Full Council Papers 10 Feb 2026 for Website

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

MEETING OF THE FULL COUNCIL
Notice of meeting to be held on Tuesday 10 February 2026 at 7pm
in The Council Chamber, Diamond Jubilee Lodge Wood View Road, Hellesdon.

Councillors are summoned to attend for the purpose of transacting the following
council business.

The Openness of Local Government Bodies Regulations 2014
Under the above regulations, any person may take photographs, film and audio-record the proceedings and report on all
public meetings. If you do not wish to be filmed / recorded, please notify an officer prior to the start of the meeting.

AGENDA

Welcome by the Chairman

1. Apologies and acceptance for absence

To receive and accept valid apologies for absence as previously notified to the Parish Clerk.

2. Declarations of Interest and Dispensations

To receive Members' Declarations of Interest in Agenda Items and to note the granting of any
Requests for dispensations.

3. Minutes from Full Council meeting held 13 January 2026

To agree the minutes of the meeting held on 13 January 2026 as a true and accurate record

4. Public Participation
a) To receive questions from the public.
(Public participation shall be in accordance with Standing Orders and shall not exceed 15 minutes unless
such time is extended by the Chairman).

5. Council Reports
a) To receive a report from the Clerk and to note.
b) To receive verbal reports from District and County Councillors and to note.
c) To receive any updates from the Chairman and to note.

6. Financial Matters
a) Approval of Payments – to 31 January 2026
b) Earmarked Reserves Summary- to 31 January 2026
c) Approval of Payments – to 31 January 2026
d) Approval of Receipts – to 31 January 2026
e) Detailed Income and Expenditure to 31 January 2026
f) To consider financial request from St Mary’s Church to help with grass cutting maintenance
costs.
7. Committees
a) To receive Staffing committee report and draft minutes from the meeting held on 14 January
2026 and to note any decisions made.

b) To consider the requirement for an interview panel of five councillors for the Deputy Clerk
recruitment process, and to approve the appointment of Cllrs Britcher, David Maidstone and
Gurney to the panel as recommended at the Staffing Committee meeting held on 14 January
2026.

Other Business
8. To receive a verbal update from Cllr Britcher concerning the Western Link meeting held on 21
January 2026 and to note.

9. To consider granting permission for the Safer Neighbourhood Action Panel (SNAP) to use the
Council Chamber at no charge for the next SNAP meeting to be held 16th March 2026.

10. To consider date, time, venue and content of the 2026 Annual Parish Meeting.

11. To consider request for routine emails received by the Parish Council office to be forwarded to
all members.

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

13. To consider quotes from contractors for the cutting of grass verges.

Jonathan Hall
Clerk of the Council

Dated 4 February 2026
 ITEM 3

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 Full Council meeting held on Tuesday 13th January 2025 at 7pm
                             in Council Chamber, Diamond Jubilee Lodge, Hellesdon.
    Present:        Cllr Shelagh Gurney
                    Cllr David Britcher                         Cllr Roy Forder
                    Cllr Nigel Barker                           Cllr Greg Britton
                    Cllr Shelagh Gurney                         Cllr Ian Duckett
                    Cllr Robin Sear                             Cllr Lacey Douglass
                    Cllr Andrew Locke                           Cllr David Fahy

Also, present Mr Richard Bishop (Locum Clerk), Mr Harry Clark (Deputy Clerk), Mr Jonathan Hall (Parish Clerk), PC Sam
Hales. Members of public and press present.

The Clerk addressed the council and informed them that in the absence of the Chair and Vice Chair of the Council,
there would be a vote to decide whom will chair the meeting. Cllr Greg Britton proposed Cllr Shelagh Gurney to chair
the meeting, seconded by Cllr Robin Sear and was CARRIED.

1. Apologies and acceptance for absence

Apologies were received from the following Councillors and Accepted: Cllr Bill Johnson, Cllr Sarah Smith, Cllr Mel
Maidstone, Cllr David Maidstone, Cllr Sue Holland, Cllr Mike Hicks.

