02 02.04.24 Events Minutes

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

Minutes of the Meeting of Hellesdon Events Committee
Tuesday 2nd April 2024, 7pm in the Council Chamber

Present at the Meeting
Cllr L. Douglass (Chairman)
Cllr R. Forder
Cllr B. Johnson
Cllr S. Smith

Also in attendance
F. LeBon – Clerk.

The Chairman welcomed all attendees, and opened the meeting at 7pm

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

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

3. Approval of the Minutes
The minutes of the meeting of the 27th February 2024 had been circulated. These were AGREED as a
true and accurate record of the meeting.

4. Public Participation (as permitted by Standing Order 3.d & 5.k. xiii)
No members of the public in attendance.

5. Summer Fayre 22nd June 2024
The photo competitions were discussed. It was AGREED to do photo competitions for Handsome Hound
as this is always popular, and to introduce a Glorious Garden competition.
Cllr Douglass has made contact with ‘Hash Papa’ catering who will provide loaded hash browns.

6. Update and Further Consideration for Upcoming Events.
a. Drag Bingo Bar
The License for the event on 20th April is in place.
The bar order suitable for this event and updated prices were AGREED.
Koppaburg – increase to £4.50
Spirits – increase to £3.50
Wine per glass – increase to £4.00
Wine by the bottle - £11.50
Single Serve prosecco - £5.00
Prosecco by the bottle - £14.00

Lime cordial, ice and lemons will need to be purchased locally nearer the time. Tongs also need to be
ordered for the ice bucket.
Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 2nd April 2024
 The caretakers are to ensure that the volunteers have access to ample bin bags on the night.
b. D – Day 80
The feedback on D-Day has been very limited and could not warrant an event. It was AGREED that the
Parish Council should show its respect by the flying of the specific D-Day flag and having bunting on the
Bull Roundabout.
A discussion occurred about having a flagpole on the Bull Roundabout. The Clerk will seek advice from
Highways prior to putting on the agenda for full council.
c. OAP Party Entertainment
Enquiries are to be made of Olly Day, Nigel Boy Syer and the Hee Haws. If these are not successful then
a further enquiry will be made of Jeff Short, but specifying the need for more Christmas themed
entertainment.
d. Party Night
After the success of the Through the Ages event in January, a second Parish Council run event was
AGREED to be run on 21st September. Discussions occurred as to the type of event, and it was AGREED
that this should be a Disco designed for adults. A DJ is to be sought.

A mailchimp mailing list was discussed, at a cost of £16.03 per month. It was AGREED to not progress
with this and discuss again after the event in September to see if this expenditure is warranted.

Formal photo ID lanyards for councillors were discussed. This is to be placed on the agenda for full
council.

7. Items for the next agenda
Debrief for Drag Bingo bar
Disco on 21st September

8. To confirm the date, time and venue of the next meeting.
Wednesday 8th May 2024 at 3pm

The meeting closed at 8.20pm

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 2nd April 2024