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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 the Meeting of Hellesdon Parish Council
held on Tuesday 11th June 2024 at 7pm
in The Council Chamber, Diamond Jubilee Lodge
PRESENT:
Cllr B Johnson (Chairman) Cllr G Britton
Cllr L Douglass Cllr I Duckett
Cllr R Forder Cllr S Gurney
Cllr M Hicks Cllr S Lowthorpe
Cllr D Maidstone Cllr R Sear
Cllr S Smith
In attendance: Mrs F LeBon (Clerk) and one member of the public.
Welcome by the Chairman – Cllr Johnson welcomed all in attendance.
1. Apologies and Acceptance for Absence
Apologies for absence were received from Cllr N Barker and Cllr D Fahy.
2. Declarations of Interest and Dispensations
No declarations made or dispensations applied for.
3. To Agree Minutes as a True and Accurate Record of the Full Council Meeting held on 14th May
2024
The Minutes of the Full Council meeting held on 14th May 2024 had been previously circulated. It
was RESOLVED TO ACCEPT these Minutes as a true and accurate record of the meeting.
It was raised that the comments made by Cllr Holland in item 10 of the minutes, had not been
communicated to Broadland Councillors, despite there being a full council meeting of Broadland
council on 23rd May 2024. It was thought that the software matter was not limited to Barclays
bank holders and had not been resolved as was detailed in the report. Cllr Douglass will escalate
this.
4. Public Participation
A member of the public thanked the Parish Council for the work that they do.
5. Council Reports
a) To Receive Clerk’s Written Report
This report had been previously circulated.
Updates were provided on the grant application for the west WC refurbishment and a meeting
with the Broadland Youth Advisory Group to discuss art projects.
Rather than pairing back the menu at the community café whilst the Cook Manager is on annual
leave, there is a possibility that cover may be available via an agency. It was AGREED that the
Clerk should try to obtain agency cover. The café now has three volunteers to assist during the
week.
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 11th June 2024
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It was AGREED that the deadline for applications for the Deputy Clerk and part time Facilities
Team Member should be extended for a further two weeks, with the application form and
website amended to reflect the new date. Cllr Gurney will relay this information to those who
have enquired to her.
The report was ACCEPTED.
b) To Receive Reports from District and County Councillors
District Council reports were not available due to the pre election period.
Cllr Gurney, in her role as County Councillor, reported that:
Two meetings had been held with Norfolk County Council about the Cromer Road bus lane, as a
result of new government guidance. An announcement will be made imminently.
Bus services to and from the airport are being reviewed to take into account passengers from
additional Ryan Air flights.
There was traffic disruption as a result of roadworks overrunning due to supply issues.
Cadent has been allowed an increased permit for their works so as to allow them to stay onsite
and complete the works started.
Complaints have been received about the standard of grass cutting on the land which Orbit is
responsible for and the verges which the Parish Council has delegated responsibility for.
The Clerk reported that extra cuts had been budgeted for, but Norfolk County Council had not
provided the Parish Council with an uplift to the payment received this year, and only had the
courtesy to write to Parish Councils to advise them after the payment was made and as a result of
a Freedom of Information request made. This was disappointing as it had made the matter
impossible to budget for.
c) Verbal Update from Chairman
There was no Chairman’s report due to the pre election period.
6. Financial Matters
a) To Note Internal Auditor Statement on Annual Return
The Internal Audit conclusion, as completed by Larking Gowen, on the Annual Return was NOTED.
The Clerk advised that a full report should be available from Larking Gowen for the next meeting.
b) To Agree the Annual Governance Statement 2023/2024
It was AGREED after a proposal from Cllr Maidstone and a second from Cllr Douglass that all items
1-8 be agreed as ‘yes’, with section 9 being not applicable as the council does not act as a Trustee.
c) To Agree the Accounting Statements for 2023/2024
The Annual Accounting Statements were AGREED after a proposal from Cllr Douglass and a
second from Cllr Gurney.
d) Bank Reconciliation – April 2024
This item was deferred from the May meeting. The bank reconciliation for April 2024 was
ACCEPTED after a proposal from Cllr Sear and a second from Cllr Britton.
e) Earmarked reserves summary – April 2024
This item was deferred from the May meeting. The earmarked reserves summary for April 2024
was AGREED after a proposal from Cllr Douglass and a second from Cllr Sear.
f) Approval of Payments – April 2024
This item was deferred from the May meeting. The payments for April 2024 were AGREED after a
proposal from Cllr Maidstone and a second from Cllr Douglass.
g) Receipts – April 2024
This item was deferred from the May meeting. Cllr Gurney queried the CIL receipt and where this
had been allocated to. The Clerk advised that this ought to have been allocated to Earmarked
Reserves, but would check and revert back to the council. The receipts for April 2024 were
AGREED after a proposal from Cllr Douglass and a second from Cllr Maidstone.
h) Detailed Income and Expenditure 1st April 2024 – 30th April 2024
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 11th June 2024
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This item was deferred from the May meeting.
Cllr Gurney advised that she would like to see a dog bin sited on the cut through between
Bernham Road and Woodland Road. This will be passed to PP&R where a full audit will be done
of Parish Council owned street furniture to see if it is in the most appropriate location or if any
more are required.
The detailed income and expenditure was ACCEPTED after a proposal from Cllr Douglass and a
second from Maidstone.
i) Bank Reconciliation – May 2024
The bank reconciliation for May 2024 was ACCEPTED after a proposal from Cllr Britton and a
second from Cllr Maidstone.
j) Earmarked reserves summary – May 2024
Cllr Gurney queried the movement of £140.24 out of the Good Causes for Hellesdon Earmarked
reserve. The Clerk will clarify with the finance officer and revert to council.
The earmarked reserves summary for April 2024 was AGREED after a proposal from Cllr Sear and
a second from Cllr Douglass, subject to the movement of CIL into earmarked reserves.
k) Approval of Payments – May 2024
Cllr Maidstone noted that the charge levied to the Parish Council for the by election was
disappointing. Cllr Johnson explained that the refund payments for Friday Friends, were due to a
coach trip that did not meet the expectations of the group. The payments for May 2024 were
AGREED after a proposal from Cllr Maidstone and a second from Cllr Douglass.
l) Approval of Receipts – May 2024
The receipts for May 2024 were AGREED after a proposal from Cllr Britton and a second from Cllr
Sear.
m) Detailed Income and Expenditure 1st April 2024 – 31st May 2024
Cllr Duckett queried a balance on account 1230 which was detailed as an incorrect account. The
Clerk will speak with the finance officer and revert back to members.
Discussions took place as to whether the budget for the defibrillators was adequate as in excess
of 50% had already been utilised. The Clerk advised that part of the expenditure had been used
to install the defibrillator at the parish hall and a small amount had been used for replacement
pads. Cllr Smith advised that none of the defibrillators required new pads imminently, but would
do if the defibrillators were used. It was AGREED to monitor this budget.
The detailed income and expenditure to 31st May 2024 was ACCEPTED after a proposal from Cllr
Forder and a second from Cllr Douglass.
7. Planning Committee
a) To Note the Decisions made by the Planning Committee on 14th May 2024
The minutes and decisions arising from the Planning Committee meeting held on 14th May 2024
had been circulated. Cllr Britton reported that the committee had withdrawn its representation
with regards an application for a premises license at 18 Links Avenue. The Clerk had been
instructed to find out why planning permission wasn’t required for such a significant change of
use. Cllr Britton also reported that the application for a C2 supported living establishment was
going to be determined by Broadland Council’s planning committee on 19th June It was AGREED
to note the minutes and the decisions made after a proposal from Cllr Duckett and a second from
Cllr Sear.
8. Events Committee
a) To Note the Decisions made by the Events Committee on 5th June 2024 (verbal report)
Cllr Smith reported that the Summer Fayre still required volunteers, especially at the end of the
day when the site needed tidying up. A volunteer was also required for the Welly Wanging.
A party night with disco and bar is being arranged for 21st September. Tickets will go on sale in
early July.
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 11th June 2024
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Good progress is being made on the Hellesdon Community Hearts project. The categories have
been agreed and sponsorship obtained for all categories, totalling approximately £500. The
celebration event is planned for 1st February 2025 and will be hosted by David Whitely. All
councillors were encouraged to attend this event.
It was AGREED to note the decisions made by the Events committee after a proposal from Cllr
Britton and a second from Cllr Maidstone.
9. Neighbourhood Plan
a) To Receive Update on the Neighbourhood Plan
The minutes and a report from the Neighbourhood Plan meeting held on 22nd May 2024 had been
previously circulated.
Cllr Gurney appealed for ideas to get more members of the public engaged in the Neighbourhood
Plan, especially on the committee. It was AGREED to add a stall to the Summer Fayre with the
‘Meet your councillors’ signage, and add the Neighbourhood Plan to the ‘What’s On’ board which
had been previously agreed by the Events Committee. Volunteers would be required to man this.
Cllr Lowthorpe offered to assist with an article to help engage people.
The decisions made by the Neighbourhood Plan Working Group, as noted in the minutes, were
AGREED after a proposal from Cllr Douglass and a second from Cllr Duckett.
10. Community Speed Watch
a) To Consider Formal Parish Council Support for a Community Speed Watch Scheme
After a request at the Annual Parish Meeting, the police had forwarded details to the Parish
Council of the Community Speed Watch Scheme. To commence, this scheme had to be
supported by the Parish Council. It was AGREED after a proposal from Cllr Duckett and a second
from Cllr Smith that the Parish Council should support this scheme. The Clerk will communicate
this to the police and continue to try to locate the speed monitor from the previous scheme.
11. Governance
a) To Review Financial Regulations, taking into account new NALC model
The new Model Financial Regulations with suggested amendments to bring into line with
Hellesdon Parish Council’s preferred working, had been previously circulated to councillors.
These were AGREED after a proposal from Cllr Britton and a second from Cllr Douglass.
12. Family Hub
a) To Agree Family Signage and Location Requests.
The Family Hub had sent a request along to install signage, along with a technical specification
and mock ups, to promote the Hub and make locating of the office easier. It was AGREED that the
signage could be installed as per the specification provided after a proposal from Cllr Britton and a
second from Cllr Douglass.
b) To Agree in Principle to Extension of Lease into Back Store and Internal Alterations
Due to the success of the Family Hub, the space they have is not always conducive to holding
confidential meetings. To do this the Family Hub books the Westwood Room, but this is not
always available which makes it difficult to cater for families in need who drop into the hub.
Informal discussions have been held about the Family Hub utilising the old police office to the rear
of the hub. The Family Hub would also look to utilise the area directly behind the old police office
to be used as an entrance and a place to leave buggies. They would replace the double gates
which lead out on to the driveway and also install v-mesh fencing and a single gate to protect the
grounds store from public access. It was AGREED, after a proposal from Cllr Douglass and a
second from Cllr Britton, that the project would be acceptable in principle, subject to seeing the
plans and agreeing upon a rent which reflects this increase in space.
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 11th June 2024
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13. To consider a resolution under the Public Bodies (Admission to Meetings) Act 1960 to exclude
the press and public for the duration of item 14 in view of the confidential nature of the
business to be transacted
This was AGREED.
The Meeting was Closed to the Press and Public
14. Land Matter.
a) To Receive Feedback on Meeting Held on 21st May 2024
Cllr Gurney fed back to the Parish Council the attendees and the discussions held at a meeting on
21st May 2024. Tasks were AGREED for the Clerk to complete, ready for this to be an agenda item
in July.
The Meeting was Reopened to the Press and Public
15. Matters for the Next Agenda
Land Matter
16. Time and Venue of Next Council meeting.
Tuesday 9th July 2024, 7pm at Diamond Jubilee Lodge
The meeting closed at 9.14pm
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 11th June 2024
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AGENDA ITEM 5a
CLERK'S REPORT FOR COUNCIL MEETING
9th July 2024
ITEM COMMENTS
Community Centre The Parish Council has settled with the liquidator for the roofing and window contract with
Melton Builders.
Further works have been required to add additional durgo valves to the new ladies WC area.
This should resolve outstanding issues with the flow.
Building Control have not yet signed off the project as they have raised queries with the door
handle on the DDA toilet. Our project manager is liaising with them to resolve the matter.
The snag list has yet to be completed and then the final account for this contract can be
agreed.
Agenda item for West WC Project
Prices are being obtained for the fire compartmentalisation of the ML.
Prices are being obtained for the new frontage signage. All contractors have suggested
trough lighting as opposed to spotlights for a more even light distribution, so quotes will be
obtained on this.
Prices are being obtained on the Altro flooring repair / replacement.
