,889 0 (7,889) 0 (7,889) 0
Net Income over Expenditure 214 (6,808) 0 6,808
Grand Totals:- Income 6,432 708,566 42,518 (666,048) 1666.5%
Expenditure 75,799 829,256 595,457 (233,799) 7,863 (241,662) 140.6%
Net Income over Expenditure (69,367) (120,690) (552,939) (432,249)
plus Transfer from EMR 0 7,641
less Transfer to EMR 0 7,870
Movement to/(from) Gen Reserve (69,367) (120,919)
19
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 the Planning Committee held on
Tuesday 8th November 2022 at 6:15pm in
Hellesdon Community Centre, Wood View Road, Hellesdon
PRESENT:
Cllr G. Britton Cllr M. Fulcher
Cllr U. Franklin Cllr B. Johnson
Cllr S. Bush-Trivett
Also In Attendance
L. Pointin – Senior Admin Officer
Cllr D. King
The Chair welcomed all to the meeting.
1. Apologies and acceptance for absence
No apologies were received.
2. Declarations of Interest and Dispensations
No declarations made.
3. To receive approval of minutes of the committee meeting held on 25th October 2022 from those
members present at the held meeting.
Minutes were previously circulated and AGREED by those present.
4. Public Participation (as permitted by Standing Order 3.d & 5.k. xiii)
None.
5. General Matters/Planning Outcomes
Applications Determined and awaiting Decision- This Information provided with the Agenda was NOTED.
6. Planning Applications for Consideration
Application Agreed Response
20221664 Object - The drawings are of poor quality which in
112 Middletons Lane, NR6 5BR turn are difficult to read. From what can be seen it
Extension to the rear garden room on the looks as if there are two different finishes to the
back of the garage to create storage area roof.
and potting shed.
20221668 Object – Overdevelopment of site.
17 Eversley Road, NR6 6SG 1. It would be detrimental to the amenities of
Single storey side link extension garage neighbouring properties.
conversion. 2. It could potentially be used as a separate
dwelling.
Approved…………………………………………………...…
Date………………………………………
HPC Planning Committee Mins 8th November 2022
20
3. An increase in onstreet park would create
greater traffic associated risks as the
property is near a corner.
20221667 No Objection.
8 Windsor Road, NR6 5NT
Proposed single storey flat roof extension.
7. Exchange of Information
No further information exchanged.
8. Date, time and venue of next meeting
Next meeting will be held on Tuesday 22nd November 2022 at 6.15pm.
The meeting closed at 6.31 pm.
Approved…………………………………………………...…
Date………………………………………
HPC Planning Committee Mins 8th November 2022
21
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 the
Playing Fields, Allotments and Amenities Committee
held on Tuesday 29th November 2022 7pm at Diamond Jubilee Lodge
Present: Cllr B. Johnson (Chairman)
Cllr K. Avenell
Cllr L. Douglass
Cllr U. Franklin
Cllr D. King
Also in Attendance:
Mrs F LeBon (Clerk), Mr K Sage (Facilities Manager) and 2 members of the public
The Chairman welcomed all to the meeting and read out the transparency rules to facilitate the
recording of the meeting.
1. Apologies and acceptance for absence
Apologies were received from Cllr G. Diffey.
2. Declarations of Interest and Dispensations
Cllr Johnson declared an interest in matters relating to Hellesdon Bowls Club, as a member of the club.
3. To Approve the Minutes of the Meeting 30th August 2022
The Minutes had been circulated from the meeting of 30th August 2022. These were AGREED.
4. Public Participation
A member of the public was concerned that a response had not been received from the council
regarding queries he had sent, particularly regarding the new allotment rules, application of pesticides
and pest control. The Clerk confirmed that a written response had been sent on 9th August 2022 and
quoted from the letter. The Facilities Manager advised the process for applying pesticides and the level
of qualification required for the strength of pesticides used by the parish council.
A member of the public reported that an animal had been digging along the fence line at the allotment
site. That member of the public is to provide more detail of the location and the Facilities Manager will
attend site to investigate further.
5. Allotments
a. To Consider Correspondence relating to Donations of Allotment Produce to Food Banks.
A query had been received by Parish Council as follows.
1
Approved…………………………………………………...…
Date………………………………………
Hellesdon Parish Council Playing Fields, Amenities & Allotments Committee
Minutes 29th November 2022
22
‘I am personally trying to put together something to encourage plot holders to donate to food banks , is
this acceptable ?’
The Clerk advised that there is a restriction under the Parish Council’s allotment rules that produce
cannot be sold, but there was no such restriction on a donation at no charge.