2. Declarations of Interest and Dispensations

Cllr David Britcher informed the council a declaration for living in Hellesdon as a dispensation. Under Section 33 of the
Localism Act 2011, the Council delegated authority to the Proper Officer (Clerk) to grant dispensations to members
who have a Disclosable Pecuniary Interest in the discussion and setting of the Parish Precept, otherwise the meeting
would not be quorate. This is an automatic dispensation for members as council tax payers of the Parish.

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

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

4. Public Participation

PC Hales gave a verbal report, informing the council that recently has been a busy period in general however nothing
out of ordinary to report. Cllr Shelagh Gurney had queries with regards to the road traffic orders within the area; she
mentioned some residents are ignoring these orders. PC Hales informed the council to report these to the police.

PC Hales leaves at 19:21

5. Council Reports
a) To Receive clerk report
Report was previously circulated to Council.

b) To Note verbal reports from District and County Councillors
Cllr Shelagh Gurney inform the Council that she was able to award a match grant for environment committee with the
aid of Cllr David Maidstone who completed the application and the Council had been awarded £5,000.

Approved…………………………………………………...…

Date………………………………………
Hellesdon Parish Council, Full council Minutes 13th January 2025
c) To Receive any Updates from the Chairman
Nothing to report.

6.   Financial Matters
a)   Approval of Payments – 1 October 2025 to 31 December 2025.
b)   b) Earmarked Reserves Summary- 1 October to 31 December 2025.
c)   Approval of Payments – 1 October 2025 to 31 December 2025.
d)   Approval of Receipts – 1 October 2025 to 31 December 2025.
e)   Detailed Income and Expenditure 1 October 2025 to 31 December 2025.
     Proposed by Cllr Nigel Barker to approve all financial documents, seconded by Cllr Greg Britton and ACCEPTED.

f) To agree budget, in full or part, for 2026-27 following recommendation from Property, Policy and Resources
Committee.
Proposed by Cllr Lacey Douglass to accept recommendations from Property, Policy and Resources Committee,
seconded by Cllr Robin Sear and ACCEPTED.

g) To agree 2026-27 Parish Precept following recommendation from Property, Policy and Resources Committee.
Proposed by Cllr Lacey Douglass to agree Parish Precept recommendations from Property, Policy and Resources
Committee, seconded by Cllr Robin Sear and ACCEPTED.

7. Committees
a) To receive Events committee report.
Cllr Roy Forder gave an update on senior citizen party and that it was well attended with praised given for councillors
helping at the event and the committee was looking at events for 2026. Cllr Roy Forder informed council that there
would be no Community Hearts Awards this year (2026) and instead will be held every other year.

b) To receive Playing Fields, Allotments and Amenities committee report and to note any decisions made.
Cllr Shelagh Gurney informed council that during the last meeting councillors reviewed the budget and house keeping
issues in relation to the allotments. Cllr Shelagh Gurney informed the council regarding the current verges/grass
hedges contract and whether to give the responsibility back to Norfolk County Council or to keep it with Hellesdon
Parish Council. Proposed by Cllr Lacey Douglass to keep the responsibility with Hellesdon Parish Council, seconded by
Cllr Robin Sear and ACCEPTED. Cllr David Britcher propose for the handling of alley ways, save the two to be given
back to Norfolk County Council seconded by Cllr Robin Sear and ACCEPTED.
It was proposed by Cllr David Britcher for the Clerk to get the contact information from Norfolk County Council for
who deals with footpaths and for this to be added to the Hellesdon Parish Council website seconded by Cllr Ian Duckett
and ACCEPTED.

c) To receive Environment committee report.
Nothing to report as no meeting since last full council.

d) To receive Planning committee report and to note any decisions made.
No decisions made at meeting on 23/12/25 as was not quorate, however Cllr Britton update the meeting on the
decisions made on 13/01/2025.

e) To receive Staffing committee report.
Cllr David Britcher informed the council that the committee have not meet since the last Full Council meeting. Cllr
David Britcher wanted to give thanks to the Deputy Clerk for his work with the council and wished them well in their
new employment. Cllr David Britcher advised that the next staffing meeting will be held on 14/01/2025.

