Agenda Pack HCC & C committee 4 Aug 2026
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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
Notice of a Meeting of Hellesdon Community Centre and Café Committee to be held on
Tuesday 4th August 2026 at 7.00pm in The Council Chamber, Diamond Jubilee Lodge, Wood View
Road, Hellesdon
Committee members are summoned to attend for the purpose of transacting the
following business:
Under the Openness of Local Government Bodies Regulations 2014, 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.
1. To Receive Apologies for Absence
2. Declarations of Interest and Dispensations
3. Approval of the Minutes
To approve the minutes of the meeting held on 16th December 2025
4. Public Participation
Members of the public are invited to speak and are only permitted to speak at this point in the
meeting. (Public participation shall be in accordance with Standing Orders and shall not exceed 15 minutes unless such
time is extended by the Chairman).
5. To discuss and recommend to Full Council the Committee’s Terms of Reference.
6. To consider booking process of rooms, how far in advance for these can take place,
conditions of holding provisional bookings and sliding scale of fees for cancellations.
7. To consider hiring agreement and to make any necessary amendments.
8. To consider consequences of any closure of the Centre (or part of) when carrying out
maintenance and minor works.
9. To consider use of TV screen in foyer to be used for marketing purposes.
10. To consider replacement of door stop guard rails.
11. To consider policy on the use of the foyer area for staging events.
12. To receive report on previous resolution to donate the baby grand piano to a community
project.
13. To receive report on Quality Control Checks and Environmental Health rating.
14. To consider the use of volunteers during café opening hours.
Jonathan Hall
Clerk to the Council Dated: 29 July 2026
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 Community Centre and Café Committee,
Tuesday 16th December, 7pm
Held in The Council Chamber, Diamond Jubilee Lodge, Wood View Road,
Hellesdon
Present at the Meeting
Cllr R. Forder (Chairman)
Cllr M. Hicks
Cllr N. Barker
Cllr D. Maidstone
Cllr M. Maidstone
Also in attendance
Mr K. Sage (Facilities Manager) Mr Dave Marshall (Admin minute taker) Mr Chris Fisher (Deputy Facilities Manager)
The Chairman welcomed all attendees, and opened the meeting at 7pm
1. Apologies and acceptance for absence
Apologies received from Cllr Shelagh Gurney, Cllr Sarah Smith, Cllr Lacey Douglass
2. Declarations of Interest and Dispensations
No declarations were made or dispensations requested.
3. Approval of the Minutes
Draft minutes were circulated from the meeting on 8th October 2025. These were AGREED and signed as a
true and accurate record of the meeting.
4. Public Participation
There were no members of the public in attendance.
5. Community Café
a) Review of cleanliness and café reports
Big thanks to our facilities manager Kevin Sage for implementing the checks. Cllrs Sarah Smith and Cllr Mel
Maidstone also thanked for their support and who would continue to take ongoing spot checks.
b) Use of Volunteers to help with current staff absence.
We have received three names who were willing to help volunteer within the café. They would need hygiene
certification, which they would get reimbursed. Cllr Mel Maidstone and Cllr Sarah Smith to arrange chats
with proposed volunteers, who would also need to have DB checks. Proposed by Cllr Mel Maidstone and
seconded by Cllr Mike Hicks, all agreed.
Approved…………………………………………………...…
Date………………………………………
Community Centre & Café Committee Minutes
23rd April 2025
6. Community Centre Bookings
a) Review of the latest bookings dates & proposed changes
• Booking rules to be reviewed, adjusted, and enforced.
• Deposits to be handled strictly in line with hire agreements and rules.
• Bookings to continue as normal during the review period.
• Caretakers to approve all room bookings.
• Proposed arrangements to be passed to caretakers for public display.
• Residents may view rooms, booking approval rests with caretakers.
Proposed by Cllr Mel Maidstone, seconded by Cllr Mike Hicks.
b) Review on completed applications for community rate.
All applications for discounts rates have been reviewed and letters will
Be sent out to confirm if they have received the discounted rate or not. Cllr Mike Hicks,
abstained on one account, due to conflict of interest.
7. Items for the next agenda
8. To confirm the date, time and venue of the next meeting.
Date to be confirmed.
Approved…………………………………………………...…
Date………………………………………
Community Centre & Café Committee Minutes
23rd April 2025
Approved…………………………………………………...…
Date………………………………………
Community Centre & Café Committee Minutes
23rd April 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
TERMS OF REFERENCE
HELLESDON COMMUNITY CENTRE AND CAFE COMMITTEE
Responsibilities specific to all committees:
• To be responsible for compiling the committee annual budget
• To present and obtain approval for the committee annual budget from Full Council
• To monitor committee functions and expenditure
• To assess and budget for future maintenance, replacement or upgrading of items for
which the committee is responsible
• To set dates for ordinary meetings
• If a particular item under discussion is within the Committee’s delegated powers, the
minutes will record the decision as RESOLVED. If not, then the minutes will record
the decision as agreed to RECOMMEND and it will then be brought to the attention
of the full council for decision following presentation of the Committee draft
minutes.