The sanding and resealing of the ML floor has been booked in for August. It has been
confirmed that the wood has now reached an equilibrium with the moisture.
The fire risk assessment has been completed and the reports received.
The rolling programme for the replacement tables has commenced. Three tables are
currently missing from the delivery, which is being addressed.
Broadland District Council has contacted us to advise that their weekly collections of our
commercial waste was erroneous and they can now only offer us fortnightly collections. This
is not appropriate for a business of our size and is causing problems already. We have had
prices from other companies and it is recommended that these are updated and the Parish
Council seeks an alternative contractor as BDC cannot offer us the service we require.
Prices obtained previously were based on 1no. general waste bin. We are currently operating
on two. We may be able to mitigate this by installing dual general waste / recycling bins in
the parks and community centre.
Car Park – No matters to report
Community Centre
Community Café and The regular collections from Tesco for the community fridge on a Monday evening are going
Fridge well. Other collections have occurred on other days when there is excess food, but this is
dependent on someone available to collect. An advert for a volunteer co-ordinator has been
placed in Just Hellesdon, however there has yet to be any response. Utilising voluntary
Norfolk will be tried.
The café has been supporting young people with additional needs from City College. The
young people also assisted with putting up bunting for the Summer Fayre, and as a result
have requested a stall for next year
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Parish Council Offices The Meeting Owl quote of £1,574.06 + VAT has been held. The Clerk and the Senior admin
Diamond Jubilee officer will be attending an online demo on 2nd June.
Lodge Also requested report into the possibility of a microphone system in the reception area, to
enable both staff and parishioners to be heard without the need to open the security
window. A quote has been requested.
The fire risk assessment has been completed and the reports received.
The Peoples Kit has now raised enough money to provide the ‘Chatty Bench’ to be installed
to the front of Diamond Jubilee Lodge. The Clerk and the Facilities Manager met with Age
UK in due course to discuss a possible installation in August and formal opening in September.
Councillors will be encouraged to attend the formal opening as this is hoped to be a pilot for
the Age Friendly Norwich scheme.
Recreation Ground The Clerk will be met with the Broadland Youth Advisory Board and the Family Hub to discuss
including Children’s art projects within the Recreation Ground. It was hoped that funding would become
Play areas available for this so the matter can be progressed further, but a proposed community art
project fund from Broadland Council did not go ahead due to election campaigning and the
availability of member decision makers. Due to this delay, there has been a delivery issue to
meet Shared Prosperity Fund close-down deadlines. Alternative sources of funding have
been suggested by Broadland Council as well as prospective artists. The prospective artists
suggested look very promising and to have significant appeal to young people.
The Youth Advisory Board will be engaging with young people at Hellesdon High School to
establish their views on the Recreation Ground. Once received, this will be fed back to the
Playing Fields Committee.
The annual RoSPA inspections have been completed and we have verbally been advised on
no matters of concern, only minor repairs and monitoring. Once received, these can be
presented to the next playing fields meeting.
Skate Park & MUGA The annual RoSPA inspections have been completed and we have verbally been advised on
no matters of concern, only minor repairs and monitoring. Once received, these can be
presented to the next playing fields meeting.
Meadow Way The annual RoSPA inspections have been completed and we have verbally been advised on
no matters of concern, only minor repairs and monitoring. Once received, these can be
presented to the next playing fields meeting.
Mountfield Park Grant money has been received for the trees on Mountfield Park, we are just awaiting the
trees we require to come into stock with RHS (expected late summer).
Cottinghams Park No matters to report
Allotments The Facilities Manager has met with the probation service to discuss volunteer assistance
with projects on the allotment site. The probation service has agreed to that the sub division
of plot 19 and the extension car parking area would be appropriate projects. They will now
produce the risk assessments, method statements and select the appropriate volunteers.
Community Orchard No matters to report. When fruit comes it can be taken to the Community Fridge for
Distribution.
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Community Apiary A decision on the future of the community apiary will be made at the next Playing Fields,
Allotments and Amenities Committee
Cemetery Car Park Land registry plans are to be obtained for land that is supposedly within the Parish Council
ownership. Land registry require professional planning maps to be purchased to enable
this request. Conveyance documents have been obtained from archive.
Persimmon Homes No further update from Persimmon. The reserved matters application for P3 remains in
abeyance, with no further documentation added since October.
Public Toilets No matters to report.
Litter & Dog Waste Hellesdon Parish Council has raised concerns with Broadland Council over an informal
Bins arrangement over the maintenance of litter and dog bins which have been provided by
Broadland Council.
Broadland Council will be writing to town and parish councils to clarify responsibility for
installation and maintenance of street bins’. [17th November 2022] This communication has
yet to be received. This has been chased as the environmental assets in the parish are looking
to be reviewed (are they sufficient / in the right place). A response was received by Broadland
Council on 11th September advising that ‘Unfortunately this is still in the process of being
reviewed and finalised’.
Increased requests are being received for extra litter / dog bins. A review of these assets was
agreed by PP&R in the new financial year and these can be considered.
Bus Shelters Further to the successful Parish Partnership application, the following bus shelters have been
ordered for the Drayton High Road and should be installed in mid July:
1no. 3 bay cantilever, with bench seat, clear poly carbonate panels and flag bracket @ £4708
Forward facing - northbound o/s the hospital
2no. 2 bay cantilever, with bench seat, clear poly carbonate panels and flag bracket @ £3789
each
Reverse facing - Southbound, between Margaret Close and Yelverton Close
Reverse facing - Southbound, south of Hammond Road
Benches No matters to report
War Memorial No matters to report
Highways Work has commenced on resurfacing the pathways on Neylond Crescent.
A request has been made to highways to replace the ‘Give Way to Vehicles from the Right’
signage that was not replaced after a vehicle strike on the Reepham Road / Drayton Wood
Road Roundabout (inbound).
Saffron Housing has been emailed over surface water flooding on Angus McKay Court. They
have acknowledged that this is their responsibility and are awaiting quotes and further
authorisation for the required works.
A lack of dropped kerbs has been identified along the Cromer Road, across Lodore Avenue.
This will be raised directly to highways for remediation.
A set of 30mph repeater signs has been requested due to reports of speeding traffic exiting
the parish and not realising that the 30mph zone has been extended.
Multiple incidents of the footpath breaking up on Eversley Road have been reported.
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Staffing A staffing committee meeting has been called for 11th July to discuss the Deputy Clerk role,
the facilities team member role, staffing of the community café and job evaluations.
Street Lighting No matters to report
Events The Summer Fayre was hugely successful. The committee will be doing a debrief on 24th
July
Meeting Dates 11th July 7pm - Staffing
17th July 7pm – Neighbourhood Plan Working Group
24th July 3pm - events
Full Council Parish Council – To be agreed whether an August meeting is required.
Committee meetings required for:
Community Centre – once prices for signage, flooring and Fire doors to the ML have been
received
Playing Fields – to discuss allotment liaison group, rose garden, RoSPA reports and apiary
PP&R – to discuss location / amount of street furniture
Community Café – to report on final years figures and survey results
Environment – to kick start committee. Initial information has been sent to the Chair and
Vice chair regarding a biodiversity plan.
Health and Safety No matters to report
Other Matters We are working with The Limes to help with their emergency plan, to use the community
centre as an evacuation centre if required.
Archiving continues. Some great press cuttings have been found from the 1950’s. it is
hoped when archiving has been completed these can be framed and displayed.
12
Meeting of Hellesdon Parish Council
9th July 2024
Item 5b – District and County Councillor Reports
The District and County councillors have been restricted in their reporting by the pre-election
period. Decisions are being delayed and announcements deferred until after 4th July.
The consultation for the yellow pedalway has also been deferred until after the election.
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Hellesdon Parish Council Current Year
Bank - Cash and Investment Reconciliation as at 30 June 2024
Confirmed Bank & Investment Balances
Bank Statement Balances
30/06/2024 Active Saver 4401 521,561.30
30/06/2024 Business Current Account 2077 500.00
30/06/2024 Petty Cash 192.20
30/06/2024 Active Saver 7702 343,726.33
30/06/2024 82818.67 82,818.67
30/06/2024 Number 2 account 0958 0.00
30/06/2024 Cafe float 100.00
948,898.50
Receipts not on Bank Statement
0.00
Closing Balance 948,898.50
All Cash & Bank Accounts
1 Current Bank Account 522,061.30
2 Petty Cash 192.20
3 Active Saver 7702 343,726.33
4 Active Saver Emergency 4503 82,818.67
5 Number 2 account 0.00
6 Cafe float 100.00
Other Cash & Bank Balances 0.00
Total Cash & Bank Balances 948,898.50
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02/07/2024 Hellesdon Parish Council Current Year Page 1
14:47
Earmarked Reserves
Account Opening Balance Net Transfers Closing Balance
320 EMR Play Equipment 20,000.00 20,000.00
321 EMR Site Fencing 1,000.00 1,000.00
322 EMR Machinery 20,000.00 20,000.00
323 EMR Hard Surface Area 66,500.00 66,500.00
324 EMR Premises/Furnishing 1,900.00 1,900.00
325 EMR CCTV 22,000.00 22,000.00
326 EMR Elections 6,500.00 6,500.00
327 EMR War Memorial 4,500.00 4,500.00
328 EMR Burial Ground Land 10,000.00 10,000.00
329 EMR Com Centre Contingency 7,739.68 7,739.68
330 EMR Parish Poll Provision 6,000.00 6,000.00
331 EMR Mountfield Park 35,462.99 35,462.99
332 EMR Good Causes in Hellesdon 4,750.00 -140.24 4,609.76
334 EMR HEL2** 53,127.24 53,127.24
335 EMR Car Park/Paths at HCC 5,000.00 5,000.00
336 EMR Car Park Soakaway 10,000.00 10,000.00
337 EMR Driveway Sinkage 5,000.00 5,000.00
338 EMR Grit bins 1,000.00 1,000.00
340 EMR PF Ownership signs 1,508.45 1,508.45
342 EMR Staff contingency payments 10,000.00 10,000.00
345 EMR Bus shelter 3,000.00 3,000.00
