PACKMERGED WITH NUMBERS CCC 20.03.24

Interests Flowchart
The flowchart below gives a simple guide to declaring an interest under the code.

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Table 1: Disclosable Pecuniary Interests
This table sets out the explanation of Disclosable Pecuniary Interests as set out in the
Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012.
Subject Description
Employment, office, trade, Any employment, office, trade,
profession or vocation profession or vocation carried on for
profit or gain.

Sponsorship Any payment or provision of any other
financial benefit (other than from the
council) made to the councillor during the
previous 12-month period for expenses
incurred by him/her in carrying out
his/her duties as a councillor, or towards
his/her election expenses.
This includes any payment or financial
benefit from a trade union within the
meaning of the Trade Union and Labour
Relations (Consolidation) Act 1992.

Contracts Any contract made between the
councillor or his/her spouse or civil
partner or the person with whom the
councillor is living as if they were
spouses/civil partners (or a firm in
which such person is a partner, or an
incorporated body of which such person
is a director* or a body that such person
has a beneficial interest in the securities
of*) and the council
—
(a) under which goods or services are
to be provided or works are to be
executed; and
(b) which has not been fully discharged

Land and Property Any beneficial interest in land which is
within the area of the council.
‘Land’ excludes an easement,
servitude, interest or right in or over
land which does not give the councillor
or his/her spouse or civil partner or the
person with whom the councillor is
living as if they were spouses/ civil
partners (alone or jointly with another) a
right to occupy or to receive income.
Licenses Any licence (alone or jointly with others)
to occupy land in the area of the council
for a month or longer

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Corporate tenancies Any tenancy where (to the councillor’s
knowledge)—
(a) the landlord is the council; and
(b) the tenant is a body that the councillor,
or his/her spouse or civil partner or the
person with whom the councillor is living
as if they were spouses/ civil partners is
a partner of or a director* of or has a
beneficial interest in the securities* of.

Securities Any beneficial interest in securities* of a
body where—
(a) that body (to the councillor’s
knowledge) has a place of
business or land in the area of the
council; and
(b) either—
(i) ) the total nominal value of the
securities* exceeds £25,000 or
one hundredth of the total issued
share capital of that body; or
(ii) If the share capital of that body is of
more than one class, the total nominal
value of the shares of any one class in
which the councillor, or his/ her spouse
or civil partner or the person with whom the
councillor is living as if they were
spouses/civil partners have a beneficial
interest exceeds one hundredth of the total
issued share capital of that class.

* ‘director’ includes a member of the committee of management of an industrial and
provident society.
* ‘securities’ means shares, debentures, debenture stock, loan stock, bonds, units of a collective
investment scheme within the meaning of the Financial Services and Markets Act 2000 and other
securities of any description, other than money deposited with a building society.
Table 2: Other Registrable Interests
You must register as an Other Registerable Interest :
a) any unpaid directorships
b) any body of which you are a member or are in a position of general control or
management and to which you are nominated or appointed by your authority
c) any body
(i) exercising functions of a public nature
(ii) directed to charitable purposes or
(iii) one of whose principal purposes includes the influence of public opinion or policy
(including any political party or trade union) of which you are a member or in a
position of general control or management

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 The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk

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

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

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

Welcome

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

1. Apologies and Acceptance for Absence

Apologies were received from Cllr Douglass.

2. Declarations of Interest and Dispensations

None raised.

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

4. Public Participation

There were no members of the public in attendance.