Responsibilities specific to this committee:
Authority
The Community Centre Committee is constituted as a standing committee of Hellesdon Parish
Council. It is appointed by and is solely responsible to the Council to
1. make decisions in respect of day to day running of the Community Centre subject to
budget and expenditure limits.
2. to deal with pricing structure and hire charges
3. to set terms and conditions for hire of the facility
4. to set charges, terms and conditions for use by Council Community activities
5. keep a general oversight of the community cafe
6. make decisions in respect of the running of the Community Cafe subject to budget and
expenditure limits.
7. report to the council staffing and equipment needs
8. to identify required improvements, developments and capital projects and make
recommendations to Full Council beyond the committee’s budget.
Hellesdon Parish Council Terms of
Reference
Hellesdon Community Centre & Cafe Committee
Review date– 4 August 2026
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
The Committee duties are defined and agreed by the full council which may resolve, at any
time, to modify the Committee’s powers.
Membership
Membership will be made up of seven councillors.
All other councillors will be substitutes for this committee to be called upon on a party by
party basis.
In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex officio
capacity they may nominate the Vice Chairman as a substitute.
Quorum
The committee quorum shall be no fewer than three members.
Frequency of Meetings
The Committee will meet at least four times during each civic year and will publish these
meetings in advance as ordinary meetings. The ordinary meetings to consider committee
general items and standing items in accordance with set timetable. A further meeting will be
held in December of each year to consider, for recommendation to Full Council, the budget
and precept for the next financial year. Additional meetings will be set as required.
Record of Proceedings
Written minutes will be taken to record the Committee’s decisions and recommendations and
will be circulated to all Councillors for the next Full Council meeting.
Delegated Powers
1. To keep under review the provision of room hire and management of Hellesdon
Community Centre.
2. To identify and submit to the full council proposals for any improvements,
developments or any capital expenditure when requesting funding for the following
financial year.
3. To lead on and approve quotes for all aspects of maintenance and replacement works
the responsibility of the committee in accordance with adopted financial regulations
4. To advise the full council of the impact of proposals by owners or occupiers of land
that may affect the hire of HCC.
5. To regularly monitor income and expenditure.
6. To review and determine level of insurance required within the Council’s insurance
policy.
Hellesdon Parish Council Terms of
Reference
Hellesdon Community Centre & Cafe Committee
Review date– 4 August 2026
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
7. To make recommendations to the Council about the level of the room hire rates for
hire within HCC.
8. To keep under review the service provision of the Community Café.
9. To identify and submit to the full council proposals for any improvements,
developments or any capital expenditure when requesting funding for the following
financial year.
10. To set agree menu and pricing structure.
11. To regularly monitor income and expenditure of the community café.
Standing Items for Ordinary Meetings
First meeting
• to set dates of committee ordinary meetings.
• to consider the financial statement summarising the Centre’s & Café’s
receipts and payments for the final (Jan – March) financial quarter and the
year to date.
Second meeting
• to consider the financial statement summarising the Centre’s & Café’s
receipts and payments for the first (April – June) financial quarter.
• to consider previous financial year’s budget allocations with actual amounts.
Third meeting
• to consider the financial statement summarising the Centre’s and Café’s receipts and
payments for the second (July – September) financial quarter.
• to review hire charges.
• to consider pricing review of café menu.
• to review terms and conditions of hire.
• to consider items for the committee budget for the following financial year.
Budget meeting –
• to consider, for recommendation to Full Council, the budget and precept for
the next financial year.
Fourth meeting –
• to consider the financial statement summarising the Centre’s & Café receipts and
payments for the third (October – December) financial quarter.
Hellesdon Parish Council Terms of
Reference
Hellesdon Community Centre & Cafe Committee
Review date– 4 August 2026
ITEM NO: 7
Report for : Hellesdon Community Centre & Café Committee.
Date: 4 August 2026
Item Title: To consider hiring agreement and to make any necessary amendments
Background and Purpose
The hiring agreement is in two parts – the first being the contract agreement and the second
is the standard conditions of use.
The areas of the documentation which require review have been highlighted in yellow. Some
areas required clarification, whilst other areas do not reflect current practice or current
legislation. Verbal guidance will be provided at the meeting for consideration.
Conclusion
The vast majority of hires run smoothly, invoiced promptly and paid accordingly on time.
However, some inconsistencies within the document is creating queries and issues and are
generally time consuming to resolve. A review of the documentation will prevent most issues
from reoccurring.
Scribe bookings will allow real time booking to be completed by hirers online via the
Council’s website. This facility is not operating currently but is expected to be launched
shortly. The documentation must reflect this new system of booking.
Recommendation
The committee are asked to consider the areas highlighted and to make any changes
necessary to the continued smoothly running of the hiring of rooms at the Centre.