Whilst under the Allotment Act 1922, part of the definition of an allotment is ‘wholly or mainly
cultivated by the occupier for the production of vegetable or fruit crops for consumption by himself or
his family’, the exceptional economic times were considered. It was AGREED that the Parish Council
would not intervene if donations of excess produce from allotment plots were made to support the
community, as long as there was no commercial benefit.
b. To Consider Correspondence relating to the Placement of a Shed on Plot 56
Correspondence had been received from HAHA about allowing them to place a shed on plot 56. Plot 56
houses a stop cock so it is not on the Parish Council’s list to be let. It was AGREED that HAHA be
permitted to install a shed on plot 56, under the following conditions:
1) That the shed be installed in the location as agreed with the Facilities Manager
2) The shed should not impede access to, or maintenance for, the stopcock.
3) That the shed complies with all prevailing shed rules.
4) The shed be removed if such instance occurs that the Parish Council requires the plot to be
vacated.
5) Only the one shed is to be placed on this plot and nothing else.
c. To Consider Correspondence relating to HAHA Representation of Allotment Holders
The Clerk provided a report on the request from HAHA to represent allotment holders. A request had
been made by the council in July for a copy of HAHA’s constitution, but to date this had not been
received.
There had never been any queries with HAHA bringing generic queries to the Parish Council, particularly
those that had been discussed in democratic meetings of HAHA, however the request suggests that
HAHA wished to represent allotment holders on individual issues, including those involving contractual
matters. It was stressed that the tenancy agreement is between each individual tenant and the Parish
Council, and that information under these agreements should not be divulged to HAHA under Data
Protection Legislation.
It was AGREED to note the correspondence from HAHA but not engage with queries of an individual
nature relating to the contracts between the individual tenant and the Parish Council.
d. To Receive Report on Number of Paid / Unpaid Tenancy Renewals
The Clerk reported that there was now only one unpaid tenancy and this was being actively chased to
find out whether the tenant wishes to retain their plot.
6. Tennis Courts
a. To Receive Update on Tennis Court Project
The Clerk reported that the agreement with National Tennis has been signed and an open day was held
on Saturday 8th October. This was well attended and the children’s class has grown by word of mouth.
The adult classes have not proved as popular, but it is anticipated that these will grow when tennis is in
season.
As per the license agreement, National Tennis will be invoiced quarterly in arrears. This means the
Parish Council will receive funding for the tennis courts out of season, which it hasn’t done historically.
All the funding forms for the SMARTgate have been received and are ready to be sent back to the LTA.
There has been a delay as a result of a problem with the electrical feed and the distance from the gate
location and the power board that feeds the floodlights. An alternative solution has been sought
utilising the router from the community centre and a 4G SIM, which is awaiting contractor sign off.
7. Parks
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Approved…………………………………………………...…
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Hellesdon Parish Council Playing Fields, Amenities & Allotments Committee
Minutes 29th November 2022
23
a. To Alternative Signage for Parks in Relation to Dog Control
The Clerk reported that at the last meeting, a discussion occurred about the signage on the recreation
ground about dogs being on leads.
This is something that the Parish Council cannot enforce without a Public Space Protection Order. There
is already a Public Spaces Protection Order on the recreation ground, as taken out by Broadland Council,
but this only covers dog fouling. A change to Broadland Council’s Public Spaces Protection Order would
have to be requested, and this would have to be consulted upon, which could lead to tension with dog
owners who use the area.
If the Parish Council wishes for dogs to be kept on leads for the purpose of keeping dogs under control,
there is already legislation in place for this purpose under The Dangerous Dogs Act 1991 (as amended by
the Anti-social Behaviour, Crime and Policing Act 2014).
Alternative signage was put forward to emphasise the responsibilities of dog owners. Cllrs Avenell and
King put forward additional wording which was AGREED should be worked into the proposed signs.
It was AGREED that prices should be obtained for signs for all of the parish owned open spaces and this
should be added to the 2023/2024 budget.
8. Budget
a. To Receive Prices for Verge Cutting in 2023/2024
The Clerk reported that prices had been requested from contractors for ten cuts per year (the Norfolk
County Council standard is 4 cuts) with an option for more cuts if requested. The specification has
requested strimming around street furniture and signs, rather than weedkilling which had been the
source of numerous complaints this season.
The specification had been sent to local contractors and also been placed on Contracts Finder for
maximum exposure.