346 EMR Green Grid 5,140.00 5,140.00
347 EMR Land Acquisition account 59,752.17 59,752.17
348 EMR Community Engagement Reser 2,350.00 2,350.00
349 EMR IT Reserve 10,000.00 10,000.00
351 EMR Events 2,500.00 2,500.00
352 EMR HCC extension 100,000.00 100,000.00
361 EMR CIL 23/24 62,242.78 62,242.78
362 EMR Comm fridge/cafe improves 1,686.68 1,686.68
363 EMR Neighbourhood Plan 10,000.00 10,000.00
364 EMR Rainwater Harvester 25,000.00 25,000.00
365 EMR Biodiversity duty 5,000.00 5,000.00
366 EMR Refurb Westward WC's 20,000.00 20,000.00
367 EMR DJL control panel 2,500.00 2,500.00
368 EMR AV in DJL 2,500.00 2,500.00
369 EMR CIL 24/25 0.00 8,784.04 8,784.04
603,659.99 8,643.80 612,303.79
15
List of Payments made between 01/06/2024 and 30/06/2024
Date Paid Payee Name Amount Paid Transaction Detail 03/06/2024 Barclaycard Commercial £595.04 card purchases May statement 03/06/2024 Thomann £18.50 clip for lapel microphone 03/06/2024 Toombs Butchers £199.52 cafe purchases 03/06/2024 Broadland District Council £170.00 bus rates stores 03/06/2024 Broadland District Council £1,259.00 bus rates HCC 03/06/2024 Broadland District Council £363.00 bus rates grds shed 03/06/2024 Trade UK £72.05 yale lock/sennen lock 04/06/2024 Barclays Bank Plc £57.58 charges 15 Apr - 12 May 05/06/2024 UK Fuels Ltd £266.81 diesel May 05/06/2024 Total Gas & Power £1,191.45 elec 31 Mar 06/06/2024 Anglia Culinary Suppliers Ltd £172.99 cafe purchases 06/06/2024 Ben Burgess Groundscare Equipm £46.68 cable ties & adaptor 06/06/2024 Calypso Coffee £109.25 coffeee capsules café 06/06/2024 DD Health & Safety Supplies Lt £441.09 workwear & cleaning materials 06/06/2024 Easters Norwich Ltd £102.01 cafe purchases 06/06/2024 GOPAK £1,775.90 folding tables x 16 06/06/2024 Norse Commercial Services Ltd £230.40 park lock/unlock May 06/06/2024 Norse Eastern Ltd £1,162.13 highway grass verges 06/06/2024 The Fresh Air Company £566.40 filters heat recovery units 10/06/2024 Melton Builders of Beetley Ltd £12,767.90 work completed at HCC 13/06/2024 Total Gas & Power £41.65 elec allotments 3-31 Mar 19/06/2024 Total Gas & Power £193.70 gas May 20/06/2024 Friday Friends £10.00 Fr Friends coach trip refund 20/06/2024 Casual Hire £290.78 hire fee refund 20/06/2024 EEE 23 £13.40 mileage claims 20/06/2024 P J Plumbing Heating & Mainten £199.99 call out 26 Apr flooding HCC 20/06/2024 Osiris Technologies £715.81 mthly IT support, phones, broadband 20/06/2024 Norfolk County Council £139.20 NP Law fee time May 24 20/06/2024 Just Regional Publishing £420.00 Just Hellesdon 12 June 20/06/2024 Hugh Crane Equipment £162.95 buff pads, soap & t/rolls 20/06/2024 GOPAK £67.02 stage repairs 20/06/2024 Eastern Security Systems Ltd £540.00 fire risk assessments 20/06/2024 Empower Services Ltd £84.00 replace broken sockets bar 20/06/2024 Easters Norwich Ltd £98.67 cafe purchases 20/06/2024 D J Designs Ltd £2,060.50 roofing project fees 20/06/2024 Calypso Coffee £75.95 coffee capsules 20/06/2024 Canon UK Ltd £273.98 printer usage Mar - May 20/06/2024 Ben Burgess Groundscare Equipm £635.38 repair Super Bowl mower 20/06/2024 Broadland District Council £1,235.41 commercial waste HCC 20/06/2024 Amazon £215.61 c/ties,tape,gloves,dustpan,clipboard,glasses,measure 20/06/2024 Anglia Culinary Suppliers Ltd £7.21 cafe purchases 25/06/2024 Broadland District Council £644.00 bus rates office
16 25/06/2024 Total Gas & Power £516.53 elec May HHCC 25/06/2024 Total Gas & Power £24.66 elec allotments May 24 25/06/2024 Total Gas & Power £533.06 elec May 24 27/06/2024 Anglia Culinary Suppliers Ltd £489.70 café purchases 27/06/2024 Calypso Coffee £139.50 choc dist, drink choc, coffee café 27/06/2024 DD Health & Safety Supplies Lt £297.65 workwear 27/06/2024 Easters Norwich Ltd £227.45 cafe purchases 27/06/2024 Eastern Security Systems Ltd £150.00 circuit fault fire panel HCC
£32,071.46
17
Cash Received between 01/06/2024 and 30/06/2024
Date Cash Received from Receipt Description Receipt total 03/06/2024 Barclaycard Commercial cashback statement 8 May £8.00 03/06/2024 Barclays Bank Plc interest 4 Mar - 2 Jun £1,579.95 03/06/2024 Casual Hire HCC hire £72.13 03/06/2024 Memorial rose purchase memorial rose £45.00 03/06/2024 Regular hirer HCC hire £53.94 03/06/2024 Sports booking Netball court hire £47.00 04/06/2024 Barclays Bank Plc loyalty reward 15 Apr - 12 May £12.27 04/06/2024 Regular hirer HCC hire £212.92 04/06/2024 Regular hirer HCC hire £137.40 04/06/2024 Regular hirer HCC hire £192.36 04/06/2024 Regular hirer HCC hire £137.40 04/06/2024 Regular hirer HCC hire £164.80 04/06/2024 Regular hirer HCC hire £169.03 04/06/2024 Regular hirer HCC hire £137.40 04/06/2024 Regular hirer HCC hire £123.63 04/06/2024 Regular hirer HCC hire £169.04 04/06/2024 Stall holder Summer fayre rent £15.00 04/06/2024 Stall holder Summer fayre £100.00 04/06/2024 Takings - Cafe 28-31 May £458.35 04/06/2024 Takings - Cafe card receipts £189.45 04/06/2024 Regular hirer HCC hire £29.00 05/06/2024 Casual Hire HCC hire £200.32 05/06/2024 Sports booking football training £34.34 05/06/2024 Regular hirer HCC hire £74.54 05/06/2024 Regular hirer HCC hire £90.06 05/06/2024 Regular hirer HCC hire £407.64 05/06/2024 Regular hirer HCC hire £71.11 05/06/2024 Regular hirer HCC hire £82.44 05/06/2024 Stall holder rent Summer fayre £25.00 05/06/2024 Takings - Cafe card receipts £147.25 06/06/2024 Regular hirer HCC hire £41.21 06/06/2024 Regular hirer HCC hire £38.16 06/06/2024 Takings - Cafe card receipts 6 Jun £203.35 07/06/2024 Regular hirer HCC hire £30.90 07/06/2024 Casual Hire HCC hire £290.78 07/06/2024 Sports booking football training £11.45 07/06/2024 Regular hirer HCC hire £171.24 07/06/2024 Regular hirer HCC hire £492.22 07/06/2024 Takings - Cafe cash 4 - 7 Jun £594.75
18 07/06/2024 Takings - Cafe card receipts 7 Jun £83.50 07/06/2024 Regular hirer HCC hire £14.31 10/06/2024 Regular hirer HCC hire £208.38 10/06/2024 Regular hirer HCC hire £103.10 11/06/2024 Regular hirer HCC hire £165.70 11/06/2024 Stall holder rent Summer Fayre £15.00 11/06/2024 Stall holder rent summer fayre £25.00 11/06/2024 Takings - Cafe card receipts £116.40 12/06/2024 Stall holder Summer fayre £25.00 12/06/2024 Stall holder rent Summer fayre £25.00 12/06/2024 Takings - Cafe card receipts £167.55 12/06/2024 Regular hirer HCC hire £30.90 13/06/2024 Regular hirer HCC hire £19.08 13/06/2024 Casual Hire HCC hire £34.34 13/06/2024 Regular hirer HCC hire £33.14 13/06/2024 Regular hirer HCC hire £41.21 13/06/2024 Sports booking football training £22.90 13/06/2024 Regular hirer HCC hire £393.48 13/06/2024 Stall holder rent Summer fayre £15.00 13/06/2024 Stall holder rent Summer fayre £25.00 13/06/2024 Takings - Cafe card receipts £131.65 14/06/2024 Casual Hire HCC hire £39.49 14/06/2024 Regular hirer HCC hire £19.08 14/06/2024 Casual Hire HCC hire £130.48 14/06/2024 Sports booking football training £11.45 14/06/2024 Sports booking football training £85.85 14/06/2024 Regular hirer HCC hire £708.96 14/06/2024 Regular hirer HCC hire £414.72 14/06/2024 Stall holder rent Summer fayre £25.00 14/06/2024 Stall holder rent Summer Fayre £25.00 14/06/2024 Takings - Cafe cash 11 - 14 Jun £570.05 14/06/2024 Takings - Cafe card receipts £157.65 17/06/2024 Stall holder rent summer fayre £30.00 17/06/2024 Stall holder rent summer fayre £50.00 17/06/2024 Stall holder rent Summer fayre £25.00 18/06/2024 Casual Hire HCC hire £27.48 18/06/2024 Casual Hire HCC hire £68.67 18/06/2024 Highway Grass contract grass verge cutting 2024 £20,624.87 18/06/2024 Sports booking bowling green £950.00 18/06/2024 Regular hirer HCC hire £340.62 18/06/2024 Stall holder rent Summer fayre £15.00 18/06/2024 Takings - Cafe card receipts £160.40
19 19/06/2024 Casual Hire HCC hire £13.74 19/06/2024 Takings - Cafe card receipts £202.75 20/06/2024 Regular hirer HCC hire £19.08 20/06/2024 Regular hirer HCC hire £21.41 20/06/2024 Regular hirer HCC hire £79.75 20/06/2024 Stall holder rent summer fayre £15.00 20/06/2024 Takings - Cafe card receipts £128.60 20/06/2024 Regular hirer HCC hire £57.24 21/06/2024 Grant Funding HCC toilets £20,000.00 21/06/2024 Sports booking football training £11.45 21/06/2024 Regular hirer HCC hire £28.62 21/06/2024 Stall holder rent Summer fayre £25.00 21/06/2024 Regular hirer HCC hire £30.90 22/06/2024 Stall holder rent Summer fayre £15.00 22/06/2024 Takings - Cafe cash 18-22 Jun £908.42 22/06/2024 Takings - Cafe card 21 Jun & 22 Jun £237.85 24/06/2024 Regular hirer HCC hire £216.36 25/06/2024 Takings - Cafe card receipts £163.25 26/06/2024 Regular hirer HCC hire £97.00 26/06/2024 Takings - Cafe card receipts £173.15 27/06/2024 Regular hirer HCC hire £41.21 27/06/2024 Casual Hire HCC hire £255.19 27/06/2024 Regular hirer HCC hire £192.40 27/06/2024 Takings - Cafe card receipts £126.30 28/06/2024 Regular hirer HCC hire £19.08 28/06/2024 Regular hirer HCC hire £325.68 28/06/2024 Regular hirer HCC hire £30.90
£56,671.57
20
03/07/2024 Hellesdon Parish Council Current Year Page 1
08:58
Detailed Income & Expenditure by Budget Heading 30/06/2024
Month No: 3 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 (10,256) 53,500 63,756 (19.2%) 1410 Community Centre Inc ML Room 1,799 6,912 0 (6,912) 0.0% 1415 Community Centre Inc SW Room 1,647 5,439 0 (5,439) 0.0% 1420 Community Centre Inc OH Room 756 3,324 0 (3,324) 0.0% 1440 Community Centre Inc Ww Room 29 462 0 (462) 0.0% 1445 Community centre kitchenette 126 390 0 (390) 0.0% 1455 Community centre stage hire 53 176 0 (176) 0.0% 1460 Hire of flasks 8 107 0 (107) 0.0% 1475 Storage charge 74 212 0 (212) 0.0% 1476 Rent old parish office 0 1,049 0 (1,049) 0.0%
Community Centre :- Income 4,491 7,815 53,500 45,685 14.6% 0 4070 Profess Fees/Agency Personnel 2,061 2,061 0 (2,061) (2,061) 0.0% 4150 Utilities & business rates 1,751 5,703 26,581 20,878 20,878 21.5% 4250 PHS services 0 1,764 4,000 2,236 2,236 44.1% 4295 Equipment - New/Replacement 97 1,610 8,860 7,250 7,250 18.2% 4300 Equipment-Repair/Maintenance 15 355 700 345 345 50.8% 4305 Parts- Repair/Replace/Spare 12 12 0 (12) (12) 0.0% 4435 Contingencies 0 0 2,500 2,500 2,500 0.0% 4450 Inspections 150 210 700 490 490 30.0% 4480 Memberships & Subscriptions 0 0 2,500 2,500 2,500 0.0% 4560 Property Maintain/Replacement 557 1,059 9,619 8,560 8,198 362 96.2% 4630 Consumables 92 171 750 579 9 570 24.0% 4635 cleaning agents/materials 206 917 2,000 1,083 1,083 45.8% 4695 community centre redevelopment 0 (116) 0 116 116 0.0%
Community Centre :- Indirect Expenditure 4,940 13,746 58,210 44,464 8,207 36,257 37.7% 0
Net Income over Expenditure (449) (5,931) (4,710) 1,221
110 Administration
1076 Precept 0 299,414 0 (299,414) 0.0% 1085 Grants received 20,000 20,000 0 (20,000) 0.0% 1099 Community Infrastructure 0 8,784 0 (8,784) 0.0% 8,784
Administration :- Income 20,000 328,198 0 (328,198) 8,784 4065 councillor training 0 40 1,000 960 960 4.0% 4070 Profess Fees/Agency Personnel 0 0 5,000 5,000 5,000 0.0% 4465 External Audit 0 0 2,205 2,205 2,205 0.0% 4470 Internal Audit 0 0 3,363 3,363 3,363 0.0% 4475 Legal Fees 116 377 667 290 290 56.5% 4480 Memberships & Subscriptions 0 1,820 2,874 1,054 1,054 63.3%
Continued over page
21
03/07/2024 Hellesdon Parish Council Current Year Page 2
08:58
Detailed Income & Expenditure by Budget Heading 30/06/2024
Month No: 3 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
4550 Insurance 0 11,277 11,310 33 33 99.7%
Administration :- Indirect Expenditure 116 13,514 26,419 12,905 0 12,905 51.2% 0
Net Income over Expenditure 19,884 314,684 (26,419) (341,103)
6001 less Transfer to EMR 0 8,784
Movement to/(from) Gen Reserve 19,884 305,900
120 Staff