5. To Consider Fund Raising Event Request in the Cafe

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

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

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Approved…………………………………………………

Date…………………………………………………….
Hellesdon Community Café Committee 1st November 2023

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

7. To Agree Christmas Closure Days for Cafe

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

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

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

Profit (ex staffing): £12,860

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Approved…………………………………………………

Date…………………………………………………….
Hellesdon Community Café Committee 1st November 2023

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

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

Meeting closed at 9pm

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Approved…………………………………………………

Date…………………………………………………….
Hellesdon Community Café Committee 1st November 2023

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Item 5

To Receive Financial Report for Community Cafe

Year to 29th February 2024

Café Income £26,635

Food Purchases £13,005

Consumables £1,293

Cleaning Materials £311

Café Expenditure (£14,609)

Gross Profit £12,026

Staff Costs (£22,106)

Month 11 Figure (£10,080)

Income Detail

 Month                                        Gross Income
 1                                            £1,708.96
 2                                            £1,637.62
 3                                            £1,698.20
 4                                            £1,991.28
 5                                            £2,746.77
 6                                            £2,012.10
 7                                            £2,483.87
 8                                            £3,033.36
 9                                            £2,401.00
 10                                           £2,789.54
 11                                           £4,132.69
                                              £26,635.39

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Item 6 – Volunteer Arrangements

a) To Receive Report into Volunteer Requirements for Community Café and Community
Fridge

The community café is becoming increasingly busy over the period of 11am – 1pm. Due to the
intensity of the Tuesday to Thursday period, we haven’t yet marketed the Friday opening much,
but with some additional assistance would be able to make Friday opening as supported as
other days of the week.

As the community café is designed to be low cost in support of local people, it is not in a
financial position to recruit further members of staff, but there is an opportunity for
volunteering, Volunteering is designed to be of benefit to both the volunteer, allowing for social
well-being, and for the Parish Council.

For the café, the work which would be envisaged of a volunteer would be to:

   •   Take orders politely from customers.
   •   Operate the till and card machine.
   •   Clear tables, clean tables and operate the dishwasher.
   •   Serve cakes from the counter
   •   Operate the barista machine

Full training will be given by the Parish Council, and the Parish Council would pay for their L2
food safety certificate.

From the perspective of the Community Fridge, a volunteer co-ordinator as well as volunteer
collectors will be required, due to the timings we are likely to be able to collect from local
establishments. We are currently on a back up collection from Neighbourly at Aldi in Costessey,
although have had no collections as of yet.

The community fridge was inspected by Fareshare on 4th March and has been passed through to
agreement for collection by local establishments. However the availability of slots is very
limited.

We have accepted slots at:

Bookers (Sunday pm)

Tesco Cromer Road (Monday pm)

Makro (Saturday and Sunday pm)

Sunday collections have now been made possible by Sunday opening at the community centre.

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Notifications for collection will be received via the ‘Foodiverse’ app at approx. 7pm in the
evening (1pm on a Sunday) for collection between 8.30pm and 9.30pm in the evening (2.30pm
and 3.30pm on a Sunday).

As this is out of hours for office staff, it is recommended that a volunteer co ordinator is
recruited, who will be able to liaise with volunteer collectors. We could utilise the caretaking
staff but only as a very last resort as this will leave the centre unattended. Cool bags have been
purchased, so we are in a position to start collecting, we just need the manpower to complete
the collections.

b) To Agree Volunteer Policy and Agreement

As Appended

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 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

HELLESDON PARISH COUNCIL

VOLUNTEER POLICY

Introduction

Hellesdon Parish Council exists to provide local services to the residents of Hellesdon, under
the Powers and Duties provided by law to first tier local authorities.

In line with this mission Hellesdon Parish Council seeks to involve volunteers to:

   •   Help ensure our services meet the needs of our residents
   •   Provide new skills and perspectives
   •   Increase our contact with the local community we serve

Principles

This Volunteering Policy is underpinned by the following principles:

   •   Hellesdon Parish Council will ensure that volunteers are properly integrated into the
       organisational structure and that mechanisms are in place for them to contribute to
       Hellesdon Parish Council’s work.
   •   Hellesdon Parish Council does not aim to introduce volunteers to replace paid staff
   •   Hellesdon Parish Council expects that staff at all levels will work positively with
       volunteers and, where appropriate, will actively seek to involve them in their work
   •    Hellesdon Parish Council recognises that volunteers require satisfying work and
       personal development and will seek to help volunteers meet these needs, as well as
       providing the training for them to do their work effectively.