Prices received were:
Contractor 1 Contractor 2
Price for 10 cuts £11,913.00 £8,910.95
Price for each additional cut £1,191.00 £731.15
Other Information Will not provide a strimming Will incorporate strimming in
service but will weedkill around the price
street furniture and signs
It was AGREED to recommend that the award of contract be to contractor 2, based on value for money
and being in line with the specification.
b. To Consider Committee Budget for 2023/2024
All areas of the committee budget were considered:
Allotments: To review allotment uptake. If there are allotments that haven’t been taken up by
Hellesdon residents, should these be offered to non-residents to maximise income? Also investigate
projects where earmarked reserves could be used rather than precepted for, and options for the apiary.
Bowling Green: A meeting is to be held with the bowls club to discuss options for the cost of
maintaining the green.
CCTV/Notice Boards: The Clerk reported on the recent problems with the CCTV. This is to be escalated
to PP&R. Also, to see if earmarked reserves could be used for the final noticeboard replacement.
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Approved…………………………………………………...…
Date………………………………………
Hellesdon Parish Council Playing Fields, Amenities & Allotments Committee
Minutes 29th November 2022
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Playing Fields: The cost of verge cutting was discussed under item 8a. The condition of the floodlights
was also discussed. A full professional report was required of the floodlights, then a business case put
together and budgeted for.
Hard Courts: The replacement of metal signposts on the driveway is to be incorporated into the
2022/23 property maintenance budget where possible and reduce the amount precepted for in
2023/2024. The driveway lighting should be looked into at the same time as the flood lighting. It should
also be considered whether the surfacing of the hard courts should be replaced with match funding.
Machinery and Vehicles: Discussions occurred as to the age of the gang mower and of the van. Further
information is to be presented to PP&R with options such as trade in and HP, for further consideration.
War Memorial and Rose Garden: As much of the 2022/2023 budget should be used as possible on the
war memorial, and the proposed budget for 2023/2024 should be reduced. The budget for roses in
2023/2024 should be reduced, but it should be ensured that there is a memorial rose for Her Late
Majesty.
Play Areas: The budget for play equipment repairs in 2023/2024 should be increased as the equipment
is aging. Inspections should be made in 2022/2023 to ensure that the 2022/2023 budget is utilised
where appropriate.
Stores: Agreed as per officer recommendation.
Tractor Shed: Agreed as per officer recommendation.
Highways: The SAM2 budget should be adjusted for the additional batteries required and chargers, and
not for a contractor to move the signs.
Trees: Ensure that the works required for 2022/2023 are instructed for tree work required on the
Recreation Ground.
The 2023/2024 recommendations will be put forward to PP&R for further consideration and then to full
council for final agreement.
9. Exchange of Information
None raised.
10. To confirm the date, time and venue of the next meeting
To be agreed in the New Year.
MEETING CLOSED AT 9.30pm
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Approved…………………………………………………...…
Date………………………………………
Hellesdon Parish Council Playing Fields, Amenities & Allotments Committee
Minutes 29th November 2022
25
Meeting of Hellesdon Parish Council
13th December 2022
Item 10a - To Receive Report on Community Centre Refurbishment Project and Consider any
Resulting Actions
a) To Receive Report on Refurbishment Project
The Parish Council’s Project Manager continues to work with the representative from Aviva to
conclude the Parish Council’s claim for damage to the building. Counter claims have been submitted
from the contractor and these are being worked through by the Project Manager. As a result, the
final account has yet to be concluded. This is causing problems for items that need to be resolved
for the benefit of our hirers.
In the meantime, the snag lists for both contractors are being worked through. Some snags are
being disputed, whilst others are being blamed on the other contractor. It will reach the stage
where both contractors may need to be in a room together to establish liability.
AV Equipment
As part of the M&E contract, the contractors were instructed to strip out the wiring to all AV
equipment in the community centre. A claim has been made for the equipment damaged by the
water ingress (totalling £3,327.02) but not for the wiring because of the contractual instructions.
This has meant that the community centre has no AV equipment at present. In the short term this
was bearable, but pressure is now being placed upon the council to provide a form of AV equipment
to allow hirers to play music and use microphones in both the ML and SW. It would also allow for
the completion of the hearing loop amplifier in the ML room and a hearing loop placed in the SW
room.
The quotes received to supply and install a new AV system are:
ML Room: £4,875.00
SW Room: £2,700.00
TOTAL: £7,575.00
It was hoped that the £3,327.02 claim for equipment and the £5,000 provisional sum which was
originally in the refurbishment budget would pay for this, but until the final account is agreed there
is a moratorium on works such as this through the refurb budget.
The Parish Council will need to decide whether to place these items on order through another
budget, until such time when the final account is refurb account is agreed. This is at the risk that the
final account may not favour the expense.
Stage
The stage was damaged by the floodwater and had to be removed as part of the flooring work. The
Parish Council is only entitled to the same stage back, so opted for a ‘betterment’ option of a new
sectional stage. The cost of the new sectional stage is £4,920.59, but our Project Manager has
advised the insurance company that we would be claiming £1,726.92 for the cost of the old stage.