4000 Admin Staff 7,309 22,253 128,356 106,103 106,103 17.3% 4010 Groundstaff 6,335 19,013 87,139 68,126 68,126 21.8% 4020 Care Takers 4,940 14,834 89,764 74,930 74,930 16.5% 4025 Cafe Staff 2,633 7,099 31,721 24,622 24,622 22.4% 4040 PAYE 3,444 10,917 0 (10,917) (10,917) 0.0% 4045 Pension Scheme 4,621 14,568 44,443 29,875 29,875 32.8% 4055 Staff training 0 0 4,500 4,500 4,500 0.0% 4070 Profess Fees/Agency Personnel 0 305 4,645 4,341 4,341 6.6% 4080 Employer NI 2,014 6,206 28,376 22,170 22,170 21.9% 4090 Protective clothing/workwear 578 798 2,500 1,702 166 1,536 38.6%
Staff :- Indirect Expenditure 31,874 95,993 421,444 325,451 166 325,285 22.8% 0
Net Expenditure (31,874) (95,993) (421,444) (325,451)
130 Council Office
1360 Electricity FIT 0 0 604 604 0.0%
Council Office :- Income 0 0 604 604 0.0% 0 4112 Advertising 0 0 360 360 360 0.0% 4150 Utilities & business rates 2,204 3,796 17,750 13,954 13,954 21.4% 4250 PHS services 0 25 130 105 105 19.5% 4295 Equipment - New/Replacement 30 153 1,968 1,815 1,815 7.8% 4400 Chairman's Budget 0 0 1,500 1,500 1,500 0.0% 4405 Expense/Mileage Members 0 0 100 100 100 0.0% 4410 Expense/Mileage Staff 13 18 100 82 82 18.3% 4415 Refreshments 21 63 524 461 14 446 14.8% 4420 Telephone and Broadband 203 1,023 3,379 2,356 2,356 30.3% 4425 IT Support and Maintenance 393 1,179 6,689 5,510 5,510 17.6% 4430 Photocopier 228 253 1,338 1,085 1,085 18.9% 4435 Contingencies 0 0 500 500 500 0.0% 4440 Stationery 2 86 966 880 880 8.9% 4445 Postage 11 16 237 221 221 6.7% 4450 Inspections 150 210 1,237 1,027 1,027 17.0%
Continued over page
22
03/07/2024 Hellesdon Parish Council Current Year Page 3
08:58
Detailed Income & Expenditure by Budget Heading 30/06/2024
Month No: 3 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
4485 Other Licences/Fees 59 2,904 2,881 (23) (23) 100.8% 4500 PWLB 0 21,547 43,094 21,547 21,547 50.0% 4560 Property Maintain/Replacement 0 1,146 5,509 4,363 4,363 20.8% 4565 Elections/Parish Poll 0 7,857 0 (7,857) (7,857) 0.0% 4570 Church Grass Cutting Contribut 0 0 800 800 800 0.0% 4595 Misc contributions 0 0 200 200 200 0.0% 4605 Grants awarded 0 100 0 (100) (100) 0.0% 4630 Consumables 0 0 210 210 210 0.0% 4635 cleaning agents/materials 0 0 106 106 106 0.0%
Council Office :- Indirect Expenditure 3,314 40,377 89,578 49,201 14 49,187 45.1% 0
Net Income over Expenditure (3,314) (40,377) (88,974) (48,597)
140 Neighbourhood Plan
4600 Neighbourhood Plan 0 24 18 (6) (6) 133.1%
Neighbourhood Plan :- Indirect Expenditure 0 24 18 (6) 0 (6) 133.1% 0
Net Expenditure 0 (24) (18) 6
150 Investment
1080 Bank Interest Received 3,169 3,169 4,051 882 78.2% 1090 Monthly Loyalty Rewards 12 39 92 53 42.4% 1091 Cash back rebates 7 19 48 29 39.9%
Investment :- Income 3,188 3,227 4,191 964 77.0% 0 4060 Bank Charges & card fees 105 344 899 555 555 38.3%
Investment :- Indirect Expenditure 105 344 899 555 0 555 38.3% 0
Net Income over Expenditure 3,083 2,883 3,292 409
160 Planning
4130 Hire of Rooms 0 0 300 300 300 0.0%
Planning :- Indirect Expenditure 0 0 300 300 0 300 0.0% 0
Net Expenditure 0 0 (300) (300)
170 Health and Safety
4135 Consultancy Fees 0 0 1,000 1,000 1,000 0.0% 4140 Defibrillator 0 204 357 153 153 57.2% 140 4295 Equipment - New/Replacement 0 0 250 250 250 0.0% 4630 Consumables 0 0 27 27 27 0.0%
Health and Safety :- Indirect Expenditure 0 204 1,634 1,430 0 1,430 12.5% 140
Net Expenditure 0 (204) (1,634) (1,430)
6000 plus Transfer from EMR 0 140
Continued over page
23
03/07/2024 Hellesdon Parish Council Current Year Page 4
08:58
Detailed Income & Expenditure by Budget Heading 30/06/2024
Month No: 3 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 0 (64)
180 Media and Communications
4105 Newsletter-Printing/Distributi 350 1,050 5,124 4,074 4,074 20.5% 4110 Website and Emails 0 577 1,690 1,113 1,113 34.2% 4155 IT Infrastructure 0 0 600 600 600 0.0% 4460 CCTV 0 0 500 500 500 0.0% 4685 Noticeboards 0 0 150 150 150 0.0%
Media and Communications :- Indirect Expenditure 350 1,627 8,064 6,437 0 6,437 20.2% 0
Net Expenditure (350) (1,627) (8,064) (6,437)
190 Stores
4150 Utilities & business rates 170 510 1,623 1,113 1,113 31.4%
Stores :- Indirect Expenditure 170 510 1,623 1,113 0 1,113 31.4% 0
Net Expenditure (170) (510) (1,623) (1,113)
195 Tractor Shed 4150 Utilities & business rates 363 1,090 3,466 2,376 2,376 31.4% 4450 Inspections 150 190 473 283 283 40.2% 4560 Property Maintain/Replacement 0 50 720 670 670 6.9%
Tractor Shed :- Indirect Expenditure 513 1,330 4,659 3,329 0 3,329 28.5% 0
Net Expenditure (513) (1,330) (4,659) (3,329)
200 Residents' Parties
4115 Consumable- Food/Beverage 0 0 595 595 595 0.0% 4120 Over 65 Entertainment 0 0 160 160 160 0.0% 4630 Consumables 0 0 148 148 148 0.0%
Residents' Parties :- Indirect Expenditure 0 0 903 903 0 903 0.0% 0
Net Expenditure 0 0 (903) (903)
205 Events
1480 Events income 412 1,652 1,550 (102) 106.6%
Events :- Income 412 1,652 1,550 (102) 106.6% 0 4122 Events 595 2,104 4,153 2,049 454 1,596 61.6%
Events :- Indirect Expenditure 595 2,104 4,153 2,049 454 1,596 61.6% 0
Net Income over Expenditure (183) (451) (2,603) (2,152)
Continued over page
24
03/07/2024 Hellesdon Parish Council Current Year Page 5
08:58
Detailed Income & Expenditure by Budget Heading 30/06/2024
Month No: 3 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
210 Grounds 1200 Football Hire Charges 0 180 2,106 1,926 8.6% 1210 Football Training Area Hire 29 272 986 714 27.6% 1215 Grass cutting agreement 0 17,187 16,735 (452) 102.7% 1270 Floodlights Income 0 27 26 (1) 104.2%
Grounds :- Income 29 17,667 19,853 2,186 89.0% 0 4195 Keys/Locks 0 60 204 144 81 63 69.3% 4200 Locking parks 120 408 2,772 2,364 2,364 14.7% 4205 Replacement Bins 0 0 2,200 2,200 2,200 0.0% 4210 Emptying Bins/Fresheners 0 1,235 5,457 4,222 4,222 22.6% 4215 Seats - Repair/Replacement 0 0 1,200 1,200 1,200 0.0% 4220 Signage - New/Replacement 15 15 500 485 485 2.9% 4225 Floodlights Maintenance/Repair 0 0 1,460 1,460 1,460 0 100.0% 4245 Highway grass verge cutting 0 1,937 10,653 8,716 8,716 18.2% 4255 Skip hire 0 0 2,730 2,730 2,730 0.0% 4260 Shrub/Tree/Hedge 0 375 1,000 625 625 37.5% 4270 Fertilisers/Weed & Moss Killer 0 480 0 (480) (480) 0.0% 4275 Contractor Spray 0 0 1,906 1,906 1,906 0.0% 4295 Equipment - New/Replacement 0 0 525 525 525 0.0% 4300 Equipment-Repair/Maintenance 0 136 0 (136) (136) 0.0% 4320 Small tools 0 74 1,052 978 24 955 9.3% 4325 fence repairs 0 0 5,000 5,000 5,000 0.0% 4390 Materials 39 91 4,123 4,032 4,032 2.2% 4395 Wetting Agents/Preservatives 0 0 233 233 233 0.0% 4435 Contingencies 0 0 2,500 2,500 2,500 0.0% 4630 Consumables 0 0 75 75 75 0.0% 4635 cleaning agents/materials 0 0 450 450 450 0.0%
Grounds :- Indirect Expenditure 174 4,811 44,040 39,229 1,565 37,664 14.5% 0
Net Income over Expenditure (145) 12,856 (24,187) (37,043)
220 Machinery and Vehicles 4145 Landowner Rent 0 705 0 (705) (705) 0.0% 4160 Repairs/Maintenance 529 1,011 1,433 422 422 70.5% 4265 Fuel 0 431 2,640 2,209 2,209 16.3% 4290 Servicing 0 0 4,725 4,725 4,725 0.0% 4295 Equipment - New/Replacement 0 57 57 0 0 99.8% 4310 Hire of Machinery & vehicles 495 1,485 6,690 5,205 5,205 22.2%
Machinery and Vehicles :- Indirect Expenditure 1,024 3,689 15,545 11,856 0 11,856 23.7% 0
Net Expenditure (1,024) (3,689) (15,545) (11,856)
Continued over page
25
03/07/2024 Hellesdon Parish Council Current Year Page 6
08:58
Detailed Income & Expenditure by Budget Heading 30/06/2024
Month No: 3 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
230 Trees 4240 Emergency Work 0 0 1,668 1,668 1,668 0.0% 4455 work & inspections 0 0 8,067 8,067 8,067 0.0%
Trees :- Indirect Expenditure 0 0 9,735 9,735 0 9,735 0.0% 0
Net Expenditure 0 0 (9,735) (9,735)
240 Allotments
1100 Allotment Income 0 72 3,220 3,148 2.2%
Allotments :- Income 0 72 3,220 3,148 2.2% 0 4145 Landowner Rent 0 271 1,550 1,279 1,279 17.5% 4150 Utilities & business rates 23 133 192 59 59 69.3% 4390 Materials 0 0 1,238 1,238 1,238 0.0% 4435 Contingencies 0 0 613 613 613 0.0% 4560 Property Maintain/Replacement 0 0 600 600 600 0.0%
Allotments :- Indirect Expenditure 23 404 4,193 3,789 0 3,789 9.6% 0
Net Income over Expenditure (23) (332) (973) (641)
250 Play Areas
4295 Equipment - New/Replacement 0 38 2,000 1,962 1,962 1.9% 4300 Equipment-Repair/Maintenance 0 87 2,500 2,413 2,413 3.5% 4450 Inspections 294 294 250 (44) (44) 117.6%
Play Areas :- Indirect Expenditure 294 420 4,750 4,330 0 4,330 8.8% 0
Net Expenditure (294) (420) (4,750) (4,330)
255 Hard Courts and Car Park
1225 Outside courts 375 460 1,816 1,356 25.3%
Hard Courts and Car Park :- Income 375 460 1,816 1,356 25.3% 0 4300 Equipment-Repair/Maintenance 0 0 1,000 1,000 1,000 0.0% 4340 Surface - Repair 0 0 500 500 500 0.0% 4345 Surface Clean Chemicals 0 0 365 365 365 0.0% 4560 Property Maintain/Replacement 0 0 675 675 675 0.0%
Hard Courts and Car Park :- Indirect Expenditure 0 0 2,540 2,540 0 2,540 0.0% 0
Net Income over Expenditure 375 460 (724) (1,184)
Continued over page
26
03/07/2024 Hellesdon Parish Council Current Year Page 7
08:58
Detailed Income & Expenditure by Budget Heading 30/06/2024
Month No: 3 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
260 Bowling Green
1240 Bowls Hire Charges 0 1,900 1,900 0 100.0%
Bowling Green :- Income 0 1,900 1,900 0 100.0% 0 4160 Repairs/Maintenance 0 0 200 200 200 0.0% 4390 Materials 0 0 2,445 2,445 2,445 0.0%
Bowling Green :- Indirect Expenditure 0 0 2,645 2,645 0 2,645 0.0% 0
Net Income over Expenditure 0 1,900 (745) (2,645)
265 Memorials
1280 Memorial Garden Income 38 38 0 (38) 0.0%
Memorials :- Income 38 38 0 (38) 0 4360 Rose Renewal 0 0 400 400 400 0.0% 4575 War Memorial 0 0 350 350 350 0.0%
Memorials :- Indirect Expenditure 0 0 750 750 0 750 0
Net Income over Expenditure 38 38 (750) (788)
270 Traffic Highways/Environment
1350 Parish Partnership grant 0 0 6,143 6,143 0.0%
Traffic Highways/Environment :- Income 0 0 6,143 6,143 0 4655 Bus Shelters 0 0 596 596 596 0.0% 4670 Parish Partnership Scheme 0 0 12,286 12,286 12,286 0 100.0%
Traffic Highways/Environment :- Indirect 0 0 12,882 12,882 12,286 596 95.4% 0
Expenditure
Net Income over Expenditure 0 0 (6,739) (6,739)
300 Cafe
1500 Café Income 4,164 12,415 36,000 23,585 34.5%
Cafe :- Income 4,164 12,415 36,000 23,585 34.5% 0 4070 Profess Fees/Agency Personnel 0 213 0 (213) (213) 0.0% 4160 Repairs/Maintenance 0 65 0 (65) (65) 0.0% 4300 Equipment-Repair/Maintenance 0 63 76 13 13 83.1% 4630 Consumables 77 219 1,750 1,531 1,531 12.5% 4635 cleaning agents/materials 0 0 150 150 150 0.0% 4710 Café Purchases 1,552 5,565 21,417 15,852 396 15,456 27.8% 4711 Community fridge/ fruit & veg 0 108 282 174 174 38.3%
Cafe :- Indirect Expenditure 1,630 6,233 23,675 17,442 396 17,046 28.0% 0
Net Income over Expenditure 2,534 6,182 12,325 6,143
Continued over page
27
03/07/2024 Hellesdon Parish Council Current Year Page 8
08:58
Detailed Income & Expenditure by Budget Heading 30/06/2024
Month No: 3 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
Grand Totals:- Income 32,696 373,443 128,777 (244,666) 290.0%
Expenditure 45,123 185,330 738,659 553,329 23,088 530,241 28.2%
Net Income over Expenditure (12,426) 188,113 (609,882) (797,995)
plus Transfer from EMR 0 140
less Transfer to EMR 0 8,784
Movement to/(from) Gen Reserve (12,426) 179,469
28
Hellesdon Parish Council
Internal Audit Report
Year ended 31st March 2024
Final report to the Council – issued 03/07/2024
29
Contents
Section:
Key
1. Introduction and scope
2. Overall Assurance Opinion & Summary of Recommendations
3. Detailed findings
Appendix 1 Statement of responsibility
30
Key
Key to Overall Assurance Opinion in section 2
In section 2 of this report we give our overall opinion as to the level of assurance provided by the system reviewed in this report.