Recruitment

All prospective volunteers will be interviewed to find out their skills, suitability and how best
their potential might be realised.

Volunteer agreements and voluntary work outlines

Each volunteer will have a volunteer agreement establishing what Hellesdon Parish Council
undertakes to provide them. In addition they will agree to a written outline of the specific
work they will be undertaking. Neither of these documents is a contract; Hellesdon Parish
Council has no intention of creating a contract with any volunteers.

Expenses

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All volunteers will have authorised expenses reimbursed.

Induction and training

All volunteers will receive an induction into Hellesdon Parish Council and their own area of
work. Training will be provided as appropriate. Where possible volunteers will be entitled to
receive additional training on the same basis as paid staff.

Support

All volunteers will have the Parish Clerk as their main point of contact. They will be provided
with regular supervision to feed back on progress, discuss future development and air any
problems.

The Volunteer’s Voice

Volunteers are encouraged to express their views about matters concerning Hellesdon
Parish Council and its work.

Insurance

All volunteers are covered by Hellesdon Parish Council’s insurance policy whilst they are on
the premises or engaged in any work on Hellesdon Parish Council’s behalf.

Health and safety

Volunteers are covered by Hellesdon Parish Council’s Health and Safety Policy, a copy of
which will be provided.
All volunteers will be provided with the equipment required to do the volunteering assigned
to them.

Equal opportunities

Hellesdon Parish Council operates an equal opportunities policy in respect of both paid staff
and volunteers. Volunteers will be expected to have an understanding of and commitment
to our equal opportunities policy.

Problem solving

We aim to identify and solve problems at the earliest possible stage. All complaints either
by or about volunteers will be considered by the Parish Clerk.

Confidentiality

Volunteers will be bound by the same requirements for confidentiality as paid staff.

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 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

HELLESDON PARISH COUNCIL

VOLUNTEER AGREEMENT

Volunteers are an important and valued part of Hellesdon Parish Council. We appreciate
that you’ve chosen to volunteer with us. We will do our best to make your volunteer
experience enjoyable and rewarding. We aim to be flexible and supportive. We believe that
the volunteer relationship is built on trust and mutual understanding.

This agreement sets out:

   •   what support you can expect from us when you volunteer
   •   the expectations from you as a volunteer

As a volunteer we ask that you:
   •   Strive for the best that you can do and complete your volunteering activities with
       dedication and commitment.
   •   Go to any briefings and training that we think will help you in your role.
   •   Be positive about and support the work of Hellesdon Parish Council.
   •   Follow and operate within the policies and procedures of Hellesdon Parish Council
       including Health and Safety and Equal Opportunities.
   •   Act responsibly and within the law.
   •   Maintain confidentiality of Hellesdon Parish Council’s activity, the people in our care,
       our team and our procedures.
   •   Value and respect the rights of residents that you may come into contact with as
       part of your volunteer role.
   •   Work in partnership with staff and volunteers to make society a better place for our
       beneficiaries.
   •   Let the Parish Clerk know if you are having any problems or if you have any
       complaints, concerns or feedback.
   •   Meet agreed time commitments and give reasonable notice when you’re not
       available so that arrangements can be made.

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In return, we will:
   •   Introduce you to how our organisation works and your role within it.
   •   Give information about Hellesdon Parish Council’s work, policies and procedures.
   •   Offer training and support for your role.
   •   Reimburse agreed expenses.
   •   Strive to resolve any concerns fairly and reasonably, applying our complaints
       procedure when it’s needed.
   •   Respect and listen to your feedback, and keep you informed of any changes.
   •   Ensure your health, safety and welfare.
   •   Apply our Equal Opportunities policy.
   •   Encourage a positive and supportive volunteering experience.

Signed
This agreement is in honour only. It is not intended to be a legally binding contract and
either Hellesdon Parish Council or the volunteer can end the agreement at any time.

Signed …………………………………………………… Print name………………………………………

Date………………………...

Signed on behalf of Hellesdon Parish Council …………..……………Print name…………………

Date………………………………

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