12. 14.10.25

9
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 14th October 2025 at 7pm in
                         The Council Chamber, Diamond Jubilee Lodge, Hellesdon.
Present:       Cllr David Maidstone – Chair of the Council
               Cllr David Britcher                  Cllr Roy Forder
               Cllr Mel Maidstone                   Cllr Mike Hicks
               Cllr Sarah Smith                     Cllr Nigel Barker
               Cllr Greg Britton

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

1. Apologies and acceptance for absence

Apologies were received from the following Councillors and Accepted.
Cllr David Fahy, Cllr Lacey Douglas, Cllr Ian Duckett, Cllr Sue Holland, Cllr Bill Johnson, Cllr Andrew Lock,
Cllr Robin Sears

2. Declarations of Interest and Dispensations

No declarations were made or dispensations applied for.

3. Minutes from Full Council meeting held 9th September 2025

The minutes of the meeting held on 9th September 2025 had been previously circulated. It was
RESOLVED TO ACCEPT these minutes as a true and accurate record of the meeting.

4. Public Participation
a) To receive questions from the public.

There were no issues raised by the member of public present.

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

b) To Note verbal reports from District and County Councillors
Cllr Sheila Gurney raised the issue of concerns being raised by members of the public regarding the
forthcoming unitary authority and the potential loss of local services.

Approved…………………………………………………...…

Date………………………………………
Hellesdon Parish Council, Full council Minutes 14th October 2025
 Cllr Sheila Gurney also raised the issue of the pot hole filling programme, stating that Norfolk compared
favourably to other counties, in that they are moving forward at pace with their maintenance
programme.

Cllr Sheila Gurney notified the Council that District Council funding would be coming on stream in
approximately 6 months, which would require match funding, relating to the Community Centre. Cllr
Gurney is also looking into a Biffa funding scheme.

c) To Receive any Updates from the Chairman
Cllr David Maidstone had nothing to report.

6. Financial Matters
a) Bank Reconciliation – 30th September 2025 – details were noted by the Council and AGREED.

b) Earmarked Reserves Summary- 30th September 2025 – details were noted by the Council and AGREED.

c) Approval of Payments – 30th September 2025 – were noted by the Council and AGREED.

It was requested by Cllr Sheila Gurney that a copy of the Councils Financial Regulations should be
circulated to all councillors for information, particular notice should be given to spending limits – this
was AGREED.

d) Approval of Receipts – 30th September 2025 – were noted by the Council and AGREED.

e) Detailed Income and Expenditure 30th September 2025 – were noted by the Council and AGREED.

f) To Receive External Auditors Report and Certificate

Following a brief discussion it was proposed by Cllr David Maidston, seconded by Cllr Mike Hicks and
ACCEPTED unanimously.

g) To agree two additional Bank signatories

Cllr David Maidstone and Cllr Mike Hicks were proposed as the two additional signatories, with the
mandate changed to enable two councillors out of four to sign/sanction payments at the bank.
Proposed by Cllr Mel Maidstone, seconded by Cllr Nigel Barker and AGREED unanimously.

7. New Community Centre & Café Committee

a) To Agree terms of reference for the new Community Centre & Café Committee.

Subject to an amendment to keep a newly amalgamated Committee to 9 Councillors until the next
Annual Meeting, the draft terms of reference was proposed by Cllr Roy Forder, seconded by Cllr Mike
Hicks and ACCEPTED unanimously.

b) To ratify Chair and Vice Chair of the Community Centre & Café Committee.
Approved…………………………………………………...…

Date………………………………………
Hellesdon Parish Council, Full council Minutes 14th October 2025
 The Committee had recommended Cllr Roy Forder as Chair and Cllr Sarah smith as Vice Chair of the
newly amalgamated Community Centre & Café Committee, ratification was proposed by Cllr David
Britcher, seconded by Cllr David Maidstone and ACCEPTED unanimously.

8. Committees.

a) To receive Events committee report and to note any decisions made.
An update on the Halloween event: 55 tickets had been sold, there is still a need to sell more tickets.
The Committee recommended to donate 20 free tickets to the Family Hub/Break – ACCEPTED.

The Bar, Decorations and Music is all booked, the Committee feel there is a need to help with the
marketing of future events, possibly training – AGREED to look at this in the future.

Ideas of free events for parents to go shopping without children had been discussed.

Cllr David Britcher raised the issue of councillor packs that need reviewing before sending out or
submission. The Locum Clerk responded by saying that of course this would ideally happen in every
case, but with the administration being short staffed at the present time, often the situation is dictated
to by time and urgent unchecked circulation comes out of necessity and consequence, otherwise
deadlines would be missed.

b) To receive Playing Fields, Allotments and Amenities report and to note any decisions made.