The insurance company has advised ‘It does seem to be on the high side and does not reflect the
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costs to remove the old stage from site, however rather than discuss this item in isolation I suggest
this is included in our discussions regarding the overall account.’
Again, as there has been no agreement from the insurance company, the Parish Council will need to
decide whether to place the stage on order through another budget, until such time when the final
account is refurb account is agreed. This is at the risk that the final account may not favour the
expense.
Pressure is mounting from hirers and the cost of the new stage is unlikely to be valid any more as it
was obtained in July.
CCTV
Six of the Council’s CCTV cameras are no longer working. Upon investigation, the wires in the roof
have been cut. The building contractor is denying responsibility for this and is blaming the M&E, and
has asked the Parish Council to engage Efire for a more investigative work. In the first progress
meeting it was agreed that ‘NC confirmed that the CCTV currently located in the community centre
needs to be active during the build / PM to review with the contractors electrician’ and in the second
progress meeting it was agreed ‘PM confirmed that the CCTV currently located in the community
centre still active / PM to review if working daily during contract and advise NC’.
The Clerk has not engaged EFire as that would make the Parish Council liable for the bill. Instead the
Clerk has asked for the daily CCTV checklist as agreed to be done by the building contractor, to
establish which contractor was responsible for the building when the CCTV cameras ceased working.
To move this forwards, the Project Manager has asked the building contractor to engage EFire to do
more investigative work and has undertaken that, should it be proved that any aspect of the CCTV
has failed because of age, the Parish Council will pay for this portion of the report.
Invoices for loss of income have been issued which total £28,600. Additional invoices for physical
damage and works done by Hellesdon Parish Council staff are in the process of being issued and
total in excess of £10,000. The Project Manager will take these invoices to the insurance
underwriter and discuss against the counter claims to resolve the final account.
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Meeting of Hellesdon Parish Council
13th December 2022
Item 10c – To Consider Parish Council run club for Senior Citizens
Since the community centre has reopened, there have been some groups that have not returned.
Most notably, these are social groups for senior citizens. This is not uncommon for senior social
groups after the Covid pandemic.
Cllr Gurney, in consultation with Cllrs Douglass, Forder and Johnson, has researched this matter and
found that in Hellesdon there is a need for such a group to restart in the interests of the social
wellbeing of senior citizens in Hellesdon.
The proposal is that the Parish Council starts a group once a month which would provide activities at
low cost for senior citizens. This would be run by volunteers and Cllr Gurney has established interest
in this. The proposed dates for running is every 3rd Friday of the month, in the afternoon.
Consultation has been had with the library to ensure this does not clash with similar groups run
under their jurisdiction. The third Friday will complement the library’s dementia café which runs on
the last Friday of each month. Dependent on numbers, this can start in the Warm Room, and if
numbers grow it can move to the Sylvia Watling Room.
Activities will be arranged each month. These can range from crafts to films, to guest speakers.
Consideration for the Parish Council
• The provision of a room once a month, free of charge, to facilitate this group.
• Volunteers are working alongside the elderly and these would be deemed as vulnerable
adults. It is therefore recommended that volunteers are DBS checked (the cost of a
volunteer DBS check is £20.83 through NCC’s umbrella scheme).
• Volunteers officially working under the jurisdiction of the Parish Council are covered by the
Parish Council’s insurance.
• A voluntary donation will be asked of each attendee to cover refreshments. Any excess
money that has been received and not required for refreshments will be paid into the Parish
Council’s bank account, under a ring fenced cost code, to support future activities of the
group.
• An initial budget is to be set of £500, which can be taken from the EMR Good Causes for
Hellesdon. The balance of this EMR is currently £4,270
Subject to council agreement, it is hoped to start on Friday 20th January.
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MODEL COUNCILLOR-OFFICER PROTOCOL
Contents
INTRODUCTION ............................................................................................................................ 2
BACKGROUND .............................................................................................................................. 3
ROLES OF COUNCILLORS AND OFFICERS ................................................................................ 3
Councillors .................................................................................................................................. 3
Chairs and vice-chairs of council and committees ....................................................................... 5
Officers ........................................................................................................................................ 5
The Relationship: General ........................................................................................................... 6
Expectations................................................................................................................................ 7
Some general principles .............................................................................................................. 7
COUNCILLORS’ ACCESS TO INFORMATION AND TO COUNCIL DOCUMENTS ....................... 8
CORRESPONDENCE .................................................................................................................... 8
PRESS AND MEDIA ....................................................................................................................... 9
IF THINGS GO WRONG............................................................................................................... 10
Procedure for officers: ............................................................................................................... 10
Procedure for councillors: .......................................................................................................... 10
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INTRODUCTION
The purpose of this Protocol is to guide councillors and officers of the council in their
relations with one another. The Protocol’s intention is to build and maintain good working
relationships between councillors and officers as they work together. Employees who are
required to give advice to councillors are referred to as “officers” throughout.