The five potential levels of assurance are.
Substantial A sound system of control is in place which should provide management and Trustees with assurance that risks are being appropriately managed
Significant A generally sound system of control is in place but with some weaknesses identified in specific areas which could, if not rectified, put the achievement of
objectives in those specific areas at risk
Adequate A generally sound system of control is in place but with several weaknesses identified which could, if not rectified, put the achievement of overall objectives
at risk
Limited Significant weaknesses have been identified which would, if not rectified promptly, place the achievement of objectives at serious risk
None A system of control and risk management is not present in the area reviewed.
Key to Recommendations in sections 2 and 3 of this report
In section 2 we also summarise all recommendations made in section 3 of this report (being the detailed findings section).
Our recommendations / points to consider are colour-coded as follows -.
Priority 1 We have identified a significant weakness or error and make a recommendation which requires your immediate attention
Priority 2 We have identified a weaknesses or error and make a recommendation which requires your prompt attention
Priority 3 We found no errors or control weaknesses but make a good practice suggestion, a point to consider, or suggest continuation of a new process
(None) We found no errors or control weaknesses, therefore no recommendations made in this area (seen in section 3 only)
Hellesdon Parish Council Internal Audit Report 2023/24 Page 1.
31
1 / Introduction and Scope
1.1. The Accounts and Audit Regulations 2015 imposes a duty on local councils to ‘undertake an effective internal audit to evaluate the effectiveness of its risk management,
control and governance processes, taking into account public sector internal auditing standards or guidance’’.
1.2. The purpose of internal audit is to review and assess whether the Council’s systems of financial and other controls are well designed and are operating effectively. It is
essential that the internal audit function is sufficiently independent of the other financial controls and procedures of the Council which are the subject of review. The Council
complied with the requirements in terms of independence from the Council’s decision-making process by appointing Larking Gowen, Chartered Accountants to provide an
internal audit function to the Council.
1.3. The internal audit function is not the detailed inspection of all records and transactions of a council in order to detect error or fraud. It is the periodic independent review of a
Council’s internal controls resulting in an assurance report designed to improve effectiveness and efficiency of the activities and operating procedures under the Council’s
control.
1.4. This report sets out observations on the areas examined during our interim audit in December 2023 and our financial year-end audit in May 2024. The report sets out the
testing we conducted in each specified area, our findings from those tests and any recommendations which have arisen from our testing.
1.5. This report is provided on the basis that it is for your information only and that it will not be referred to, in whole or in part, without our prior written consent, and that we accept
no responsibility to any third party in relation to it.
Acknowledgements:
1.6. We would like to take this opportunity to thank the staff of the Council, in particular Faye LeBon and Gavin Ellis, for their assistance during our audits.
Abbreviations used in this report:
HPC Hellesdon Parish Council
Hellesdon Parish Council Internal Audit Report 2023/24 Page 2.
32
2 / Overall Assurance Opinion and Summary of Recommendations
2.1 Overall Assurance Opinion on the systems reviewed in this report:
Substantial A sound system of control is in place which should provide Councillors with assurance that risks are being appropriately managed.
See the key at the front of this report for an explanation of the range of potential assurance opinions.
2.2 2023/24 Annual Governance and Accountability Return, Form 3: The Annual Internal Audit Report:
On the basis of the work we have undertaken during the course of the year, we signed off the 2023/24 Annual Governance and Accountability Return, Form 3 (the Annual
Internal Audit Report), with a ‘clean’ response, assigning no negative assurances for any area.
2.3 Summary of recommendations in this report, for the year ended 31 March 2024:
The table below lists all recommendations made in the detailed findings section of this report (Section 3). See key at the front of this report for priority colour coding explanations.
Report section Recommendation and priority level Management response Officer/Councillor Due date
responsible
3.2 / Our checks on 9 May 2024 found that the Full Council’s 12/12/2023
Council meeting was omitted entirely from the HPC website, and, whilst the
meetings or 9/1/2024 and 9/4/2024 meetings were listed, links to the minutes did not
minutes missing work. We raised this with Officers, who corrected it on the day.
from the “Your
Council” pages However, as we only checked for post November 2023 meeting minutes
of the re- of the Full Council, and the PPR and Community Centre committees, it is
configured HPC possible other minutes and meetings may also have been omitted from
website the new website.
We recommend Officers review the new HPC website’s “Your Council”
pages, to confirm that all meetings of the Full Council and Council
committees in recent years are on the website, and for each meeting
date, the agenda, minutes, and relevant papers have been uploaded /
linked to.
2.4 Outstanding recommendations from our prior year report, for the year ended 31 March 2023:
We raised no recommendations in last year’s report. There is therefore nothing to follow up on.
2.5 Follow up on any recommendations from our interim visit
We raised no recommendations at our December 2023 interim visit. There is therefore nothing to follow up on.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 3.
33
3 / Detailed findings sections
Section 3 contents:
3.1 Assessment and management of risk
3.2 Maintenance of accounting records
3.3 Budgetary control and reserves
3.4 Incoming resources
3.5 Outgoing payments
3.6 Bank and petty cash
3.7 Wages
Hellesdon Parish Council Internal Audit Report 2023/24 Page 4.
34
3.1 / Assessment and management of risk
Objective: To ensure adequate arrangements are in place to identify and manage risks
Testing conducted Findings Recommendations We reviewed arrangements for We confirmed that the Parish Clerk updated the Council’s Risk Registers ahead of the 5 May 2023 meeting of No recommendations updating and reviewing the the Policy, Property and Resource Committee, which reviewed and accepted the updated risk assessment. Risk Register, to ensure that risks are being appropriately The Parish Clerk again updated the Council’s Risk Registers ahead of the 29 April 2024 meeting of the Policy, identified and managed. Property and Resource Committee, which reviewed and accepted the updated risk assessment.
The segregation of preparation (by the Clerk) and review (by Councillors) is consistent with good practice.
We reviewed insurance Insurance was renewed with Zurich from 1 April 2023, the date the previous Zurich policy expired. Coverage is No recommendations coverage. much the same as before, which we have reviewed and found to be sufficient.
This is a 3-year contract, with no break clauses or annual renewals and therefore runs to 31 March 2026. By
agreeing to a 3-year contract, HPC secured a discount on the price.
We confirmed with the Finance Officer that whether to renew with Zurich or not was duly considered. The price
reduction on the 3-year contract (compared to a one-year extension) and Zurich’s familiarity with the issues
around the unsatisfactory Community Centre building work, meant it was beneficial to renew with Zurich on both
a price and knowledge / familiarity basis.
We reviewed internal financial The Council's policies are available on HPC's website. We reviewed them on 10 May 2024 and found the No recommendations.
regulations and policy policies were comprehensive and covered all key areas we would expect, including Terms of Reference for
documentation to ensure they Committees, Standing orders, and the Code of Conduct.
are up to date.
A clearly set-out schedule of all HPC’s policies is also published on the website. This is collated by the Clerk and
sets out when each policy was last approved, and whether by Full Council or Committee. This showed all
policies have been reviewed and re-approved during the last 12 months (other than the Tree Policy which was
last reviewed in August 2022 but need only be re-approved every three years, and thus the 2022 approval is
acceptable). Therefore, all internal regulations and policies are appropriately up to date.
We sample checked nine policies from the list – in all cases, the correct, up-to-date version of the policy is held
on the website, and the date of approval by the Council / Committee is confirmed by the minutes of that meeting.
We discussed GDPR The council has a GDPR policy which was most recently approved by Councillors in July 2023, and an No recommendations
compliance. Information Security Policy which was most recently approved in April 2024. Both are therefore sufficiently up to
date.
All staff have been trained in GDPR and signed relevant consent forms. No GDPR breaches have been reported
in the year.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 5.
35 3.1 / Assessment and management of risk Testing conducted Findings Recommendations We reviewed the Although having a Whistleblowing policy in place is not a statutory requirement for parish councils, it is No recommendations. Whistleblowing policy. nevertheless considered good practice to have one.
HPC has a Whistleblowing policy in place and this was most recently re-approved by the Property, Policy and
Resources Committee in April 2024 and is therefore sufficiently up to date.
We have confirmed that HPC’s Whistleblowing policy is published on the HPC website.
We considered the adequacy of We have no concerns over the adequacy of staffing levels during the period reviewed, with Clerk Faye LeBon No recommendations
staffing levels (who is also the designated Responsible Financial Officer) and Finance Officer Gavin Ellis both in place
throughout the period, and with additional continuity being provided by the other members of the office staff.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 6.
36
3.2 / Maintenance of accounting records
Objective: To ensure that books of account have been properly kept throughout the financial year.
Testing conducted Findings Recommendations We discussed the use of the RBS (Rialtas Business Solutions) is designed for local authorities and was brought into use at HPC from No recommendations RBS financial system. 1 February 2017. RBS has been used now at HPC for more than six full financial years.
The Finance Officer reports that RBS continues to work effectively both in terms of entering data into RBS, and
the system’s ability to then produce appropriate, prompt and user-friendly output reports.
HPC has continued to update the way it uses RBS and has recently purchased and added a purchase orders
module to the system. This was brought into use in March 2024 and full usage commenced in April 2024 (at the
start of the 2024/25 new financial year).