Clerk
Date 29 July 2026
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
HELLESDON COMMUNITY CENTRE HIRE AGREEMENT
Hirer’s Details
Name
Organisation (if applicable)
Address
Contact Telephone
Contact Email
Hire Details
Date(s) of Hire
Times (to include time for Time From Time To
setting up / clearing away)
Purpose of Hire
Expected Attendance Public* or Private?
*Public events will require Public Liability Insurance and/or PPL License
Room(s) Required √ Facilities Required √ Marjorie Lewis Room Hot Water Urn Sylvia Watling Room Flasks – please indicate number required Olive Haseltine Room Full Stage / Half Stage (FS or HS) Westwood Room Extra hour Kitchenette (hot drinks only) Own Bouncy Castle (disclaimer required) Kitchenette (for food prep) PA System
Cost of Hire Full Cost of Hire £ To be paid upon receipt of Invoice Refundable Damage Deposit To be paid upon receipt of Invoice
I have read and agree to the standard conditions of hire of Hellesdon Community Centre and agree to
my personal information being processed as detailed in the privacy notice overleaf.
Signed………………………..…………………….. Date………………………………………….
Hirers Privacy Notice
The information you provide (personal information such as name, address, email address, phone number) will
be processed and stored so that it is possible to contact you and respond to your correspondence, provide
information, send invoices and receipts relating to your hire agreement.
Your personal information will not be shared with any third party without your prior consent.
The Council’s Right to Process Information
GDPR Article 6 (1) (a) (b) and (c) (Data Protection Act 2018)
Processing is with consent of the data subject; or
Processing is necessary for compliance with a legal obligation; or
Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a
contract
Information Security
Hellesdon Parish Council cares to ensure the security of personal data. We make sure that your information is
protected from unauthorised access, loss, manipulation, falsification, destruction or unauthorised disclosure.
This is done through appropriate technical measures and relevant policies.
We will only keep your data for the purpose it was collected and only for as long as is necessary. After which it
will be deleted.
Your Rights
Access to Information
You have the right to request access to the information we hold on you. You can do this by contacting our Data
Information Officer: clerk@hellesdon-pc.gov.uk
Information Correction
If you believe that the information we have about you is incorrect, you may contact us so that we can update it
and keep your data accurate. Please contact: clerk@hellesdon-pc.gov.uk
Information Deletion
If you wish Hellesdon Parish Council to delete the information about you, please contact: clerk@hellesdon-
pc.gov.uk
Right to Object
If you believe that your data is not being processed for the purpose it has been collected, you may object: Please
contact clerk@hellesdon-pc.gov.uk
Rights Related to Automated Decision Making and Profiling
Hellesdon Parish Council does not use automated decision making or profiling of personal data.
To Sum Up
In accordance with the law, Hellesdon Parish Council only collects a limited amount of information about you
that is necessary for correspondence, information and service provision. We do not use profiling, we do not sell
or pass your data to third parties. We do not use your data for purposes other than those specified. We make
sure your data is stored securely. We delete all information deemed to be no longer necessary. We constantly
review our Privacy Policies to keep them up to date in protecting your data.
Complaints
If you have a complaint regarding the way your personal data has been processed you may make a complaint to
Hellesdon Parish Council’s Data Information Officer: clerk@hellesdon-pc.gov.uk and the Information
Commissioners Office casework@ico.org.uk Tel: 0303 123 1113
Hellesdon Community Centre - Standard Conditions of Use
These standard conditions apply to all Hirers The Hirer must arrange for the appropriate of Hellesdon Community Centre. These licencing if using copyright music in any form, conditions of use accompany the Hire television, live performers, licensed sports or Agreement and related documentation as the sale of alcohol. supplied by HPC.
5. Public Safety Compliance
It is hereby agreed that these Standard The Hirer must comply with all conditions and
Conditions of Use together with any Special regulations made in respect of the premises
Conditions of Hire shall form part of the terms by the Fire Authority, Local Authority, the
of the Hire Agreement, unless specifically Licensing Authority or otherwise, particularly
excluded by agreement in writing between in connection with any event which
the Hirer and HPC. constitutes regulated entertainment, at which
alcohol is sold or provided or which is
None of the provisions of the Hire Agreement attended by children.
are intended to or will operate to confer any
benefit pursuant to the Contract (Rights of It is the responsibility of the Hirer to provide
Third Parties) Act 1999 on a person who is not adequate First Aid cover for the duration of
named as a party to the Hire Agreement. the booking.
1. Supervision As part of the Hire Agreement, the Hirer will The Hirer is responsible for the behaviour of adhere to the maximum capacity for room all persons attending their event. hire.
Children must be supervised at all times. The Hirer must maintain an attendance
Children under 14 years of age are not register or record attendee numbers and
allowed in the kitchen. provide a copy to the Duty Caretaker in the
event of an emergency.