Approved…………………………………………………...…

Date………………………………………
Hellesdon Parish Council, Full council Minutes 13th January 2025
f) To receive Community Centre & Cafe Committee report and to note any decisions made.
Cllr Roy Forder presented the report and provided an update on Community Centre Rate increase, which had only
seen one hirer cancel their bookings.

Council were provided with an update for quotes for utilities. The Clerk received had them on 13 January 2026 and
suggested that council delegated this issue to the Clerk. It was proposed Cllr Greg Britton to delegate the Clerk to
arrange utilities suppliers and seconded by Cllr Nigel Barker and ACCEPTED.

8. Projects/ Other Matters
a) To consider switching bank account provider to Unity Trust Bank from Barclays Bank.
The Clerk informed the council that switching to Unity Trust Bank would serve the council better because Unity were
designed to help not for profit organisations. It was proposed by Cllr Lacey Douglass to move the current account to
Unity Trust Bank seconded by Cllr Ian Duckett and ACCEPTED. It was proposed by Cllr David Britcher for the Clerk to
produce financial report to show best organisations for investment options for council seconded by Cllr Lacey Douglass
and CARRIED.

b) To consider submission of the latest version of the Neighbourhood Plan to Broadland District Council and any
modifications and adjustments.
The Council discussed the latest version of the Neighbourhood Plan. No further modifications or alterations had been
received. Cllr Shelagh Gurney will review the land at Coronation Hall to consider adding a suggestion to the plan of a
desirable use. It was agreed that Cllr Gurney and the Clerk would work together to update the plan for submission to
Broadland District Council.

c) To consider report from Cllr Gurney concerning the replacement of the village sign previously situated outside
Parish Hall on Low Road.
It was proposed by Cllr David Britcher for a new hard wood sign to be erected on The Bull roundabout and to have
additional lighting to illuminate the sign. This was seconded by Cllr Ian Duckett and ACCEPTED. Proposed by Cllr
Shelagh Gurney to offer existing sign on The Bull roundabout to the Parish Hall site. This was seconded by Cllr Robin
Sear and ACCEPTED. Cllr Shelagh Gurney asked the council to allow the Clerk and Cllr Shelagh Gurney to get in contact
with the sign makers and ACCEPTED.

d) To consider match funding from Cllr Gurney for recycling bins for Community Centre. (Cllr Gurney).
Cllr Shelagh Gurney informed the Council that in her capacity as a District Councillor she can offer match fund a
grant for new bins in the Community Centre. Cllr Roy Forder suggested three bins for the Centre. Cllr Shelagh
Gurney advised the Council that she would be able to offer £1000 for match funding. The proposal was seconded
and ACCEPTED by Council.

e) To consider switching suppliers of accounting software from RBS Rialtas to Scribe.
It was proposed by Cllr David Britcher to accept the recommendations of the report to switch from RBS Rialtas to
Scribe and seconded by Lacey Douglass and ACCEPTED.

f) To consider temporary use of payroll provider in response to reduce staffing levels.
Proposed by Cllr Shelagh Gurney to use Stephenson Smart Chartered Accountants for the next six months as a
temporary payroll provider and to be reviewed at month five mark. This was seconded by Cllr David Britcher and
CARRIED.

9. Matters for the Next Agenda – Full Council 10th February 2026
Matters raised are for information only and items to be considered for future agendas.

Approved…………………………………………………...…

Date………………………………………
Hellesdon Parish Council, Full council Minutes 13th January 2025
It was proposed by Cllr Shelagh Gurney that ‘Matters for the next Agenda’ to be removed from future agendas and
meetings and to only note date, time and venue for the next meeting. This was seconded by Cllr Greg Britton and
ACCEPTED.