It was reported by Cllr Mike Hicks that the Committee had decided to take back the booking of Tennis
Courts back in house, by not renewing the agreement with the National Tennis Association.

Cllr Mike Hicks also reported that an allotment gate would have fixed keypad, to improve security. It was
also reported that a number of red letters had been sent regarding condition of allotment plots,
therefore putting allotment holders under notice. It is expected that there may be some appeals to deal
with as a result.

c) To receive Environment committee report and to note any decisions made.

The Chair was not present and therefore no report was available to consider.

d) To receive Planning committee report and to note any decisions made.

Cllr Greg Britton reported that the Planning Committee met earlier and had commented on the latest
plans circulated for consultation.

e) To receive Staffing committee report and to note any decisions made.

The Chair Cllr David Maidstone stated that no information could be reported on this item above the line,
only in the closed session.

f) To receive Community Centre & Cafe Committee report and to note any decisions made.
Approved…………………………………………………...…

Date………………………………………
Hellesdon Parish Council, Full council Minutes 14th October 2025
 Cllr Roy Forder stated that there was an item below the line at 11. b regarding CCTV.

There was a recommendation from the Committee that the Community Centre shuts on a Sunday from
1st January 2026 and further discussion would be required on the issue of agreeing the criteria for a
community rate and what percentage (if any) would be allowed.

It was proposed by Cllr David Britcher seconded by Cllr David Maidstone, that the matter of the Sunday
closure and all matters relating to the community rate, criteria/percentage etc, were referred back to
the Committee to resolve and bring back to the 11th November Full Council meeting for approval
AGREED.

9. Projects

a) To Discuss and make decisions on Parish Partnership Scheme.

The Deputy Clerk reported that he needs to go back to the County Council with more quotes, as the
prices have increased since the grant was awarded.

b) To receive update on Community Fridge.

The Chair Cllr David Maidstone reported that there would be a re-submission to the January meeting
where it is expected that the community fridge would be closed.

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 in view of the confidential nature of the
business to be transacted

It was proposed by Cllr David Maidstone, seconded by Cllr David Britcher and AGREED unanimously to
exclude the public and press to go into the closed session.

11. Contracts
a) To consider quotes for Internal Audit 2025/2026

Three quotes had been received and circulated to members. It was proposed by Cllr Sheila Gurney,
seconded by Cllr Greg Britton and AGREED to appoint Larking Gowen as Internal Auditors for the year
2025-26 and to subsequently accept their quote and arrange the interim audit following the half-year to
30th September 2025. Cllr David Maidstone abstained from voting.

b) To receive recommendation on CCTV Quote.

Recommended by the Community Centre & café Committee, following a brief discussion it was
proposed by Cllr Sheila Gurney, seconded by Cllr Roy Forder to accept Contract 2, ACCEPTED
unanimously.

12. To receive update of passwords of councillor’s emails.

Approved…………………………………………………...…

Date………………………………………
Hellesdon Parish Council, Full council Minutes 14th October 2025
 The Deputy Clerk updated Councillors on the additional cost of having the ability to change their own
email passwords. On receipt of this information Councillors AGREED that the cost was prohibitive and
therefore withdrew the request.

13. To receive update on Clerk position

The Locum Clerk stated that the Staffing Committee had met yesterday afternoon to shortlist four
experienced candidates for the position of Parish Clerk. Interviews were scheduled for next Monday 20th
October, it is hoped that a suitable candidate can be appointed and at the next meeting the Council
would have a firm date for the successful candidate to start work.

14. To receive update on staffing matters.

The Locum Clerk updated the Council on the vacancy for Groundsperson & Deputy Facilities Manager,
three applicants had been shortlisted and would be interviewed on Wednesday 22nd October. The
Chairman Cllr David Maidstone stated that during the shortlisting process it was subsequently agreed
that this position is a senior member of staff, therefore two further Councillors who are not Staffing
Committee members are required to serve on the interviewing panel. Cllrs Sarah Smith and Mike Hicks
were available on this date and it was AGREED that they both serve on the interviewing panel.

15. To receive update on independent investigation.

The Chairman Cllr David Maidstone stated that a HR adviser is required to assist Cllr David Fahy with this
matter.

16. Matters for the Next Agenda

Matters raised are for information only and items to be considered for future agendas

Cllr Sheila Gurney offered 27th October as a date for the Neighbourhood Plan consultant to come and meet
the group and to sign off on the final draft before referendum in arranged, this was AGREED.

Meeting closed at 20.40.

Approved…………………………………………………...…

Date………………………………………
Hellesdon Parish Council, Full council Minutes 14th October 2025