2. Use of Premises
The Hirer must not use the premises for any The Hirer must ensure they are familiar with
purpose other than described in the Hiring the action to be taken in the event of fire and
Agreement and must not sub-let or use the the fire assembly point.
premises or allow the premises to be used for
any unlawful purpose. The Hirer must not do 6. Health & Safety
anything, or bring onto the premises, Exits / entrances must be kept clear at all
anything which may endanger the same or times.
render invalid any insurance policies in
respect thereof, nor allow the consumption or In the event of a fire, dial 999 immediately
sale of alcohol thereon without prior and then report to the Duty Caretaker.
permission.
If preparing and serving food, the Hirer must
HPC accepts no liability for either belongings observe all relevant food health and hygiene
or parking, which are entirely at the owner’s legislation and regulations. The premises are
risk. provided with a refrigerator but not a
thermometer suitable for testing food.
3. Gaming, Betting and Lotteries
The Hirer must ensure that nothing takes Persons handling food must take place on or in the premises which contravenes responsibility for the safe preparation, the law relating to gaming, betting and presentation and disposal of all food and by- lotteries. products.
4. Licences
1
Hellesdon Community Centre - Standard Conditions of Use
It is required that after use of the kitchenette reported on a special form to the Local
all crockery and cutlery used is washed and Authority. HPC will provide assistance in
the kitchen is left clean and tidy. completing this form. This is in accordance
with the Reporting of Injuries, Diseases and
The Hirer is responsible for ensuring that all Dangerous Occurrences Regulations 1995
electrical appliances brought onto the (RIDDOR).
premises are in good working order and used
in a safe manner. Evidence would be a PAT 9. Explosives and Flammable Substances
Test Certificate or the item under a year old. The Hirer must ensure that:
• Highly flammable substances are not
7. Indemnity brought into, or used in any part of the
The Hirer must indemnify and keep premises. Deep fat frying of any kind is
indemnified each member of HPC and HPC’s not permitted.
employees, volunteers, agents and invitees • No internal decorations of a combustible
against: nature (e.g. polystyrene, cotton wool) are
• the cost of repair of any damage to any to be erected without prior consent of
part of the premises including the HPC. No decorations are to be placed
curtilage thereof or the contents of the near light fittings or heaters.
premises
• all claims, losses, damages and costs in 10. Disorderly Behaviour and Supply of
respect of damage or loss of property or Illegal Drugs
injury and costs in respect of damage or The Hirer must ensure that in order to avoid
loss of property or injury to persons disturbing neighbours to the premises and
arising as a result of the use of the avoid violent or criminal behaviour; care must
premises (including the storage of be taken to avoid excessive consumption of
equipment) by the Hirer alcohol. Disorderly behaviour will not be
• all claims, losses, damages and costs permitted either on the premises or in the
suffered or incurred as a result of any immediate vicinity. Alcohol is not to be
nuisance caused to a third party as a served to any person suspected of being
result of the use of the premises by the under the influence of alcohol, nor to any
Hirer. person suspected of being under the age of 18
unless ID is provided. Any person suspected
HPC is insured against any claims arising out of being under the influence of alcohol or
of its own negligence. All other insurances drugs or who is behaving in a violent or
are the responsibility of the Hirer. The Hirer disorderly manner will be asked to leave the
must take out adequate insurance to cover premises. No illegal drugs may be brought
the Hirer, members of the Hirer’s organisation onto the premises.
and invitees against the Hirer’s liability and all
claims arising as a result of the hire and on 11. Animals
demand, must produce the policy and current No animals, with the exception of assistance
receipt or other evidence of cover to HPC. dogs, are permitted on the premises.
Assistance dogs are not permitted to enter
8. Accidents and Dangerous Occurrences the kitchenette.
The Hirer must report all accidents involving
injury to the public, to the Duty Caretaker
immediately and complete the relevant 12. Compliance with The Children Act 1989
section of HPC’s accident book. Any failure of The Hirer mut ensure that any activities for
equipment belonging to HPC, or brought in by children under eight years of age comply with
the Hirer, must also be reported immediately. the provisions of The Children Act of 1989 and
Certain types of accident or injury must be that only fit and proper persons who have
2
Hellesdon Community Centre - Standard Conditions of Use
passed the appropriate Disclosure and Barring after 10.30pm will be subject to additional Service checks have access to the children supplements. (checks may also apply where children over eight and vulnerable adults are taking part in 16. Cancellation for one off events activities). The Hirer must provide HPC with a If the Hirer wishes to cancel the booking, a copy of their Child Protection Policy on percentage of the initial payment will be request. refunded as follows:-
13. Fly Posting Minimum of 12 weeks notice – 50% refund
The Hirer must not carry out or permit fly Minimum of 8 weeks notice – 25% refund
posting or any other form of unauthorised Less than 8 weeks notice – no refund due
advertisements for any event taking place at
the premises and must indemnify and keep HPC reserves the right to cancel a hiring by
indemnified each member of HPC accordingly written notice to the Hirer in the event of:
against all actions, claims and proceedings • The premises being required for use as a
arising from any breach of this condition. Polling Station for a Parliamentary or
Failure to observe this condition may lead to Local Government election or by-election.