Now the RBS purchase module is in place, the following new process is applied:
• When a purchase needs to be ordered from a supplier, the Senior Administrator (mostly) or the Finance
Officer (as an alternative) check the relevant budget code on RBS to see if there are sufficient spare
funds in it – if there are, the purchase order (PO) is input to RBS
• If there are not sufficient spare funds in the budget code, the matter is cascaded up to the Clerk to
either approve or reject the purchase being made
• As well as strengthening internal controls over purchases, another advantage of the new system is that
as soon as a purchase order is on RBS, it can be seen in the budget monitoring reports, and so these
now reflect expenditure commitments as well as actual expenditure where a purchase invoice has been
received in.
As the purchase order module only came into full use in April 2024, it did not form part of our testing of
purchases in the 2023/24 financial year, discussed in section 3.5 of our report.
We tested whether RBS was up We confirmed that all data for the year ended 31 March 2024 was entered on RBS and reconciled at the time of No recommendations to date for receipts and our May 2023 onsite audit. payments at our May 2024 onsite audit visit.
We discussed RBS backup We confirmed by discussion with officers that a backup of the data on RBS is taken each week. This is manually No recommendations procedures. triggered by the Finance Officer clicking onscreen.
A copy goes to RBS's head office and a copy also goes to a virtual cloud. Additionally, a copy is taken weekly on
a memory stick and held in the fireproof safe at the Community Centre. Therefore, three remote backups are
held offsite – a robust backup method.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 7.
37
3.2 / Maintenance of accounting records
Testing conducted Findings Recommendations
We tested whether the Council We confirmed that each month the Finance Officer prints from RBS a list of the preceding month’s cash No recommendations
verifies the accounting records payments, other payments (cheques, direct debits, transfers) and receipts for the full Council to formally review
each month. and approve at its monthly meeting. The Council also reviews and approves at the same time the bank
reconciliation, reserves summary and income and expenditure statement for the preceding month.
We confirmed by review of the minutes that the full Council reviewed and approved all of the above for every
month of the 2023/24 financial year and each approval was duly recorded in the minutes for that meeting.
Issue noted during our May We reviewed HPC’s website on 9 May 2024 and noted that the website had been re-configured. Now, to see the Our checks on 9 May 2024
2024 onsite visit regarding minutes or other documents from Council and Committee meetings, the website user must first click on the date found that the Full Council’s
completeness of minutes on the of the meeting they are interested in, and then, once on the webpage for that date has opened, click on the 12/12/2023 meeting was
re-configured HPC website. Agenda, Papers or Minutes buttons as shown in the screen print below to see the actual documents. omitted entirely from the
HPC website, and, whilst the
Screen print from 12 March 2024 Full Council meeting: 9/1/2024 and 9/4/2024
meetings were listed, links to
the minutes did not work.
We raised this with Officers,
who corrected it on the day.
However, as we only
checked for post November
2023 meeting minutes of the
Full Council, and the PPR
and Community Centre
committees, it is possible
Only upon clicking the three buttons shown above can it be seen if the relevant documents have been uploaded other minutes and meetings
to the website. may also have been omitted
from the new website.
When we reviewed the meeting minutes of the Full Council, and PPR / Community Centre committees for the
November 2023 to April 2024 period, we found that the following minutes were not uploaded to the HPC website: We recommend Officers
review the new HPC
• The 12 December 2023 Full Council meeting was not on the website at all website’s “Your Council”
• The 9 January 2024 Full Council meeting was on the website but no minutes were uploaded pages, to confirm that all
meetings of the Full Council
• The 9 April 2024 Full Council meeting was on the website but no minutes were uploaded.
and Council committees in
We advised the HPC Senior Administrator of these missing minutes on the day of our May 2024 onsite visit and recent years are on the
the Senior Administrator corrected them on the day – all the above minutes are now on the HPC website. website, and for each
meeting date, the agenda,
However, as we did not re-review minutes from before November 2023 (which we had obtained from the minutes, and relevant
previous version of the HPC website in December 2023), and we also did not review the minutes of any other papers have been uploaded
HPC committees, we have raised a recommendation at right to suggest the Council’s officers perform their own / linked to.
check of these.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 8.
38
3.2 / Maintenance of accounting records
Testing conducted Findings Recommendations
We confirmed that the Council We confirmed by reviewing the HPC public website that the required disclosures had all been made, specifically: No recommendations
had uploaded the required
disclosures to its public • Details of all expenditure over £500 was published month by month in the year ended 31 March 2024
website, in relation to the prior • Sections 1, 2 and 3 of the prior year’s Annual Governance and Accountability Return (AGAR) had been
financial year. published (this being mandatory) and the prior year Annual Internal Audit Report had also been
published (this is not mandatory but the front sheet of the AGAR strongly recommends it as good
practice)
• The prior year notice of the public’s right to inspect the unaudited financial statements, as well as the
prior year notice of conclusion of their external audit, had both been published on the HPC website.
• The Council’s officers were aware of the requirement to publish by 1 July 2024 the notification of the
public’s right to inspect the current year’s unaudited accounts, as well as sections 1 and 2 of the current
year’s AGAR.
• (Note – by “prior year”, we mean the year ended 31 March 2023 and by “current year” we mean the
year ended 31 March 2024).
Hellesdon Parish Council Internal Audit Report 2023/24 Page 9.
39
3.3 / Budgetary control and reserves
Objective: To ensure that the annual precept request is the result of a proper budgetary process and that the budget process has been regularly monitored.
Testing conducted Findings Recommendations We discussed the precept We confirmed that processes followed the usual expected timeline. No recommendations process for the financial year which ended on 31 March 2024, Financial year Full Council approval date Form submitted to Broadland DC on time? and for the new financial year ending 31 March 2025. 2023/24 10 January 2023 Yes & BDC acknowledged as such
2024/25 9 January 2024 Yes & BDC acknowledged as such
We verified whether actual The Finance Officer prepares a monthly analysis of actuals vs budget and passes it to the full Council to review. No recommendations
expenditure against budget is These show income & expenditure for the whole of HPC for the month and the cumulative year-to-date. The
reported regularly to the reports are produced by the touch of a button straight from the RBS finance system.
Council.
Our review of the minutes of Council meetings noted that the full Council regularly and promptly reviewed the
monthly reports and actively monitored actuals v budget. These reviews are clearly recorded in the Council
meeting minutes, which contained a specific reference to every month’s income and expenditure report having
been reviewed.
Were there significant We reviewed the year end actuals vs budget report and saw that (as expected) the only cost centres where No recommendations
variances of actuals against actual spend significantly exceeded the stated budget were those in relation to the Community Centre
budget for the 31 March 2024 redevelopment (budget £0, spend £22,341) and the WC refurbishment project (budget £0, spend £82,890)
financial year just ended?
There was a satisfactory explanation for this from the Council’s Finance Officer, namely that, as these projects
are funded either from HPC’s Public Works Loan Board loan (taken out in previous years), from Community
Infrastructure Levy income, or by drawing upon reserves if needed – the budget for these cost centres is set at
£0 so that they do not form part of the precept calculation and therefore are not a burden on HPC taxpayers.
Thus, there were no significant unexplained variances against the budget.
We discussed whether the The Finance Officer remains content that RBS is producing clear, easy to produce monitoring reports. From our No recommendations
financial ledger allows for own review of the reports monitoring income and expenditure against the budget, we concur with the Finance
effective budget monitoring. Officer that RBS produces clear reports, and from our discussions, the reports are easily obtainable – essentially
at the touch of a button.
The cost centre structure of the financial ledger (and therefore the monitoring reports) is clear and logical, with
separate cost centres for the Community Centre, administration, staff, and the HPC office, through to smaller
areas such as allotments, play areas and the bowling green. From our review of the cost centre structure, it is
clear that HPC’s officers have been able to tailor the cost centre structure on RBS to make it appropriate to the
council’s recording and reporting needs, for example, in a previous year, adding a new cost centre code
specifically for the café at the Community Centre, to allow for easier monitoring of the café’s costs.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 10.
40
3.3 / Budgetary control and reserves
Testing conducted Findings Recommendations
We reviewed arrangements to Effective monitoring arrangements for reserves are in place. No recommendations
monitor HPC’s reserves and the
level of reserves at year end. Each of the full Council’s monthly meetings receives an earmarked reserves summary from the Finance Officer
to review and approve alongside their monthly approval of receipts, payments, bank reconciliations and
income/expenditure to date against the budget.
At 31 March 2024 total reserves were in a healthy position, being £68k higher than a year earlier:
General reserves £160k (at 31 March 2023: £447k)
Earmarked reserves £604k (at 31 March 2023: £249k)
TOTAL RESERVES £764k (at 31 March 2023: £696k)
The decrease in general reserves is not a concern – as can be seen above, this is simply a result of Councillors
transferring a net £355k into Earmarked reserves during the year, in recognition that the general reserves
position was strong.
As per HPC’s Financial Regulations, a key performance indicator is that general reserves should exceed three
months’ worth of precept – the 31 March 2024 general reserves complied with this requirement, as shown below:
Precept for the year ended 31 March 2024 £561k
Three months precept is £140k
General reserves at 31 March 2024 are £160k
Hellesdon Parish Council Internal Audit Report 2023/24 Page 11.
41
3.4 / Incoming resources
Objective: To ensure the correct price has been charged, income has been securely received, recorded and promptly banked, and VAT is correctly accounted for.
Testing conducted Findings Recommendations
We tested precept income We confirmed that all £561,227 of expected precept income in relation to the 2023/24 financial year was received No recommendations
receipts. from Broadland District Council (BDC). As usual, this income was received in two separate and equal payments,
the first in April 2023 and the second in September 2023. The total precept income received matched the
amount on the annual precept forms submitted to BDC in January 2023.
HPC has also received (in April 2024) the first half of its precept income for the 2024/25 year. The amount
received was £299,413.50 which is exactly 50% of the £598,827 requested in the 2024/25 precept/budget
submission to BDC made in January 2024, and was therefore consistent with expectations.
We tested a sample of 20 12 of our samples were selected from sales invoices, and we then agreed them to bank statements, the bank No recommendations
receipts of non-precept income reconciliation, and the nominal ledger including checking that any VAT was separated out.
selected from across the
2023/24 financial year. To ensure we tested for completeness, eight of our sample receipts were selected from bank statements, and
then agreed to the bank reconciliation, sales invoice / hire agreement and nominal ledger (including checking
that any VAT was separated out).
For all 20 samples, the amount recorded on the bank reconciliation and the ledger matched the amount on the
sales invoice or bank receipt, VAT was correctly recorded on the ledger, and the receipt was banked promptly.
No issues or concerns arose from this testing.
We confirmed that Community We confirmed this via review of the monitoring spreadsheets maintained by the Finance Officer during the No recommendations
Infrastructure Levy (CIL) 2023/24 financial year.
income is monitored.
The receipt of CIL income was monitored, as was expenditure funded by it (in 2023/24 this was wholly
expenditure on the Community Centre, funded by the historic PWLB loan as well as by CIL income).
We considered whether Security controls over cash received at the café have been sufficiently strong during the 2023/24 year. No recommendations
security controls over cash
received at the Community The Community Centre café, now open four days per week, is where most cash receipts occur. Typically, around
Centre café are adequate and half of the café’s weekly takings are physical cash.
effective.
Appropriate controls are in place over counting this cash. A first count of the cash is done at the café by two of
the three members of the café staff and the cash is compared to the ‘Z reports’ (the till receipt reports). The café
staff make a note on the Z reports of any unusual transactions (e.g. refunds) for later reference. It is compliant
with good practice that two members of café staff do the cash count together.
The cash and ‘Z reports’ then go to the HPC office where they are re-counted by the HPC office staff using the
same method as for cash received at the HPC office – as set out on the next page.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 12.
42
3.4 / Incoming resources
Testing conducted Findings Recommendations
We considered whether Security controls over cash received at the HPC office have been sufficiently strong during the 2023/24 year. No recommendations
security controls over cash
received at the HPC office are This income relates to (for example) allotments, or room hire at the Community Centre. Cash / cheques are
adequate and effective. received at the main HPC office by the Finance Officer, or by Maureen or Louise (all of whom are based in same
room). Groundscare / caretaking staff do not take receipt of any cash or cheques – this is good practice as the
control environment is stronger the fewer people are able to take receipt. Additionally, groundscare / caretaking
staff would be more likely to be alone when receiving cash, which increases the risk of misappropriation.
Cash and cheque receipts (other than at the café) are now few in number. This aids internal control, as cash
and cheques are more susceptible to fraud or theft than online/electronic receipts. Most receipts are now
received online directly into the current business bank account and HPC also has a ‘square card’ facility enabling
the public to pay by debit card or credit card. This has proved particularly useful for allotment receipts.
