11. 09.09.2025

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 9th September 2025 at 7pm in
            The Council Chamber, Diamond Jubilee Lodge, Hellesdon
Present:       Cllr David Maidstone – Chair of the Committee
               Cllr David Britcher                    Cllr Roy Forder
               Cllr David Fahy                        Cllr Bill Johnson
               Cllr Mel Maidstone                     Cllr Andrew Lock
               Cllr Sue Holland                       Cllr Mike Hicks
               Cllr Sarah Smith                       Cllr Nigel Barker
               Cllr Greg Britton                      Cllr Robin Sear
               Cllr Ian Duckett

Also, present Mr. R Bishop (Locum Clerk), Mr. H Clark (Deputy Clerk), A member of the
public and PC Hales

The Chairman welcomed members and opened the meeting at 7pm.

1. Apologies and Acceptance for Absence

Apologies were received from the following Councillors and Accepted.
Cllr Lacey Douglass, and Cllr Shelagh Gurney.

2. Declarations of interest and dispensations

No declarations were made or dispensations applied for.

3. Approval of minutes of the meetings held on 8th July 2025

Minutes of the meeting of 8th July 2025 had been circulated had been previously circulated. It
was RESOLVED TO ACCEPT these Minutes as a true and accurate record of the meeting.

4. Public Participation

A member of the public raised concerns about a ‘halfway house’ in Reepham Road, there was a
lot of activity to and from this property at all hours of the day and the middle of the night.
There were reports of anti-social behaviour and emergency services being called on a regular
basis. PC Hales commented that the police were aware of the situation and were keeping a
close eye on any perceived unlawful activity. For obvious reasons Parish Council Hales was
unable to go into any detail.

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Hellesdon Parish Council, Full council Minutes 9th September 2025
 PC Hales informed the council that him and his colleague has been on a period of leave and not
been able to attend council meetings as often. PC Hales continued to say that there have no
issues of note that has arisen. Cllr Mike Hicks informed PC Hales that there has been an
increased about of traffic going down Meadow way due to Road works on Cromer Road, which
raised concerns for the councillor and if possible, for anything can be done. PC Hales will
investigate options such as a “Traffic Enforcement” day and will get information back to the
Council when they are able.

Member of Public left room at 7:24pm

5 Council Reports

a) The report from the Locum Clerk to be discussed at different points during the meeting.

b) Reports from District and County Councillors
Nothing to report from District or County Councillors.

c) To receive any update from The Chairman
Cllr David Maidstone had nothing to report.

6. Financial Reports and Matters.
a) Bank Reconciliation – 31st July & 31st August 2025. Details were noted by the Council and
AGREED.
b) Earmarked Reserves Summary – 31st July & 31st August 2025 AGREED by the Council.
c) Approval of Payments – 31st July & 31st August 2025. Were noted and AGREED.
d) Approval of Receipts – 31st July & 31st August 2025. Were noted and AGREED.
e) Details of Income and Expenditure – 31st July & 31st August 2025. Were noted and AGREED.

N.B. The Locum Clerk raised the issue of additional signatories on the accounts, recommending four
Councillors, instead of two as there were at present. It was AGREED to place this on the agenda for
the next meeting.

7. Committees
a) To receive Events committee report

Cllr Sarah Smith reported that on 1st November 2025 Hellesdon Community Centre shall be
holding its Halloween Party for the community. The Councillor continued that they were
waiting to hear back on licenses and those to cater for the event and that she has started
looking into starting the online survey for nominations for the Hellesdon Community Heart
Awards.

b) To receive Playing fields, Allotments and Amenities report

Cllr Mike Hicks and Cllr David Maidstone informed the council that the council that the CCTV at
the Allotments is now operational, it is confirmed as compliant and there are visual signs to
inform those using the allotments. They continued that Anglia Water is survey on 10/09/25 to
assess water leaks.
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Hellesdon Parish Council, Full council Minutes 9th September 2025
c) To receive Environment committee report