prosecution by the Local Authority. • HPC reasonably considering that (i) such
hiring will lead to a breach of licensing
14. Sale of Goods conditions, if applicable, or other legal or
If selling goods on the premises, the Hirer statutory requirements, or (ii) unlawful or
must comply with Fair Trading Laws and any unsuitable activities may take place at the
code of practice used in connection with such premises as a result of this hiring.
sales. • The premises becoming unfit for the use
intended by the Hirer. This includes
15. Billing Health and Safety concerns and essential
All regular hirers will be invoiced a month in maintenance work.
arrears at the end of the month and payment • An emergency requiring use of the
terms will be as per invoice. A minimum of premises as a shelter for victims of
24hrs notice of cancellation is required. flooding, snowstorm, fire, explosion or
those at risk of these or similar disasters.
In the event of termination of regular
bookings, 28 day’s notice is required. In any such case the Hirer will be entitled to a
refund of any monies already paid, but HPC
Payments must be made once the Invoice has will not be liable to the Hirer for any resulting
been received, via bank transfer (BACS) using direct or indirect loss or damages whatsoever.
the Invoice number as the reference code.
17. Relocation
If booking on behalf of an organisation or HPC reserves the right to relocate the Hirer to
Corporation, a billing address will need to be a room(s) of the similar capacity from those
supplied. stated on the Hire Agreement. This would be
discussed in advance and the Hirer would be
For one-off events, a refundable Damage charged at the rate of the lower priced room.
Deposit / Overrun fee will be applied for If a Hire is moved to a larger room by HPC, the
evening parties to cover any breakages or amount for the room that was originally
overruns where times are not adhered to. booked will apply.
Room rates are those charged by HPC which 18. End of Hire
may vary from time to time and any bookings
3
Hellesdon Community Centre - Standard Conditions of Use
The Hirer must be responsible for leaving the the premises without the prior written
premises and surrounding area in a clean and approval of HPC. Any alteration, fixture or
tidy condition, unless directed otherwise (and fitting or attachments requested, will be at
any contents temporarily removed from their the discretion of HPC and remain in the
usual positions must be properly replaced) premises until the end of the hiring. It will
failing which HPC will apply an additional become the property of HPC unless removed
cleaning fee, charged at the Council’s by the Hirer who will be responsible for any
discretion. damage caused to the premises by such
removal.
19. Noise
The Hirer must ensure that the minimum of 23. No Rights
noise is made on arrival and departure, The Hiring Agreement constitutes permission
particularly late at night and early in the only to use the premises and confers no
morning. tenancy or other right of occupation on the
Hirer.
No amplified sound or Live Music to be played
outside the premises after 20:00 hours. 24. Special Notes
Please note that as per Legal requirement, all
All windows and doors are to be closed after internal premises of HPC are Non-
22:00 hours except for access and egress Smoking/Non-Vaping areas and all naked
when amplified music is present in the hall. flames are banned.
20. Hirer’s Equipment HPC is not insured against any injury or HPC accepts no responsibility for any damage resulting from the use of inflatables equipment or other property brought onto or and a waiver must be signed by the Hirer if left at the premises and all liability for loss or such equipment is to be used. damage, remains with the Hirer. Any such equipment and other property must be No pyrotechnics or smoke machines are removed at the end of each hiring. permitted for any event.
21. Stored Equipment No alcohol permitted at children’s parties.
Failure by the Hirer to pay any storage
charges due or to remove the same within 7 25. Complaints Procedure
days after the agreed storage period has All complaints are to be submitted in writing
ended, will result in the items being removed to the Clerk to the Council, giving full details
and disposed of by HPC. of the complaint and the name and address of
the complainant. The Clerk will, without
22. Alterations prejudice acknowledge the complaint and
The Hirer is responsible for the fabric and the follow the HPC Complaints Procedure.
contents including care and safety from
damage.
As directed by the HPC, the Hirer must pay for Version 2025/26
all damage (including accidental damage) to
the premises or to the fixtures, fittings or
contents and for any loss of contents.
No alterations or additions may be made to
the premises, nor may any fixtures be
installed, nor placards, decorations or other
articles be attached in any way to any part of
4
ITEM NO: 8
Report for : Hellesdon Community Centre & café Committee
Date: 4 August 2026
Item Title: To consider consequences of any closure of the Centre (or part of) when
carrying out maintenance and minor works.
Background and Purpose
Hellesdon Community Centre had an extensive renovation carried recently which finished in
2024. It is unlikely in the foreseeable future that major building works will be caried to the
existing footprint of the building, however maintenance and upgrades may need to be
considered from time to time.