Counting up and banking (These processes apply to income received both at the café and at the HPC office).
Two of the four members of the office staff count the cash together in the HPC office. The pairs of counters are
rotated as well. This is consistent with good practice. For café income they compare the cash to the ‘Z reports’
from the tills and follow up with the café staff on any discrepancies, if not evident from notes on the ‘Z reports’.
Once counted, cash and cheques are taken promptly to the safe within the Community Centre and they then stay
there until just before the Finance Officer takes them to the bank. The Finance Officer pays them into the bank
at least weekly (if there is any to pay in). This prompt paying into the bank is also consistent with good practice.
We reviewed a sample of the We reviewed the counts of the cash received at the café for the last two weeks in March 2024. The café was No recommendations
Café income cash counts. open for seven days in this period, and there were small differences between the till receipts and the cash on five
of the days (although on one day the difference was only 30 pence). Day by day the cash reconciliation found:
(The café being the largest regular
source of physical cash receipts) Signed by Difference: Cash Which is
Date two Officers? vs till receipts higher?
19/03/2024 £0.30 Cash
20/03/2024 £4.10 Cash
21/03/2024 £3.10 Cash
22/03/2024 (£6.00) Till receipt
26/03/2024 Nil N/A
27/03/2024 Nil N/A
28/03/2024 £2.90 Cash
29/03/2024 N/A – Good Friday, café was closed
NET £4.40 Cash
As the unresolved differences are all small, and the net across the fortnight was that MORE cash was received
than was recorded at the tills – we do not consider the above is indicative of any misappropriation of cash. Our
testing confirmed that cash counts / reconciliations in this period were carried out exactly as described to us, and
therefore confirmed that a robust control environment is in place over cash received at the café. .
Hellesdon Parish Council Internal Audit Report 2023/24 Page 13.
43
3.5 / Outgoing payments
Objective: To ensure that the purchase and payments system and controls have been working effectively.
Testing conducted Findings Recommendations
We tested a sample of 20 We selected 20 payments at random from the RBS purchase ledger, and we found no matters arising, as all 20 No recommendations
payments selected from across of our samples
the 2023/24 financial year.
• agreed to a purchase invoice which was initialled by two Councillors who are payment authorisers
• were accurately reflected on the RBS nominal ledger, including being allocated to an appropriate code
• were correctly allocated on the ledger as regards VAT, and VAT was therefore reclaimed where this
was allowed
• were accurately reflected in the bank reconciliation for the period
• were seen coming out of the bank and in a reasonable time frame when compared to the date of
invoice.
The retrospective control, whereby at each full Council meeting the Council approves the previous month’s
payments, was also effective throughout the year – our minutes review confirmed that all payments from April
2023 through to March 2024 were subsequently approved by the full Council and each approval was recorded in
the official minutes.
Appropriate segregation of duty controls are in place over the actual outgoing payments via BACS (the method
used for the vast majority of HPC’s payments), namely;
• the Finance Officer prepares the BACS list electronically
• Councillor Douglass approves the BACS list electronically, and Barclays then make the electronic
transfers to suppliers’ bank accounts.
• the Barclays banking software enforces this segregation of duties, as it does not allow the same person
to do both the preparation and approval of the BACS list.
Appropriate segregation of duty controls are in place over cheque payments, namely:
• The Finance Officer writes out cheques after posting details of the payment to the RBS finance system
• Two out of Councillor Johnson, Councillor Douglass, the Parish Clerk, and the Finance Officer sign the
cheque, but at least one of the signatories must always be a councillor.
We tested the timeliness of VAT Our review of HPC’s VAT submissions for all four quarters in the April 2023 to March 2024 period confirmed that No recommendations returns submitted to HMRC. all four were submitted in time to meet the HMRC submission deadlines.
Within our sample testing of receipts and payments (as set out elsewhere in this report), we vouched that VAT
was correctly recorded on the RBS financial ledger for all our samples.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 14.
44 3.5 / Outgoing payments Testing conducted Findings Recommendations We reviewed the controls We found that an appropriate control environment is in place around the use of the Council’s Barclaycard, which No recommendations around the Council’s is mostly used to pay suppliers – the types of payments that in the past would have been made by cheque or Barclaycard even petty cash.
The particular processes / controls we noted include:
• The Finance Officer draws up and prints a list of proposed Barclaycard payments (sourced from data on
the IBS financial system), and this print is then reviewed and signed off by Councillors Douglass and
Johnson – the two councillors who are banking signatories.
• We reviewed the most recent pre-approval list, that being for April 2024 – we saw that every individual
proposed payment had been initialled by both Councillor Douglass and Councillor Johnson. Therefore
segregation of duties was seen to be in place over the drawing up and approval of payments before
they are made.
• There is also segregation over the actual making of the payments. The Finance Officer creates the
payments file and uploads it to Barclays online banking and Councillor Douglass then approves the
payment online on the Barclays system. Only then is the payment made. This dual authorisation
process is enforced by the Barclays online system, and payments will not be made unless the payments
file is uploaded and then approved by two separate people, both of whom must be a bank signatory,
and one of whom must be a Councillor.
• The payments are then post-approved by the Full Council as part of their monthly review and approval
of the preceding month’s payments.
• There is a £2,000 limit on any payment to one supplier, and the Barclaycard balance is cleared down to
£nil every month.
We therefore consider that appropriate controls are in place over the new Barclaycard.
We tested a sample of fixed The total value of fixed assets at year-end 31 March 2024 was £4,722,556. This figure included additions in the No recommendations
asset additions from the year year of £47,433.
back to invoices.
We sample tested the two largest additions with total value (net of VAT) of £36,935, back to purchase invoices,
the IBS fixed assets register, and bank statements. This confirmed the new assets had all been correctly brought
onto the assets register at cost (as per the invoice) excluding VAT, as HPC is able to recover the VAT via its VAT
claims to HMRC.
We identified no matters arising from this testing.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 15.
45
3.6 / Bank and petty cash
Objective: To ensure that bank reconciliations are accurate and completed on a regular basis, and petty cash is appropriately used and monitored.
Testing conducted Findings Recommendations
Bank - we tested the year end Our testing confirmed that all HPC’s 31 March 2024 bank balances as per the nominal ledger had been fully No recommendations
bank reconciliations. reconciled by the Finance Officer back to month-end bank statements. We confirmed that all HPC’s bank
accounts had been reconciled.
There were no unexplained balancing items at the year end. The year-end reconciliation was completed promptly
after year end.
Bank - we tested if bank Bank reconciliations were completed promptly by the Finance Officer throughout the 2023/24 financial year. No recommendations
reconciliations were completed
promptly during the whole year. Each month’s bank reconciliation had been subsequently reviewed and approved by the full Council, and this
approval was recorded in the official minutes.
Petty cash - we tested twelve The twelve samples were picked from the petty cash book. We found that all twelve entries were supported by a No recommendations payments made from petty cash valid receipt whose value matched the petty cash book entry. between April 2023 and March 2024 (one petty cash payment The petty cash book is reconciled monthly so we also checked that the amount at month end for our samples was tested from each month). agreed to the amount shown in that month’s bank reconciliation. In all twelve cases, it did match.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 16.
46
3.7 / Wages
Objective: To ensure salaries are paid in accordance with Council approvals and that the PAYE and NIC requirements have been correctly applied.
Testing conducted Findings Recommendations
We discussed with the Finance We discussed payroll matters with the Finance Officer, and we found that: No recommendations
Officer the ongoing payroll
procedures. • The Finance Officer was not aware of any current problems relating to payroll, and there were no matters
that would require us to investigate further.
• HPC is up to date with payments to HMRC, Norfolk Pension Fund and NEST Pension.
• HPC is also up to date and has met all recent deadlines for submission of data - both for RTI payroll
information to HMRC, and pension data to the pension funds.
• Wages for all staff were paid via electronic bank transfer (and have been since June 2018), with no
problems arising from this.
We tested whether new starters There was one new starter in the year who joined just before the end of September 2023. Our testing found: No recommendations
in the year had been promptly
paid, at the correct amounts, • They were paid the correct amount in their first payroll payment, which occurred in October 2023
with correct deductions. • Their October payment also included the correct pay for the days worked in September – they had joined
HPC after the September payrun and so this was the first opportunity to have paid the September amounts.
• They were paid at the correct amount for each subsequent month up to financial year end.
• Their salary matched the relevant NALC pay scale point.
• The IRIS payroll software dealt correctly with payroll deductions.
We tested whether leavers in There were no leavers during the year ended 31 March 2024, but one member of staff left on 6 April 2024, just No recommendations
the year had been paid all after financial year end.
amounts due and then promptly
taken off payroll. Our testing found they were paid all amounts due to them, in their final April 2024 payroll payment. They then
promptly came off payroll and received no further payments.
Hellesdon Parish Council Internal Audit Report 2023/24 Page 17.
47
Appendix 1 – Statement of responsibility
It is the Council’s responsibility to develop and maintain sound systems of risk management, internal control and governance and for the prevention and detection of irregularities
and fraud. Internal audit work should not be seen as a substitute for internal responsibilities for the design and operation of these systems.
We endeavour to plan our work so that we have a reasonable expectation of detecting significant control weakness and, if detected, we shall carry out additional work directed
towards identification of consequent fraud or other irregularities. However, internal audit procedures alone, even when carried out with due professional care, do not guarantee
that fraud will be detected, and our examinations as internal auditors should not be relied upon to disclose all fraud or other irregularities which may exist.
The matters raised in this report are only those which came to our attention during our internal audit work and are not necessarily a comprehensive statement of all the
weaknesses that exist, or all of the improvements that may be required. Whilst every care has been taken to ensure that the information provided in this report is as accurate
as possible, based on the information provided and documentation reviewed, no complete guarantee or warranty can be given with regard to the advice and information contained
herein.
Our report is prepared solely for the use of the Council and senior management of Hellesdon Parish Council. Details may be made available to specified external agencies,
including external auditors, but otherwise the report should not be quoted or referred to in whole or in part without prior consent. No responsibility to any third party is accepted
as the report has not been prepared, and is not intended for any other purpose. Larking Gowen neither owes or accepts any duty to any other party and shall not be liable for
any loss, damage or expense of whatsoever nature which is caused by their reliance on our report.
©Larking Gowen LLP 2024. All rights reserved.
Larking Gowen LLP is registered to carry on audit work in the UK and Ireland by the Institute of Chartered Accountants in England and Wales. Details about our
audit registrations can be viewed at www.auditregister.org.uk under reference number C006357957.
Larking Gowen LLP’s Registered Office is at: 1st Floor Prospect House, Rouen Road, Norwich, NR1 1RE
Hellesdon Parish Council Internal Audit Report 2023/24 Page 18.
48
Contact
T: 01603 624181 / 01473 833411
E giles.kerkham@larking-gowen.co.uk
E marc.cawthorne@larking-gowen.co.uk
larking-gowen.co.uk
@LarkingGowen
Larking Gowen LLP trading as Larking Gowen. Larking Gowen LLP is an Independent Member Firm of PrimeGlobal, a worldwide association of independent accounting firms.
49
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 11th June 2024 at 6:15pm in
Hellesdon Community Centre, Wood View Road, Hellesdon
PRESENT:
Cllr G. Britton (Chairman)
Cllr I. Duckett
Cllr B. Johnson
Cllr D. Maidstone
Cllr R. Sear
Also In Attendance
Mrs F. LeBon – Clerk to the Council
The Chairman welcomed all to the meeting.
1. Apologies and acceptance for absence
No apologies received.
2. Declarations of Interest and Dispensations
No declarations or dispensation requests made.
3. To receive approval of minutes of the committee meeting held on 14th May 2024
Minutes of 14th May 2024 had been previously circulated and were AGREED. They were signed as a true
and accurate record of the meeting by Cllr Britton.
4. Public Participation
No matters raised.
5. Planning Outcomes
The report was previously circulated and NOTED.
6. Planning Applications for Consideration
The following applications were considered and responses to the relevant consultations agreed:
Application Response to Consultation
2024/1307 No objections
5 Shrub Lane, NR6 5FR
Erection of single storey rear extension
2024/1144 No objections
1 Sutherland Avenue, NR6 5LN
Single Storey Rear and Side Extensions with Front
Porch
2024/1536 No objections
151 Gowing Road, NR6 6PZ
Approved…………………………………………………...…
Date………………………………………
HPC Planning Committee Minutes 11th June 2024
50
Single storey rear extension and demolition of
conservatory with 2 No. rooflights and rear box
dormer
2023/2490 Reconsultation Whilst amendments to the application were
331 Drayton High Road, NR6 5AA acknowledged, the previous objections of the Parish
Erection of building to be used as a care facility Council were retained, these being:
(use class C2) with associated landscaping scheme Scale of development is excessive contrary to policy
and car parking for young adults following the GC4 (ii)
demolition of existing bungalow. New entrance/egress now situated on Devon
Avenue is unsuitable due to proximity to the T-
junction to a main road, and Devon Avenue itself
being a narrow road. Opposite there is also the
entrance / egress to another commercial property,
compounding traffic issues. Contrary to policy TS3.