A strong, constructive, and trusting relationship between councillors and officers is
essential to the effective and efficient working of the council.
This Protocol also seeks to reflect the principles underlying the Code of Conduct which
applies to councillors and the employment terms and conditions of officers. The shared
objective is to enhance and maintain the integrity (real and perceived) of local government.
The following extract from the Local Government Association guidance on the 2020 Model
councillor Code of Conduct states that:
“Both councillors and officers are servants of the public and are indispensable to
one another. Together, they bring the critical skills, experience and knowledge
required to manage an effective local authority.
At the heart of this relationship, is the importance of mutual respect. councillor-
officer relationships should be conducted in a positive and constructive way.
Therefore, it is important that any dealings between councillors and officers should
observe reasonable standards of courtesy, should show mutual appreciation of the
importance of their respective roles and that neither party should seek to take unfair
advantage of their position or seek to exert undue influence on the other party.
councillors provide a democratic mandate to the local authority and are responsible
to the electorate whom they represent. They set their local authority’s policy
framework, ensure that services and policies are delivered and scrutinise local
authority services.
[Councillors of the executive,] Chairs and vice chairs of committees have additional
responsibilities. These responsibilities will result in increased expectations and
relationships with officers that are more complex. Such councillors must still respect
the impartiality of officers and must not ask them to undertake work of a party-
political nature or compromise their position with other councillors or other officers.
Officers provide the professional advice and managerial expertise and information
needed for decision making by councillors and to deliver the policy framework
agreed by councillors. They are responsible for implementing decisions of
councillors and the day-to-day administration of the local authority.
The roles are very different but need to work in a complementary way.
It is important for both sides to respect these differences and ensure that they work
in harmony. Getting that relationship right is an important skill. That is why the code
requires councillors to respect an officer’s impartiality and professional expertise. In
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turn officers should respect a councillor’s democratic mandate as the people
accountable to the public for the work of the local authority. It is also important for a
local authority to have a councillor-officer protocol which sets out how this
relationship works and what both councillors and officers can expect in terms of
mutual respect and good working relationships.”
This Protocol covers:
• The respective roles and responsibilities of the councillors and the officer;
• Relationships between councillors and officers;
• Where/who a councillor or an officer should go to if they have concerns;
• Who is responsible for making decisions.
BACKGROUND
This Protocol is intended to assist councillors and officers, in approaching some of the
sensitive circumstances which arise in a challenging working environment.
The reputation and integrity of the council is significantly influenced by the effectiveness of
councillors and the officer working together to support each other’s roles.
The aim is effective and professional working relationships characterised by mutual trust,
respect and courtesy. Overly close personal familiarity between councillors and officers is
not recommended as it has the potential to damage this relationship
ROLES OF COUNCILLORS AND OFFICERS
The respective roles of councillors and officers can be summarised as follows:
• Councillors and officers are servants of the public and they are indispensable to one
another, but their responsibilities are distinct.
• Councillors are responsible to the electorate and serve only for their term of office.
• Officers are responsible to the council. Their job is to give advice to councillors and
to the council, and to carry out the council’s work under the direction and control of
the council and relevant committees.
Councillors
Councillors have four main areas of responsibility:
• To determine council policy and provide community leadership;
• To monitor and review council performance in implementing policies and delivering
services;
• To represent the council externally; and
• To act as advocates for their constituents.
All councillors have the same rights and obligations in their relationship with the officer,
regardless of their status and should be treated equally.
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Councillors should not involve themselves in the day to day running of the council. This is
the officer’s responsibility, and the officer will be acting on instructions from the council or
its committees, within an agreed job description.
In line with the councillors’ Code of Conduct, a councillor must treat others with respect,
must not bully or harass people and must not do anything which compromises, or is likely
to compromise, the impartiality of those who work for, or on behalf of, the council.
Officers can expect councillors:
• to give strategic leadership and direction and to seek to further their agreed policies
and objectives with the understanding that councillors have the right to take the final
decision on issues based on advice
• to act within the policies, practices, processes and conventions established by the
council
• to work constructively in partnership with officers acknowledging their separate and
distinct roles and responsibilities
• to understand and support the respective roles and responsibilities of officers and
their associated workloads, pressures and reporting lines
• to treat them fairly and with respect, dignity and courtesy
• to act with integrity, to give support and to respect appropriate confidentiality
• to recognise that officers do not work under the instruction of individual councillors
or groups
• not to subject them to bullying, intimidation, harassment, or put them under undue
pressure.