Property, Policy and Resources Committee are currently sourcing quotes to replace 28 fire
doors within the centre. Some doors will also require new frames and minor building work
adjacent to comply with updates in Fire Regulations as identified in the Fire Assessment
report in 2025.
If this work proceeds, the Centre is likely to be face disruption to hirers. Whilst this will be
kept to a minimum consideration should be given to the affects of this work. The current
standard terms of use covers this point under clause 16:
HPC reserves the right to cancel a hiring by written notice to the Hirer in the event of:
The premises being required for use as a Polling Station for a Parliamentary or Local
Government election or by-election.
HPC reasonably considering that (i) such hiring will lead to a breach of licensing
conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or
unsuitable activities may take place at the premises as a result of this hiring.
The premises becoming unfit for the use intended by the Hirer. This includes
Health and Safety concerns and essential maintenance work.
An emergency requiring use of the premises as a shelter for victims of flooding,
snowstorm, fire, explosion or those at risk of these or similar disasters.
In any such case the Hirer will be entitled to a refund of any monies already paid, but
HPC will not be liable to the Hirer for any resulting direct or indirect loss or damages
whatsoever.
Conclusion
Whilst we are aware the fire door installations may require the centre of part of the centre to
be closed the current conditions cover this aspect. In practical terms, the Council would
endeavour to give as much notice as possible of closures, particularly if routine maintenance
is scheduled that requires closure, however emergencies do occur.
Recommendation
The current hire conditions of use signed by each hirer does cover the position of
compensation in respect of cancellation. Fortunately cancellations are a rare event. The
current conditions provides the Council with the flexibly it requires to operate responsibly and
no further amendments are required.
Clerk
30 July 2026
ITEM NO: 10
Report for : Hellesdon Community Centre & Café Committee
Date: 4 August 2026
Item Title: To consider replacement of door stop guard rails.
Background and Purpose
The door stop guard rails (pictured below) are installed to prevent people from standing or
passing within the swing area of the outward-opening automatic doors, reducing the risk of
impact, trapping or injury when the doors operate. The current rails have deteriorated and
are badly rusted.
(Above: Door stop guard rails at the Centre entrance)
Conclusion
The rails require replacement and are currently on the maintenance schedule. This work has
not been carried out due to time pressures, although the expectation is that the work be
started shortly.
Discussions did take place regarding the colour of the rails and stainless steel was
suggested (to prevent rusting), however advice from the Facilities Manager is that the rails
should be white to compile fully with H&S safety requirements and DDA regulations.
Recommendation
The work to replace the rails has already been scheduled, however the committee can ratify
the decision to:
• Replace the rails • The rails will be white in colour • The rails should be powder coating (white) to prevent rusting.
The rails are within the Clerk’s discretionary limit to purchase and are of such a value
(approx. £200) that additional quotes are not required, although best value will of course be
obtained.
Clerk
30 July 2026
ITEM NO: 11
Report for : Hellesdon Community Centre & Café Committee
Date:
Item Title: To consider policy on the use of the foyer area for staging events.
Background and Purpose
In the past six months various outside organisations, charities and groups have contact the
Parish Council asking to promote events within the Foyer area of the Community Centre.
The purpose which is to try and capture the high footfall that visits the centre on a weekly
basis.
In 2026 we have received requests from Yorkshire Building Society (YBS), YMCA and
Broadland District Council (environmental team). The YBS were granted permission to hold
an event in May 2026 which unfortunately had to be cancelled. This has been rebooked for
September 2026, but since the cancellation the Council had resolved to allow the event to
take place on a Monday only (because the café is closed).
The YBS Financial Wellbeing event forms part of the Society’s £1.9 million funded initiative
to improve financial education and awareness. While open to all residents, the event is
particularly aimed at older residents who may benefit from additional support in managing
their finances. It is intended as a signposting session, giving residents the opportunity to ask
questions and be directed to appropriate organisations able to provide further guidance and
assistance.
YMCA wished to set up a table in the foyer for a session to help promote the renting out a
spare bedroom scheme to a young homeless person who needs accommodation to provide
safety and security and to enable them to have a permanent address to help secure
employment. The YMCA were advised that the event could happen on a Monday only. They
did not response further.
Broadland District Council (BDC) wished to have a school uniform exchange rail were
donations of uniform could be received and distributed. Parents would be able to donate and
take uniform required. This would help families out with a cost of living crisis and also would
encourage recycling. The Council decline the request in the Centre and instead suggested
the use of the Parish Council office reception area. BDC declined the use of the Parish
Council office as they did not feel this was accessible enough given its limited opening
hours.
Conclusion
Given the need for consistency, fairness and delegated decision making, it would be helpful
for the Council to adopt a simple policy that defines whether community benefit activities are
allowed while excluding commercial promotion and sales activities.
Recommendation
If the Committee are minded to allow community benefit activities to take place within the
Centre’s foyer a draft policy has been provided (Appendix A) for discussion, necessary
amendment and recommendation to PP&R / Full Council.