Cllr Ian Duckett said that the committee has been established, and that Broadland District
Council was holding classes/sessions of projects for involving planting wildflowers and more.
Cllr Ian Duckett was seeking means to involve the community such as competition with
environmental elements.

d) To receive Planning committee report

The council were updated regarding applications to The Norwich Golf Club Site, and The Land
north of Carrowbreak House, Cllr David Maidstone informed the council that on 10/09/2025
Broadland Planning Committee are having their meeting to discuss the applications. Cllr David
Maidstone asked the council if it would be possible for him to attend the meeting and speak on
the council’s behalf on the applications. Proposed by Cllr Greg for Cllr David Maidstone to
represent Hellesdon Parish Council at the Broadland Planning meeting on 10/09/2025, 2 nd by
Cllr Mike Hicks and ACCEPTED.

Cllr David Maidstone informed the council that he has been approached by members of the
community regarding the area of unfenced land near the Carrowbreak Close. He has been
informed that the Local residents have started a group to turn the area into an asset of
community value, as it is used by members of the community for dog walking and leisure.
Proposed by Cllr David Maidstone to support the area being an asset of community value, 2nd
by Cllr Mike Hicks and ACCEPTED.

e) To receive Staffing Committee Report
All matters discussed in section 14.

f) To receive Community Centre Committee Report
The council were informed that the new sign on the community centre is now installed on the
building, and there are that 3 fire doors are to be installed in the community centre (2 on the
café, 1 on the caretaker’s office). The council were informed that the café will be closed while
the doors are being installed. Cllr David Britcher requested that the metal sheet by the
entrance of the community centre looks that it is need of replacing as requested this be looked
in to.

g) To receive Café Committee Report
Cllr Sarah Smith informed the council that there were concerns regarding a cleanliness issue
within the café, this was addressed and will be monitored by Cllr Sarah Smith, staff shortage is
to be addressed by staffing committee.

h) To discuss and make decision of merging Café and Community Centre Committees.
It was proposed by Cllr Sarah Smith that the Café Committee and Community Centre
Committee to merge as one committee, 2nd by Cllr Roy Forder and ACCEPTED. The Locum &
Deputy Clerk were asked to look at terms of reference for the merged committee then bring it
back to the next full council meeting along with a new chair and vice chair of the committee.

i) To appointment of panels (grievance, disciplinary, appeals and complaints)
The council have pointed councillors to the below panels

Panels of Grievance: Cllr Mel Maidstone, Cllr Mike Hicks, and Cllr Nigel Barker with Cllr Sarah
Smith as a substitute.
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Hellesdon Parish Council, Full council Minutes 9th September 2025
 Panels of Disciplinary: Cllr Nigel Barker, Cllr Mike Hicks, and Cllr Mel Maidstone with Cllr Sarah
Smith as a substitute.

Panels of Appeals: Cllr Sue Holland, Cllr Ian Duckett, Cllr Robin Sear and Cllr David Fahy & Cllr
Lacey Douglass as substitutes.

Panels of Complaints: Cllr Andrew Locke, Cllr David Fahy, Cllr David Britcher and Cllr Robin Sear
as substitute.
Proposed by Cllr David Maidstone and 2 nd by Cllr Bill Johnson and ACCEPTED.

8. Projects
a) The council were informed of two parish partnership projects being undertaken between
Hellesdon Parish Council and Norfolk County council. The project for a new village gateway and
a bench seat for bus shelter. Cllr Sue Holland proposed the projects to go ahead, 2 nd by Cllr Ian
Duckett and ACCECPTED.

b) The council were informed of a request for a site visit to Hellesdon Community Centre car park
from Perry Willams LTD on behalf of their client Cornerstone. The request stated that the car
park has been identified as a possible location for a new telecoms site and request a visit to the
site to perform an MSV. It was proposed that Perry Williams LTD can have a no obligations site
visit, proposed by Cllr Sue Holland and 2nd by Cllr Roy Forder and ACCEPTED.

c) This item was discussed under report from Planning Committee.

d) To receive update on Community Fridge.
Cllr David Maidstone informed the council that he and the deputy clerk had a meeting with
volunteers looking to manage the community fridge. It was proposed by Cllr David Maidstone
that the council will assist to up a team of volunteers and to be monitored for a 6-month trial
period, 2nd by Cllr Sarah Smith and ACCEPTED. This was delegated to the deputy clerk to
oversee.