Meeting closed at 21:16pm

Approved…………………………………………………...…

Date………………………………………
Hellesdon Parish Council, Full council Minutes 13th January 2025
 ITEM NO: 5a

Clerk’s report for Full Council meeting 10 February 2026
Period 13 January 2026 to 3 February 2026

It has been a very busy period since my arrival on 5 January 2026 with snow, the BBC,
staffing issues and an SLCC conference to occupy me. Following my email briefing to all
councillors dated 22 January 2026, in which I outlined my priorities for the next couple of
months, I will provide an update on some issues arising.
Rialtas to Scribe
This transfer will not take place completely until 1 April 2026. Scribe do not have capacity to
ensure the end of year of process would be completed in time for the new financial year. So
we will continue with Rialtas through February and March and year end. Richard Bishop
(locum clerk) will be supporting us with this process as I have no experience of using Rialtas.
Scribe will transfer 3 years of previous accounts to the new system. The office staff have
been tasked with learning the new software ready for April.
Current account transfer to Unity Trust Bank
This is currently in place and should have been completed by the time of the Full Parish
Council meeting. Thank you to Cllrs Douglass and Johnson for their time in supporting me
with this transfer.
Deputy Clerk Vacancy
We have to date received 28 expressions of interest and application packs have been
forwarded. However, only 4 completed applications have been returned. The closing date for
applications is 12 noon on 20 February 2026. Interviews are scheduled to take place week
commencing 2 March 2026.
Grants
I am currently in the process of dealing with several grants that require urgent attention to
ensure we can claim before the end of the financial year. This includes Future for Nature and
Parish Partnerships as well as the match funding grants from Cllr Gurney for the new village
sign and recycling bins for the Community Centre.
Budget 26/27
Ahead of the Policy, Property and Resources meeting I am wrestling with Rialtas to re
organise the coding and cost centres to produce a budget for each committee and help the
transition to Scribe. The rearrangement will align the budgeting with committees, so greater
transparency and understanding will be available for committee members on expenditure
and income.
Payroll
Good progress has been made with Stevenson Smart Chartered Accountants which should
mean February’s payday will be less stressful.
SLCC conference
I attended the SLCC conference on 28/29 January 2026 at St George’s Park in Burton upon
Trent. This was an excellent conference and enabled me to catch up with a number of
suppliers including Unity Trust Bank who as a result fast tracked our application forms! The
conference gave a valuable insight into current topics such as proper practices in
governance and accountability and devolution of services from principal authorities. There
were legal updates as to the requirements of “Hillsborough Law” (Public Office Accountability
Bill) and the new Code of Ethics which will come into force to complement the Code of
Conduct. The conference is an essential information source as well as a chance to speak to
other clerks from across England & Wales to learn of best practices and developments.

Clerk
3 February 2026
 ITEM NO: 6f

To consider financial request from St Mary’s Church to help with grass cutting
maintenance costs.

Background
Historically the Parish Council has made a contribution to St Mary’s Church to help with the
costs of maintaining the churchyard and burial ground. Legally, maintenance of closed
churchyards, at the request of the Parochial Parish Council (PPC), revert to the Parish
Council from the Parochial Parish Councili. Hence Parish Councils have a vested interest in
ensuring churchyards are well maintained, especially if they are nearing closing.
Budget considerations
The budget for 25/26 reflects a contribution amount of £800. The budget for 24/25, again for
£800, has not been used but has fallen into the general reserve.
Proposal
A letter is attached (appendix 1) from Debbie Cronk the Parish Administrator and PCC
Secretary explaining the reasoning as to why no request was forthcoming for 24/25 and
making a request for funding for 25/26.
Recommendation
The current general reserve level is high and the Parish Council can afford to meet
both 24/25 and 25/26 contribution rate at a total cost of £1600.