Clerk
July 2026
Appendix A for agenda item 11
Draft Policy for the Use of the Community Centre Foyer by External
Organisations
1. Purpose
The Parish Council recognises that the Community Centre serves as a hub for local residents and that the foyer area offers an opportunity for community organisations to engage with visitors. This policy establishes a consistent approach to requests from external organisations wishing to use the foyer area to promote services, campaigns, events or community initiatives. The policy aims to: • Support activities that provide a clear community benefit. • Promote charitable, educational, health, wellbeing and community initiatives. • Ensure fair and consistent decision-making. • Protect the primary function of the Community Centre and its users. • Exclude activities undertaken primarily for commercial gain.
2. Scope
This policy applies to the temporary use of the Community Centre foyer area by external organisations for: • Information stands. • Awareness campaigns. • Advice and guidance sessions. • Community engagement activities. • Collection or distribution points for charitable or community initiatives. The policy does not apply to room hire arrangements within the Community Centre, which are governed by separate booking procedures.
3. Eligible Organisations
Permission may be granted to: • Registered charities. • Community and voluntary groups. • Public sector organisations. • Educational organisations. • Not-for-profit organisations. • Statutory agencies delivering community services. Priority will be given to organisations whose activities directly benefit residents of Hellesdon and the surrounding area.
4. Excluded Activities
The foyer shall not be used for: • Commercial sales activities. • Direct marketing or promotion of commercial products or services. • Activities intended primarily to generate profit. • Political party campaigning. • Religious proselytising. • Activities that are likely to disrupt the normal operation of the Community Centre. Organisations that are commercially operated may only be considered where the activity is entirely educational, advisory or community-focused and no financial products, contracts or services are being sold or marketed.
5. Conditions of Use
Organisations granted permission must: • Provide details of the proposed activity in advance. • Occupy only the area designated by the Council. • Ensure that access routes, fire exits and café operations are not obstructed. • Not sell goods or services. • Not collect money unless expressly authorised by the Council. • Remove all equipment and materials at the end of the session. • Comply with any instructions provided by Community Centre staff. The Council reserves the right to withdraw permission where these conditions are breached.
6. Days and Times
Authority is delegated to the Clerk to determine suitable dates, times and locations within the
building, having regard to operational requirements.
7. Decision Making
Authority is delegated to the Clerk to approve requests that clearly meet the requirements of
this policy.
Requests falling outside the policy, or where there is uncertainty regarding eligibility,
community benefit or potential commercial gain, shall be referred to the relevant Committee
or Full Council for determination.
8. Charges
The Council will permit use of the foyer free of charge where the activity is undertaken on a
not-for-profit basis and provides a demonstrable benefit to the community.
The Council reserves the right to levy a charge where additional staff time, resources or
facilities are required.
9. Review
This policy shall be reviewed every three years, or sooner if required by changes in
legislation, operational requirements or Council priorities.
Recommendation
The Committee is recommended to:
1. Adopt the "Policy for the Use of the Community Centre Foyer by External
Organisations".
2. Delegate authority to the Clerk to approve requests that comply with the policy.
3. Require any requests falling outside the policy to be referred to Council for
consideration.
ITEM NO: 12
Report for : Hellesdon Community Centre and Café Committee
Date: 4 August 2026
Item Title: To receive report on previous resolution to donate the baby grand piano to
a community project.
Background and Purpose
The Full Council discussed the motion at a meeting held on 9 September 2025. The minutes
record the resolution as below:
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.
Several organisations were contacted, including local schools, although the offer was
declined due to transport costs which are in the region of £400. The piano needs careful
handling if moved from the venue and has specialist transportation requirements.
The piano is used on a weekly basis by the Community Choir and the availability of the
piano attracted the Phoenix Male Voice Choir to rehearsing at the centre and holding
concerts. It is tuned annually and is in goof condition.
At least 50% of the cost of the piano was donated by a local resident in memory of himself
and to acknowledge all the support the Community Centre gave his wife in helping her cope
with her mental health. The piano is in fact a memorial and the committee should think
carefully before deciding on what course of action they should take.
Conclusion
The piano is used, maintained and is an asset to the Community Centre. It is tucked away
and has no detriment effect on centre hirers who do not use it. It has attracted other users to
the centre and is a memorial to a past resident.
Recommendation
The six month rule for reconsideration of resolutions past in March 2026. The Committee
should consider recommending to Full Council that the piano is retained because:
It is used by the local choir It has attracted new users to the centre It is tucked away and not preventing use of space It is an asset to the Community Centre It is a memorial to a resident
Clerk
29 July 2026
ITEM NO: 13
Report for : Hellesdon Community Centre & Café Committee.
Date: 4 August 2026
Item Title: To receive report on Quality Control Checks and Environmental Health
rating.
Background and Purpose
Broadland District Council Kitchen inspection
On 4 June 2026, an Environmental Health Officer from Broadland District Council’s carried
out an inspection of the main kitchen within the Community Centre.
