Events Meeting 13-11-24 Pack

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: contact@hellesdon-pc.gov.uk

Minutes of the Meeting of Hellesdon Events Committee
Wednesday 9th October 2024, 3pm in the Council Chamber

Present at the Meeting
Cllr S. Smith (Chairman)
Cllr R. Forder
Cllr B. Johnson
Cllr R. Sear
Cllr D. Britcher

Also in attendance
F. LeBon - Clerk
L. Pointin – Senior Admin Officer
K. Sage – Facilities Manager

The Chairman welcomed all attendees, and opened the meeting at 3pm

1. Apologies and acceptance for absence
Apologies were received from Cllr Douglass.

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

3. Approval of the Minutes
The minutes of the meeting of the 24th July 2024 had been circulated. These were AGREED as a true and
accurate record of the meeting.

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

5. Summer Fayre 21st June 2025
• It was Agreed that Bert’s Amazing Creatures will be the special attraction for 2025, Senior Admin Officer
to confirm this with Bert.
• Senior Admin Officer to provide updated list of vendors for the next meeting, if there is a requirement
to find further vendors, a reach out will be made.
• A suggestion was made to include a Fish and Chips vendor. Senior Admin Officer will see if there is
availability, however we do have a dedicated chips provider and although they are loaded chips, this
could be over duplication as there will be at least two or possibly three vendors selling chips.
• There was a discussion at the previous meeting regarding a new race which would involve the contenders
working together as a group whilst walking on planks. The Facilities Manager will price this for
construction, each set would enable 4 people to work as a team, 3 sets will be required we would then
do a cost comparison for purchasing similar items readymade which are called race bands. On further
discussion, it was agreed that for this particular race, we would only utilise 3 of the lanes to ensure there
are no accidents should a team fall over.
• A purchase order will be raised for 100 coconuts, Senior Admin Officer to provide this to Cllr Forder once
it is ready.
Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 9th October 2024

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 • Senior Admin Officer has made contact with several groups who attend events in costume while
fundraising, no responses have been received. Cllr Smith to see if she is able to establish contact through
one of her contacts.

6. Scarecrow Festival
• We have 10 confirmed entrants, further posts have been made on both Facebook and Instagram this will
be pushed again next week.

7. Update for Further Consideration for Upcoming Events
Party Night
• Unfortunately, the event was cancelled due to the lack of ticket sales both online and over the counter.
• Ideas on How to Further Promote Events
o It has been agreed that we need to create a mailing list, this could be done through
Mailchimp or a similar client, it will incur a monthly charge to subscribe, Senior Admin Officer
will look at the costs and notify the committee. The Clerk advised she had used this
previously and although it takes time to build up, it does become an asset.
o A suggestion was put forward into how we could expand our mailing list with one being to
offer incentives such as a discount on a ticket entry price for signing up.
o It is suggested that we do a survey in order to capture what residents would like to see more
of, this would hopefully then allow us to target our audience.
o The survey would be a series of questions which would be yes or no answers and a free form
text box for suggestions.
o Cllr Sear advised that he has a contact who does regular mail drops in Hellesdon. Cllr Sear
will speak to his contact to obtain a price for the delivery along with the proposed date for
the next drop. We will also require the costings for printing which the Senior Admin Officer
will obtain.
o The advert would be for Hellesdon Community Heart Awards with the survey on the other
side, a double sided A5 drop.
o As the 21st September cancelled, the DJ has offered to carry this over, proposed dates for the
future are the 8th or 15th March 2025 for a Family Party.

8. Senior Citizens Christmas Party
• Christmas crackers will be required, Senior Admin Officer found some online, they are £19.99 for 50
however, they do only have a hat and a joke. Wilko’s have an online store still so will check their prices.
• Senior Admin Officer to purchase the following for the Senior Citizens Christmas Party on the 7 th
December 2024:
o 100 x Christmas Crackers
o 5 x Harvey’s Bristol Cream
o 5 x Croft Original
o 6 x Red Wine
o 6 x White Wine
o 12 x Orange Juice
o 6 x Lemonade
o Sausage Rolls – Greggs – 27 boxes of 4 @ £3.60
o Mine Pies - Asda
o Shortbread - Asda
o Crisps Multipack - Asda
o 2 x Vegetarian Sandwiches - £12.85 each platter
o 7 x Classic Sandwiches – £12.85 each - Greggs
o 7 x Variety Sandwiches – £12.85 each – Greggs
o Tea & Coffee, Senior Admin to check the stock and purchase more if required.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 9th October 2024

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9. Hellesdon Community Heart Awards
• Applications forms to be made available in the Community Centre.
• Senior Admin to follow up with advertising with Winkworth, they would up their signs which would also
have advertising for the Community Hearts Awards.
• It was asked that Councillors give some thought about nominations and put forward anyone they know
of.
• Senior Admin Officer will obtain quotes for hiring table cloths to see if this will be more cost effective.
• Cllr Johnson made enquiries for grants but was turned down, however he was advised that he could use
his members allowance which is £1000.
• Senior Admin Officer to advise the DJ that the dry sparklers will not be required.

10. Items for the Next Agenda
• V.E 80 - 8th May – Café Menu.
• Pipe Band.
• Confirm Christmas Food.
• Update on Summer Fayre.
• Community Heart Awards.
• Leaflet Drop.
• Update on DJ for March 2025.