Clerk
3 February 2026
i
s.215 of LGA 1972
 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
Clerk: Jonathan Hall

Minutes of a Staffing Committee Meeting – 14 January 2026 at 3pm
In the Council Chamber, Diamond Jubilee Lodge, Woodview Road, Hellesdon

Present: Cllr David Britcher – Chair of the Committee
Cllr Greg Britton
Cllr Roy Forder
Cllr Shelagh Gurney
Cllr Lacey Douglass
Cllr Andrew Lock

Jonathan Hall (Clerk)
Richard Bishop (Locum Clerk)

1. Apologies and acceptance for absence
Apologies were received and accepted from Cllrs D Maidstone and Bill Johnson.

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

3. Public Participation
There were no public present.

4. To receive and consider minutes of meetings held on 11 November 2025.
The minutes of 11 November 2025 were AGREED by the Committee as a true record and signed by the
Chairman.

5. To consider a resolution under the Public Bodies (Admission to Meetings) Act 1960 to exclude the press
and public for the reaming duration of the meeting in view of the confidential and personal nature of
the business to be transacted.
It was RESOLVED to exclude the press and the public.

6. To receive and consider outstanding issues for current vacancies, recruitment timetable/procedure and
subsequent appointment:

a) To receive and consider resignation from the Deputy Clerk, to finalise outstanding annual leave due,
Time-off-in-lieu accrued, confirm leaving date of 20th January 2026 and address investment in CiLCA
training – consider report from Locum Clerk.
The recommendations of the report were APPROVED.

Approved…………………………………………………...…

Date………………………………………
HPC Staffing Committee Minutes 14 January 2026
 b) To receive and consider draft Recruitment Package for a replacement Deputy Clerk – to include
advert, job description, person specification and application form; to agree timetable
The committee reviewed the draft package and suggested several amendments to provide more clarity. A
privacy notice would also require to be attached to explain how data was being used within the GDPR
regulations.

It was agreed to have a closing date for applications by 12 noon on 20 February 2026, with interviews
being held week commencing 2 March 2026. Shortlisting would take place at the next staffing meeting
which was arranged for 23 February 2026 at 6.30pm.

An exit interview would be made available to the resigning Deputy Clerk. It was suggested that the Clerk
produce a checklist for leaving procedures to be followed.

The committee after due consideration it was RESOLVED to increase the scope of the pay banding so that
the job covered bands 18 to 25.

c) To appoint an Interviewing Panel and agree dates for shortlisting – to confirm this is a Senior
position i.e. two further members of the Council would be required.
The position was considered to fall under the category of a senior role and therefore 5 councillors plus the
clerk would be in attendance at interviews. It was agreed that the recruitment panel would be formed of:

Cllr Britcher
Cllr D Maidstone
Cllr Gurney
(two other councillors would need to be selected)

It was agreed that interviews would be held face to face and that online interview requests would be
refused.

The shortlisting would be undertaken at a meeting on 23 February 2026 at 6.30pm. The Clerk would
provide a scoring checklist to aid councillors with the process.

7. To receive and consider quotation from Council HR & Governance Support for a governance review and
on-going HR Support; and whether to take this forward as a recommendation to Full Council.
This item was deferred to a future meeting.

8. To receive and consider Draft Staffing Budget for 2026-27.
The Locum Clerk had prepared a report with draft figures for the staffing budget for 26/27. A discussion
took place as to staffing costs for the Community Café. It was suggested this issue is discussed at the Policy,
Property and Resources committee when budgets for 26/27 are discussed and recommended to Full
Council.

9. To receive and consider Work Experience request from year 10 student during the week of 11 th to 15th
May 2026.
It was AGREED to accept the request of work experience for the week 11th to 15th May 2026. A structured
work plan would be produced to ensure the student has an engaging week. The Clerk would ensure that all
required DBS checks for staff are up to date.
Approved…………………………………………………...…

Date………………………………………
HPC Staffing Committee Minutes 14 January 2026
10. To receive an update on other on-going staffing matters as appropriate.
(a) Report and Risk Assessment from Facilities Manager relating to the erection of a Christmas Tree
for the Bull PH; to further consider report by the Locum Clerk and offer to pay any staffing costs
incurred.
The report was received and NOTED.