• to treat all officers, partners (those external people with whom the council works)
and members of the public equally, and not discriminate based on any
characteristic such as age, sex, race, sexual orientation, gender identity, disability
or religion.
• not to request officers to exercise discretion which involves acting outside the
council’s policies and procedures
• not to authorise, initiate, or certify any financial transactions or to enter into any
contract, agreement or undertaking on behalf of the council or in their role as a
councillor without proper and lawful authority
• not to use their position or relationship with officers to advance their personal
interest or those of others or to influence decisions improperly
• to comply at all times with the councillors’ Code of Conduct, the law, and such other
policies, procedures, protocols and conventions agreed by the council.
• respect the impartiality of officers and do not undermine their role in carrying out
their duties
• do not ask officers to undertake work, or act in a way, which seeks to support or
benefit a particular political party or gives rise to an officer being criticised for
operating in a party-political manner
• do not ask officers to exceed their authority where that authority is given
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Chairs and vice-chairs of council and committees
Chairs and vice-chairs have additional responsibilities as delegated by the council. These
responsibilities mean that they may have to have a closer working relationship with
employees than other councillors do. However, they must still respect the impartiality of
officers and must not ask them to undertake work or anything else which would prejudice
their impartiality.
Officers
The primary role of officers is to advise, inform and support all members and to implement
the agreed policies of the council.
Officers are responsible for day-to-day managerial and operational decisions within the
council, including directing and overseeing the work of any more junior officers. councillors
should avoid inappropriate involvement in such matters.
In performing their role officers will act professionally, impartially and with neutrality.
Whilst officers will respect a councillor’s view on an issue, the officer should not be
influenced or pressured to make comments, or recommendations which are contrary to
their professional judgement or views.
Officers must:
• implement decisions of the council and its committees which are lawful, which have
been properly approved in accordance with the requirements of the law and are
duly recorded. This includes respecting the decisions made, regardless of any
different advice given to the council or whether the decision differs from the officer’s
view.
• work in partnership with councillors in an impartial and professional manner
• treat councillors fairly and with respect, dignity and courtesy
• treat all councillors, partners and members of the public equally, and not
discriminate based on any characteristic such as age, sex, race, sexual orientation,
gender identity, disability or religion.
• assist and advise all parts of the council. Officers must always act to the best of
their abilities in the best interests of the authority as expressed in the council’s
formal decisions.
• respond to enquiries and complaints in accordance with the council’s standards
protocol
• be alert to issues which are, or are likely to be, contentious or politically sensitive,
and be aware of the implications for councillors, the media or other sections of the
public.
• act with honesty, respect, dignity and courtesy at all times
• provide support and learning and development opportunities for councillors to help
them in performing their various roles in line with the council’s training and
development policy
• not seek to use their relationship with councillors to advance their personal interests
or to influence decisions improperly
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• comply, at all times, with the Officers’ Code of Conduct, and such other policies or
procedures approved by the council
Officers have the right not to support councillors in any role other than that of councillor,
and not to engage in actions incompatible with this Protocol.
In giving advice to councillors, and in preparing and presenting reports, it is the
responsibility of the officer to express his/her own professional views and
recommendations. An officer may report the views of individual councillors on an issue, but
the recommendation should be the officer’s own. If a councillor wishes to express a
contrary view they should not pressurise the officer to make a recommendation contrary to
the officer’s professional view, nor victimise an officer for discharging his/her
responsibilities.
There are exceptional circumstances where a councillor can fulfil the role of officer, for
example where there is a vacancy. This can only be done if the councillor is not paid for
the role and should only ever be short-term while the council seeks to fill a vacancy. There
will need to be a particular clear understanding of when the councillor is acting as a
councillor and when acting as the Proper Officer.
The Relationship: General
Councillors and officers are indispensable to one another. However, their responsibilities
are distinct. councillors are accountable to the public, whereas officers are accountable to
the council as a whole.
At the heart of this Protocol is the importance of mutual respect and also of civility.
councillor/officer relationships are to be conducted in a positive and constructive way.
Therefore, it is important that any dealings between councillors and officers should
observe standards of courtesy and that neither party should seek to take unfair advantage
of their position nor seek to exert undue influence on the other party.
Individual councillors should not actively seek to undermine majority decisions of the
corporate body, as this could then bring them into conflict with officers who have been
charged with promoting and implementing the council’s collectively-determined course of
action.