9. To consider sale of Baby Grand Piano in Community Centre.
The council discussed the use of the Baby grand piano; Cllr Roy Forder informed the council
that he had attempted to contact organisation locally to promote use of the piano however
had not received any replies from these organisations. It was proposed by Cllr Mel Maidstone
that the council explore donating the piano to a local community organisation or look to sell
the piano and then donate the funds from the sale to the local organisation, 2nd by Cllr Sarah
Smith and ACCEPTED.

PC Hales left the room

10. To consider a resolution under the Public Bodies (Admission to Meetings) Act 1960 to exclude
the press and public for the duration of the items 11, 12, 13, 14, 15, 16 in view of the
confidential nature of the business to be transacted.

The meeting was closed to the Press and Public

11. To request the abilities to change of passwords of councillor’s emails.
Following a brief discussion, Cllr David Britcher proposed that that councillors are give the
functionality to change their own passwords in relation to their parish email accounts, 2 nd by
Cllr Andrew Locke and ACCEPTED

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Hellesdon Parish Council, Full council Minutes 9th September 2025
12. To discuss and make decision on the hiring rates of the Community Centre Facilities.
The council were informed of the Community Centre Committee meeting held on 30 th July
2025, and the information pertaining to the community rate and a list of those that receive it. It
was commented by Cllr Sue Holland that the criteria and the discounted rate are to be
addressed by the Community Centre Community. It was proposed by Cllr David Britcher this
item be referred back to the Community Centre Community to decide the criteria of the
community rate, its amount and those who are eligible and to come back to full council on 14 th
of October 2025, 2nd by Cllr Ian Duckett and ACCEPTED

It was AGREED to waive Standing Order 3x To Extend the Meeting Beyond 2.5 Hours

13. To Receive update on Clerk Position.
The council were informed that the resignation of the incoming clerk was received, and the
resignation was accepted. It was proposed by Cllr Bill Johnson that we should start advertising
for the now vacant clerk role, 2nd by Cllr Robin Sear and ACCEPTED. A draft advert, job
description and person specification had been circulated, and these documents were also duly
ACCEPTED in order to move matters forward. The Chairman stated that there had been an
additional £206.55 legal expenses incurred whilst bringing matters to a conclusion with the
incoming clerk, it was ACCEPTED to pay these costs.

14. To receive update on staffing matters.
The council were informed of a current vacancy for Grounds person & Deputy Facilities
Manager is to be advertised.

An investigator is also required to investigate possible staff disciplinary issue. HR Support is
potentially involved, It was proposed by Cllr Robin Sear that Cllr David Fahy is to investigate and
for Cllr Shelagh Gurney to act as note taker, Cllr Mel Maidstone to be substitute in the event
Cllr Shelagh Gurney is unavailable. This was 2nd by Cllr Mike Hicks and ACCEPTED.

15. To receive update on independent investigation.
The council received update from Cllr David Maidstone in relation to previous staff and their
grievance to previous clerk, which is now resolved. Cllr David Maidstone continued saying that
there were lessons to be learned and policies had gone awry. Cllr David Maidstone continued
to inform the council that he shall be standing down as chair of the Staffing committee once
the new clerk is in post.

16. To receive an update on legal advice

Item was covered in item 15.

17. Matters for the Next Agenda.
Chair of Staffing.

Meeting closed at 21:34.

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Hellesdon Parish Council, Full council Minutes 9th September 2025