(b) Locum Clerk Report on internal meeting - File note – 12/11/2025
The report was received and NOTED.

(c) Complaint report/incident 13/11/2025 and subsequent response from Locum Clerk.
The report was received and NOTED. Staff involved were praised for handling such a difficult situation with
care and professionalism.

(d) Progress report on Investigation of incident(s).
The report was received and NOTED. Further work and a briefing to members would be provided in due
course.

11. To confirm the date, time and venue of next meeting
The date and time of the next meeting was agreed as 23 February 2026 at 6.30pm.

Meeting closed at 6.30pm

Approved…………………………………………………...…

Date………………………………………
HPC Staffing Committee Minutes 14 January 2026
 ITEM NO: 7b

To consider the requirement for an interview panel of five councillors for the Deputy
Clerk recruitment process, and to approve the appointment of Cllrs Britcher, David
Maidstone and Gurney to the panel as recommended at the Staffing Committee
meeting held on 14 January 2026.

Background
The current recruitment process policy defines the Deputy Clerk as a senior position and as
such requires three members of the staffing committee plus two other councillors to be
present on the interview panel. This is addition to the Clerk who would also be present to
facilitate proceedings.
Budget considerations
None.
Proposal
The inclusion of a further two members appears to be an overkill of the requirements and
does not add any further value to the decision making. Having five members present at an
interview could appear to be quite daunting and intimidating for candidates, who may of
course already be nervous enough! It is important that candidates establish a rapport with
members of the panel, and having five members present makes this difficult.
The staffing committee have already appointed three panel members for the interviews for
the Deputy Clerk vacancy. All members selected are experienced and representative of the
council.
Recommendation
To agree that Cllrs Britcher, David Maidstone and Gurney form the interview panel for the
position of Deputy Clerk for interviews due to held week commencing 2 March 2026.
Clerk
4 February 2026
 ITEM NO: 10

To consider date, time, venue and content of the 2026 Annual Parish Meeting.

Background
The Annual Parish Meeting (APM) is a statutory meeting1 required by law for every parish in
England. It is distinct from the Annual Parish Council Meeting and exists to allow local
electors, not the council to discuss parish affairs. It is not a meeting of the Parish Council,
and councillors attending do so as parishioners not as councillors. The meeting must be held
between 1 March and 1 June each year and the meeting can not start before 6pm. Only
registered electors in the parish of Hellesdon may speak and vote at the meeting. If the
Chair of the Parish Council attends they will usually Chair the meeting. If the Chair does not
attend the meeting then a Chair will be voted in at the beginning of the meeting. The Clerk
would take minutes of the meeting. There is no compulsion upon the Parish Council to act
on any matter raised at the APM, although it would be proper to consider items raised at a
future meeting of the Full Parish Council or committee.
Budget considerations
I can not trace any budget line for the APM, however if the Council Chamber is chosen as
the venue then there is no immediate cost to the council, unless other provisions are
required.
Proposal
In 2025 the APM was held on 7th May and the previous year in 2024 it was held on 8th May.
April 23rd was chosen as the date in 2023.
I have had a request from PC Matt Hill and PC Sam Hales to present an annual review of
policing in Hellesdon at the APM.
A date in May 2026 would be suitable, subject to availability if the venue is chosen as a room
within Hellesdon Community Centre. The Council Chamber is much more available with the
exception of the second and fourth Tuesday in the month.
Recommendation
As council elections have been cancelled I would suggest 7 May 2026 at 7pm in the Council
Chamber. Although some by elections have been called and may take place on 7th May 2026
this is unlikely to effect Hellesdon and will also mean the timescale of pre election period will
also have passed.
Clerk
4 February 2026

1
Schedule 12, Part III of the Local Government Act 1972.