Councillors should not raise matters relating to the conduct or capability of an officer, or of
officers collectively, in a manner that is incompatible with this Protocol at meetings held in
public or on social media. This is a long-standing tradition in public service. An officer has
no means of responding to criticisms like this in public.
A councillor who is unhappy about the actions taken by, or conduct of, an officer should:
• avoid personal attacks on, or abuse of, the officer at all times
• ensure that any criticism is well founded and constructive
• ensure that any criticism is made in private
• take up the concern with the chair
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Neither should an officer raise with a councillor matters relating to the conduct or capability
of another councillor or officer or to the internal management of the council in a manner
that is incompatible with the objectives of this Protocol.
Potential breaches of this Protocol are considered below.
Expectations
All councillors can expect:
• A commitment from officers to the council as a whole, and not to any individual
councillor, group of councillors or political group;
• A working partnership;
• Officers to understand and support respective roles, workloads and pressures;
• A timely response from officers to enquiries and complaints;
• Officer’s professional and impartial advice, not influenced by political views or
personal preferences;
• Timely, up to date, information on matters that can reasonably be considered
appropriate and relevant to their needs, having regard to any individual
responsibilities or positions that they hold;
• Officers to be aware of and sensitive to the public and political environment locally;
• Respect, courtesy, integrity and appropriate confidentiality from officers and other
councillors;
• Training and development opportunities to help them carry out their role effectively;
• Not to have personal issues raised with them by officers outside the council’s
agreed procedures;
• That officers will not use their contact with councillors to advance their personal
interests or to influence decisions improperly.
Officers can expect from councillors:
• A working partnership;
• An understanding of, and support for, respective roles, workloads and pressures;
• Leadership and direction;
• Respect, courtesy, integrity and appropriate confidentiality;
• Not to be bullied or to be put under undue pressure;
• That councillors will not use their position or relationship with officers to advance
their personal interests or those of others or to influence decisions improperly;
• That councillors will at all times comply with the council’s adopted Code of Conduct.
Some general principles
Close personal relationships between councillors and officers can confuse their separate
roles and get in the way of the proper conduct of council business, not least by creating a
perception in others that a particular councillor or officer is getting preferential treatment.
Special relationships with particular individuals are not recommended as it can create
suspicion that an employee favours that councillor above others.
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The Proper Officer (usually called the Clerk) is the head of paid services and has a line-
management responsibility to all other staff. Communications should be made directly
with the Proper Officer, unless it is agreed by the Proper Officer that such communications
may take place directly with other officers over a particular matter. Councillors should not
give instructions directly to the Proper Officer’s staff without the express approval of the
Proper Officer.
COUNCILLORS’ ACCESS TO INFORMATION AND TO COUNCIL DOCUMENTS
Councillors are free to approach officers to provide them with such information,
explanation and advice as they may reasonably need in order to assist them in discharging
their role as members of the council. This can range from a request for general information
about some aspect of the council’s activities to a request for specific information on behalf
of a constituent. Such approaches should normally be directed to the Officer.
The legal rights of councillors to inspect council documents are covered partly by statute
and partly by the common law.
The common law right of councillors is based on the principle that any member has a
prima facie right to inspect council documents so far as their access to the documents is
reasonably necessary to enable the member properly to perform their duties as a member
of the council. This principle is commonly referred to as the “need to know” principle.
The exercise of this common law right depends therefore upon the councillor’s ability to
demonstrate that they have the necessary “need to know”. In this respect a member has
no right to “a roving commission” to go and examine documents of the council. Mere
curiosity is not sufficient. The crucial question is the determination of the “need to know”.
This question must be determined by the officer.
In some circumstances (e.g. a committee member wishing to inspect documents relating
to the functions of that committee) a councillor’s “need to know” will normally be presumed.
In other circumstances (e.g. a councillor wishing to inspect documents which contain
personal information about third parties) a councillor will normally be expected to justify the
request in specific terms. Any council information provided to a councillor must only be
used by the councillor for the purpose for which it was provided i.e. in connection with the
proper performance of the councillor’s duties as a member of the council.
For completeness, councillors do, of course, have the same right as any other member of
the public to make requests for information under the Freedom of Information Act 2000.
CORRESPONDENCE
Correspondence between an individual councillor and an officer should not normally be
copied (by the officer) to any other councillor. Where exceptionally it is necessary to copy
the correspondence to another councillor, this should be made clear to the original
councillor. In other words, a system of “silent copies” should not be employed.
Acknowledging that the “BCC” system of e-mailing is used, it should be made clear at the
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foot of any e-mails if another councillor has received an e-mail by adding “CC councillor
X.”