The new proposal is to remove mature trees to
create a new entrance. There is also a significant
loss of garden space as the annexe is being built in
the existing garden. The landscaping proposal
does not mitigate the net biodiversity loss. Contrary
to Policy EN1.
Whilst the amount of parking spaces has been
increased, there is no detail about the level of staff
being onsite at any one time. Norfolk County
Council's representation (31st October) states that
'there is potential for 3 single occupancy flats
[proposed]. This would support someone who
would find it difficult to share communal space, and
they might need a higher staffing ratio for some of
the time'. The applicant also emphasises the use of a
minibus to negate extra vehicle movement [Q&A
Cascade Care: Ramsey House]. Could we please ask
the planning officer to check whether a minibus
could be stored, and could enter and egress the site
safely in first gear with an adequate turning circle if
other car parking spaces are being utilised.
18 Links Avenue, NR6 5PE Further to correspondence being received from the
Sale of alcohol off the premises. applicant, it was agreed to withdraw the
representation to the license. However, the matter
is to be raised with the planning department to
enquire why planning permission is not required for
this significant change of use.
7. Items for the Next Agenda
No matters raised for the next agenda.
The Clerk advised that application 2023/3126 (127-129 Reepham Road) would be going to the Planning
Committee at Broadland Council on 19th June with an officer’s recommendation of approval.
8. Date, time and venue of next meeting
Next meeting will be held on Tuesday 25th June 2024 at 6.15pm.
The meeting closed at 6.36pm.
Approved…………………………………………………...…
Date………………………………………
HPC Planning Committee Minutes 11th June 2024
51
Meeting of Hellesdon Parish Council
9th July 2024
Item 8 – To Receive Update on the Neighbourhood Plan
The Housing needs survey for Hellesdon has been checked by Locality and finalised and will be
sent to all councillors.
Our consultant is currently applying for the 2024/2025 funding from Locality.
The Neighbourhood Plan Working Group met on 17th June. Guests from Broadland District
Council and the Youth Advisory Board were welcomed to the meeting.
Useful information was provided on how a small housing allocation would protect the
Neighbourhood Plan from speculative development for a period of 5 years. This will be further
discussed at the next meeting.
The draft design code document has been received from AECOM and will be reviewed in detail
at the next meeting.
The draft minutes of the meeting are appended to this report.
The next meeting of the working group will be on Wednesday 17th July.
52
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 the Meeting of Hellesdon Neighbourhood Plan Working Group
held on Monday 17th June 2024 at 7pm
in The Council Chamber, Diamond Jubilee Lodge
PRESENT:
Cllr S. Gurney (Chairman) Cllr N. Barker
Mrs A. Chesterton Cllr R. Forder
Cllr B. Johnson Mrs B. Knowles
Cllr S. Lowthorpe
3 young people from the Broadland Youth Advisory Board (YAB)
In attendance: Mrs F. LeBon (Clerk), Mrs J. Ringer (Broadland Council) and Mr M. Thompson
(Collective Community Planning).
Cllr Gurney opened the meeting at 7pm and welcomed all in attendance. Introductions were
made.
1. Apologies for Absence
Apologies had been received from Cllr L. Douglass and Mr D. Thrower.
2. Declarations of Interest
None declared.
3. To Agree Minutes of the Meeting of 22nd May 2024
The draft minutes had been previously circulated and were AGREED after a proposal from Cllr
Johnson and a second from Mrs Knowles.
4. To Receive Update Report on Neighbourhood Plan Funding
The Clerk reported that to date the Parish Council has successfully applied for £7,425 from
Locality to support the Neighbourhood Plan work to 31st March 2024. It was believed that a
further £2,575 ought to be available from Locality and DLUHC has just opened applications for
2024/2025. £6,000 has been applied for from Broadland District Council, who have subsequently
advised that £10,575 should be available from Locality. The Clerk has sent this information to
Community Collective Planning for assistance in obtaining this funding.
5. To Discuss CIL Projects with Representative from Broadland Council
Mrs Ringer introduced herself as the Community Planning Projects Officer at Broadland Council
who could provide assistance with grant funding for community projects. This could include CIL
or s106 funds, or grants from alternative sources.
Cllr Gurney explained the recent community projects within the community centre. There was
the recent completion of the refurbishment of the main WCs, and there is currently funding being
sought for the refurbishment of the west WCs. Cllr Gurney also explained that there were plans
in place for an extension to the community centre. The community centre is very well used and
since reopening a café has opened, a community fridge, a warm room and the Parish Council is
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Neighbourhood Plan Working Group Minutes 17.06.24
53
now putting on more events. Mrs Ringer explained that projects within the Neighbourhood Plan
hold more weight. It was AGREED that the community centre extension should be added as a
community aspiration to the Neighbourhood Plan.
Mrs Ringer will look into whether the ACRE fund would allow the Parish Council to apply, in
respect of the lack of charitable status of the community centre.
Assistance can also be given for play equipment projects.
Broadland Council‘s leisure team can assist with funding for projects with a sports aspect. This
would include adult gyms.
The YAB advised that they have a “everyone has a right to play” campaign to promote the need
for play equipment to be accessible. When new parks are put in they need to allow for children
of all abilities to play together on all equipment. YAB should be involved in any new plans for play
equipment.
Cllr Gurney explained the s106 agreement on the Persimmon site, for football pitches and a
community building/changing rooms built to first fix. The associated commuted sum, which
should be increasing with RPI, would then be used to complete the project.
Discussions occurred as to the lack of youth facilities at the community centre. There is a youth
club currently based at Hellesdon High School, but the problem with this is not all children want
to go back to school, after a day of being at school. The ‘Get it Started’ and ‘Keep it Going’ grants
were discussed to support small groups, even those which are not constituted.
The young people were asked about facilities in Hellesdon and they advised that there is only
really the Rec and the city to go to as a space to ‘just be them’. There is also a lack of study space
for young people. They have used the library, but the space was limited in this building. A
discussion occurred about utilising the Warm Room. Mrs Ringer advised that both Costa Coffee
and the Co Op have a furniture donation scheme, where they will donate their used furniture to
local causes when they have a refurbishment.
6. To Consider Correspondence about Housing Allocations
It was established that the NPPF says that Neighbourhood Plans can be protected for 5 years from
speculative residential development in those situations where the local planning authority cannot
demonstrate a 5 year housing land supply, on the provision that the Neighbourhood Plan
allocates a site(s) for development. This 5 year protection, which starts when the Neighbourhood
Plan is adopted, only applies if the plan allocates a site for housing and this meets or exceeds the
indicative housing requirement. The housing requirement for Hellesdon is zero, therefore a small
allocation in Hellesdon could provide this protection. It was established that there are still areas
of open space in the Hellesdon area in private ownership that could be vulnerable if the local plan
is not deemed as up to date. Therefore it was AGREED to do a generic call for sites. Local
landowners could also be approached and encouraged to apply. Even with a call for sites, it does
not commit any site to be added to the Neighbourhood Plan, should nothing suitable come
forward.
The call for sites could be linked in with the Housing Needs Assessment and help to address the
need for Housing with Care.
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Neighbourhood Plan Working Group Minutes 17.06.24
54
Local green space protection was discussed and the tree line alongside Cottinghams Park should
be added on ecology grounds.
7. To Consider Draft Design Code from AECOM
Consideration was given to the relevance of the pictures within the document and amendments
suggested. References to Hellesdon being a village should also be removed.
As the document was only received on the day of the meeting, it was AGREED to defer further
consideration of this document until the next meeting.
8. To Further Consider Ideas for Neighbourhood Plan Policies
It was NOTED that Mr Thompson had done further work on potential policies. These will be
deferred until the next meeting.
9. Items for the Next Agenda
AECOM Design Code
Further policy formulation
Call for sites
The Clerk advised that the next Neighbourhood Plan networking meeting, arranged by Broadland
Council would be on Tuesday 9th July commencing at 6.30pm via zoom. As this clashed with the
Parish Council meeting, it would be difficult for councillors to attend, but the offer should be
made for other members of the Working Group to attend on behalf of the Hellesdon
Neighbourhood Planning project.
10. Date and Time of Next meetings
Wednesday 17th July at 7pm
The meeting closed at 9.10pm
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Neighbourhood Plan Working Group Minutes 17.06.24
55
Meeting of Hellesdon Parish Council
9th July 2024
Item 9 – Community Centre
With the newly refurbished main WCs, the secondary WC area to the west of the community
centre now looks shabby and is not fit for the diverse requirements of modern society. The
project involves removing the ‘ladies’ and ‘men’s’ WCs and replacing then with DDA accessible
unisex units
Existing Layout Proposed Layout
a) To Receive Report on Grant Funding for West WC Improvement Project
It is anticipated to receive positive news on the grant funding for the west WCs in time for the
meeting. Should the application be fully successful, this would mean a contribution of £20,000
towards the project.
A grant application for £15,099.39 (50% of the anticipated capital cost) was rejected by
Broadland Council’s Pride in Place fund.
b) To Consider Tender Prices for West WC Refurbishment and Appoint Contractor
The scheme was published in an open and transparent manner on contracts finder, and also
sent to local contractors who had worked with the council’s project manner previously. The
process received were as follows:
Contractor 1 Contractor 2 Contractor 3
£38,737.00 £28,212.00 £28,956.56
Location NR2 Location PE38 Location NR5
56
Due diligence has been performed on all contractors unknown to the council through pre-
qualifying questionnaires. The grant application was submitted on the lowest tender received.
The Parish Council’s project manager is in the process of ensuring the lowest two prices remain
relevant and any updates provided at the full council meeting.
57
Hellesdon Parish Council - Clerk
From: Emma Dix <emma.dix@joedixfoundation.co.uk> Sent: 12 June 2024 14:31 To: Hellesdon Parish Council - Clerk Subject: Bleed bags for your parish
Dear Ms Lebon
Please may I introduce the Joe Dix Foundation and our work. Joe spent his entire childhood in
Norwich, he was criminally exploited aged 14 to carry drugs. For several years Joe was unable to
escape the world of child criminal exploitation CCE and county lines. Sadly, when Joe appeared to be
turning a corner, at the age of 18, Joe was fatally stabbed in Mile Cross, Norwich, by 3 males who also
lived in Norwich.
Joe’s parents Emma and Phil have turned a tragedy into something positive with the aims and
objectives of the charity to raise awareness around the early warning signs, dangers, and
consequences of CCE, knife crime and youth violence. They are also working in conjunction with NR
Medical Training to teach people ‘How to stem a bleed’.
BLEED CONTROL BAGS
The Joe Dix Foundation is also launching the supply of bleed control bags. The primary objective the
kit is to provide the necessary tools to quickly and effectively manage life-threatening bleeding until
professional medical help arrives. Like community defibrillators, this kit is designed to empower
bystanders to take immediate action and potentially save lives in critical moments. The location of
the kit gets registered with the East of England Ambulance Service, so that call handlers can direct
the public to them.
Bleed control kits can be used on violent crime injuries, but also other accidents and emergencies.
These kits can often be found in schools, public centres, bleed control cabinets, workplaces, and just
about anywhere people go. They are a great compliment and can be added to defibrillator cabinets
that are located in the community and allow 24 hour access.
The Joe Dix Foundation is able to supply bleed bags at a cost of £120 to be housed with the
defibrillator cabinets in your parish. If you would be interested or like to know more information
please could you email emma.dix@joedixfoundation.co.uk or call 07956515550
Further details of The Joe Dix Foundation can be found at www.joedixfoundation.co.uk
Best wishes
Emma Dix
1
58
Founder & Trustee Suite 215, Kirkham House
5 Whiffler Road, Norwich
EMMA DIX NR3 2AG
07956515550
emma.dix@joedixfoundation.co.uk Charity registered 1205999
Using the Joe Dix story to awaken peoples awareness of child criminal exploitation, gang violence and knife
crime in the UK.
2
59
This text was taken from the document automatically, so its layout may differ from the original and tables appear as plain text. If you need this document in another format, please contact the Parish Clerk.