11. To confirm the date, time and venue of the next meeting.
Wednesday 13th November 2024 at 7pm.

The meeting closed at 16.32 pm.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 9th October 2024

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 Report for Events Meeting
13th November 2024

Item Comments
V.E Day The Community Café will present a 1940’s menu which will include
spam fritters as these were very popular this year. There is a £500
grant available, consideration could be given should we wish to
provide some entertainment.
Summer Fayre Food For the 2024 Summer Fayre we had 12 food vendors, although initially
Vendors we had 16 booked. For 2025 we have 13 confirmed inclusive of
Panther Brewery and Norfolk Raider. Wildcraft Brewery provided
spirits when they attended previously, so consideration could be give
as to whether or not we have a cocktails stall. Feedback from several
vendors who are not returning is that due to the size of the event, it
would not be profitable for them to return next year as there is too
much competition. We vary the type of foods available however, the
same point was raised by vendors on the 22nd June 2024, although
one of those is returning.
Other attractions confirmed are Fairground Rides, Bungee
Trampoline, Dance Recital, Kool Sool Won, Blood Bikes, Vintage Cars
(Cllr Sear) and Berts Amazing Creatures. 6 businesses are returning
along with 3 charities.
Due to the number of food vendors that we have it wouldn’t be
recommended that we seek more. Experience has shown that many
of the local groups do not engage until closer to the time, although all
were contacted on 26th June 2024.
Scarecrow Festival There were 19 entrants for the Scarecrow Festival which was well
received by residents. Unfortunately one of the Scarecrows was
vandalised, there was also a property which didn’t display their
scarecrow. 1st, 2nd and 3rd place winners have been notified and
Councillor Smith will drop off the awards to them.
Community Heart We have received 6 x Community Groups nominations with 2 of those
Awards being duplicate nominations, 3 x Young Person’s Achievement
nominations, 2 x Community Volunteer nominations and 1 Unsung
Hero nomination. There are 4 categories that have not received any
nominations. We received a nomination for a Councillor and 2 other
nominations which were invalidated due the nominees not living or
working in the Hellesdon catchment area.
£1000 has now been received from Broadland District Council by way
of Councillor Bill Johnson’s Ward Members Grant.
Leaflet Drop & We have undertaken a considerable amount of advertising for
Advertising Hellesdon Community Heart Awards, along with a door drop
questionnaire on what residents would like to see more of in terms of
Hellesdon Parish Council run evening events. An online questionnaire
was created in order to attract those with social media and although

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 this has received more responses, it is a small number. Thus far there
has been four returns from the door drop questionnaire.
Winkworth have now installed 26 signs which are in parish grounds
and some residential gardens. We continue to repost for the
Community Heart Awards to remind residents it is still an active
campaign

Mailing List Costs Although Mailchimp is a popular to establish mailing lists, it now has a
monthly charge of £15.54 for 500 contacts.
EmailOctopus = £8.00 per month with no long term commitment. It is
advisable in order to become more familiar with what they offer, we
start off with a free provider. This will mean we are limited with the
number of functions and contact but it is important to understand what
they offer before making further financial commitments.
Residents Christmas All alcohol for the party has been purchased, it was more cost effective
Party to buy the items from Bookers:
6 x Croft Original
6 x Harveys Bristol Cream
6 x Merlot
6 x Pinot Grigio
14 x boxes of shortbread fingers (20 fingers per box)
18 x boxes of mince pies (6 per box)
4 x boxes of Christmas crackers (24 per box)
6 x Lemonade
120 x Greggs Sausage rolls – to purchase
4 x Greggs Vegan Sausage rolls – to
Comparing the costs of sandwiches from Morrisons which are now
£14 per platter, Greggs offer the same value for £12.85.
1 x Vegetarian Platter – to purchase
7 x Classic Platter – to purchase
7 x Variety Platter – to purchase
9 x Multipack of Walkers crisps – to purchase
Teabags, Coffee, Milk – to purchase
It will need to be agreed if donations for the prize raffle is to be
advertised on Facebook.
8th / 15th March 2025 Contact has been made with the DJ, he is currently on holiday, this will
A1 Disco’s be followed up on his return.

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Events Budget 2025/2026

The events are getting more frequent, therefore the budget has been broken down this year into
specific events so that members can better understand where the budget is spent.

In addition to named events, Friday Friends has also been added. The events for this group are
becoming more involved, therefore it is important that a committee is able to budget for a
monitor this. It seems sensible that this should fall under the Events Committee. Friday
Friends will see the majority of income and expenditure being 2no. coach trips, with a balance
of £500 being spent on guest speakers throughout the year.

Below is a breakdown of events to date this year and what is predicted to be expended between
30th September and the remainder of the year. This will give a better idea of what the events
budget should be.

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0                    23/24     23/24 Actual     24/25     Actual to    Predicted     Total to   Proposed
                    Budget                     Budget     30/09/24    to 31/03/25   31/03/25     Budget
                                                                                                  25/26

INCOME

Summer Fayre                                               £558.29      £0.00       £558.29      £550.00
Bar                                                       £1,913.83    £900.00      £2813.83    £3,000.00
Community Hearts                                           £451.20    £1,000.00     £451.20      £500.00
Other Events                                                £0.00       £0.00        £0.00       £500.00
Friday Friends                                                                                  £1,000.00

£550.00 £3,401.00 £1,550.00 £.00 £.00

EXPENDITURE

Summer Fayre                                              £1,802.49    £250.00      £2,052.49   £2,000.00
Bar                                                       £1,519.65    £400.00      £1,919.65   £2,000.00
Community Hearts                                           £401.00    £1,500.00     £1,901.00   £2,000.00
Other Events                                               £296.49     £200.00       £496.49    £1,000.00
Friday Friends                                             £130.00     £300.00       £430.00    £1,500.00
                   £3,000.00      £.00          £.00                    £.00                    £,500.00

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