Official letters or emails on behalf of the council should normally be sent out under the
name of the officer, rather than under the name of a councillor. It may be appropriate in
certain circumstances (e.g. representations to a Government Minister) for a letter or email
to appear over the name of the chair, but this should be the exception rather than the
norm. Letters or emails which, for example, create obligations or give instructions on
behalf of the council should never be sent out in the name of a councillor.
Correspondence to individual councillors from officers should not be sent or copied to
complainants or other third parties if they are marked “confidential”. In doing so, the
relevant officer should seek to make clear what is to be treated as being shared with the
councillor in confidence only and why that is so.
PRESS AND MEDIA
Councils are accountable to their electorate. Accountability requires local understanding.
This will be promoted by the council, explaining its objectives and policies to the electors
and customers. Councils use publicity to keep the public informed and to encourage public
participation. The council needs to tell the public about the services it provides. Good
effective publicity should aim to improve public awareness of the council’s activities.
Publicity is a sensitive matter in any political environment because of the impact it can
have. Expenditure on publicity can be significant. It is essential to ensure that decisions on
publicity are properly made in accordance with the Code of Recommended Practice on
Local Authority Publicity and the council’s Media Protocol.
The officer may respond to press enquiries but should confine any comments to the facts
of the subject matter and the professional aspects of the function concerned. On no
account must an officer expressly or impliedly make any political opinion, comment or
statement.
Any press release that may be necessary to clarify the council’s position in relation to
disputes, major planning developments, court issues or individuals’ complaints should be
approved by the officer.
The chair (or chair of a committee) may act as spokespersons for the council in
responding to the press and media and making public statements on behalf of the council
but should liaise with the officer on all forms of contact with the press and media. The
council may also appoint individual councillors as spokespeople where there is an area of
particular expertise but this should only be done with the agreement of the council.
The council must comply with the provisions of the Local Government Act 1986 (“the Act”)
regarding publicity. All media relations work will comply with the national Code of Practice
for Local Government Publicity. The Code is statutory guidance and the council must have
regard to it and follow its provisions when making any decision on publicity.
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The LGA has produced useful guidance on the Publicity Code -
https://www.local.gov.uk/publications/short-guide-publicity-during-pre-election-period
For more detailed information and guidance regarding the role of councillors in connection
with the use of social media, reference should be made to the council’s Social Media
Protocol where there is one in place.
IF THINGS GO WRONG
Procedure for officers:
From time to time the relationship between councillors and the officer (or other employees)
may break down or become strained. Whilst it is always preferable to resolve matters
informally, it is important that the council adopts a formal grievance protocol or procedure.
The principal council’s monitoring officer may be able to offer a mediation/conciliation role
or it may be necessary to seek independent advice. The chair of the council should not
attempt to deal with grievances or work related performance or line management issues
on their own. The council should delegate authority to a small group of councillors to deal
with all personnel matters.
The law requires all employers to have disciplinary and grievance procedures. Adopting a
grievance procedure enables individual employees to raise concerns, problems or
complaints about their employment in an open and fair way.
Where the matter relates to a formal written complaint alleging a breach of the councillors’
Code of Conduct the matter must be referred to the principal council’s monitoring officer in
the first instance in line with the Localism Act 2011. The council may however try to
resolve any concerns raised informally before they become a formal written allegation.
Procedure for councillors:
If a councillor is dissatisfied with the conduct, behaviour or performance of the officer or
another employee, the matter should be reported to the chair and then raised with the
officer in the first instance. If the matter cannot be resolved informally, it may be necessary
to invoke the council’s disciplinary procedure.
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Meeting of Hellesdon Parish Council
13th December 2022
Item 12 - To Receive Updated Plans and Consider License for Bollard Scheme
An email was received from the Estates Team at Norfolk County Council regarding the Library
Protection Scheme. They have advised:
‘Nplaw has advised that a licence is the appropriate way to do this. NCC would be responsible for
installing/maintaining/repairing/replacing the bollards as required, and would undertake to reinstate
the land to the parish council’s satisfaction if required at the end of the arrangement.
I am awaiting some further information about the proposed bollards from a colleague and hope to
be able to share that shortly, together with a plan/image.
Are you happy for me to ask nplaw to prepare a draft licence document that I can share with you for
comment/agreement? I am assuming something like a 20 year term would be suitable, but let me
know if you disagree. Are you happy with a peppercorn rent?’
The Parish Council’s response to this was:
‘Thank you for your email and for moving this forwards.
If you could draft the license, as per your proposal below, then I can take this to council for
consideration, along with the plans when you’ve received them. ‘
As of the date of this report, the Parish Council has not received any further information. As soon as
the proposal is available it will be presented to full council.
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