Prior to the inspection, I asked the Kitchen Manager to complete a handover document as
he was due to be on annual leave for three weeks and we would be using an agency chef
during his absence.
On the day of the inspection, we had one café assistant and the agency chef working in the
kitchen. I was made aware that the inspector had raised some concerns. After meeting with
the inspector and discussing her findings, it became clear that there were no concerns
regarding the cleanliness of the kitchen or the condition of the equipment. The issues
identified related solely to the kitchen documentation. This was the only reason the kitchen
was downgraded from a Food Hygiene Rating of 5 to 4.
Following further investigation, it was established that all of the required paperwork was
available but had not been presented to the inspector at the time of the visit. On the Kitchen
Manager’s return from annual leave, we discussed the inspection and confirmed that all
documentation was stored in the designated cupboard. However, the inspector was
dissatisfied with some aspects of the documentation and advised that the Kitchen Manager
should review the kitchen assessment by downloading a copy from the Food Standards
Agency website. The inspector described this document as the “bible” of any establishment
preparing, cooking and serving food and drink.
Since the inspection, the Kitchen Manager and myself has undertaken a thorough review
and refresh of all kitchen documentation. This now also includes the retention and
organisation of food receipts and allergen records. I have continued to update the COSHH
records, ensuring review dates have been added and are kept current.
In addition I have ensured that:
• Staff have completed, or are in the process of completing, their Level 2 Food
Hygiene training.
• The Kitchen Manager has completed his Level 3 Food Hygiene qualification, as
recommended.
• Staff have also completed the Food Standards Agency's Allergen Guidance training.
Currently there is the only one member of staff who has yet to complete this training.
Following the inspector's recommendations, a number of written procedures have also been
rewritten to provide clear guidance on the areas highlighted during the inspection. These
procedures have recently been given to the Kitchen Manager to digest and communicated to
all kitchen staff to ensure everyone understands and follows the updated procedures. I will
monitor and record to ensure all staff are aware of the procedures.
Regular Kitchen inspections
The overall cleanliness and standards within the kitchen have continued to improve. To
maintain these standards, I now carry out formal kitchen inspections every other month, as
well as additional inspections whenever I identify any areas of concern that require
immediate attention.
Further clarification is required regarding staff uniform requirements. The Kitchen Manager
has highlighted in his risk assessment the need for appropriate kitchen clothing, including
PPE, which has been referenced in all previous assessments but only formally raised during
the recent inspection. Consideration also needs to be given to providing a suitable changing
area, as staff are required to change into designated workwear rather than working in their
own clothing. The provision of lockers should also be discussed to support safe storage of
personal belongings and compliance with hygiene standards.
Conclusion
Since the inspection in June 2026, the café staff were disappointed to learn the café had
been downgraded and considerable work has been undertaken to ensuring all
documentation and training is up to date.
Overall cleanliness and standards have continued to improve, as highlighted in the
inspection and staff are now aware of the importance of the documentation too. With staffing
levels hopefully returning to normal very soon and the peak holiday period behind us in a few
weeks, the café staff can continue to make improvements. The use of volunteers will also
provide some breathing space for staff to allow more opportunity to continue to train and
develop.
Recommendation
The committee should;
• note the report and the progress made.
• confirm the need for uniform to be provided in line with the Kitchen Manager’s
assessment.
• consider the provision of a dedicated changing space and lockers for kitchen staff.
Kevin Sage
Facilities Manager
July 2026
ITEM NO: 14
Report for : Hellesdon Community Centre and Café Committee
Date: 4 August 2026
Item Title: To consider the use of volunteers during café opening hours.
Background and Purpose
The Community Café is open 4 days a week from Tuesday to Friday from 10am to 2pm. The
Kitchen Manager works 5 days a week with Mondays being allocated for preparation of the
menu for the remainder of the week. The Council employs three café assistants who work on
a rota basis over the four opening days.
At busy periods the Café has struggled to cope with demand, although these tend to be for
relatively short periods dictated by footfall within the centre. Lunchtimes can be especially
busy.
At the previous committee meeting in December 2025 a decision was made to contact
names of individuals who were happy to volunteer, subject to the correct training
requirements being undertaken.
During the summer period of 2026, the café has had to reduce the menu offering some days
due to long term illness causing staff shortages. Caretaking staff (who all have the correct
training and certification) have also helped out when staff shortages have occurred. The café
is very reliant on existing staff covering for gaps in the rota. However, as most café
assistants are part time it is sometimes difficult for them to commit to extra hours, especially
at short notice.
In June 2026 we contacted a few individuals who had expressed an interest in volunteering
in the café but this led to nothing.
We have been made are aware that the community café that operates in the building
housing Porlngland Parish Council is run entirely by volunteers, although this means some
days they are unable to operate if sufficient volunteers can not commit to working.
Conclusion
Volunteers could play a vital role in helping the Café operate more effectively, enabling a full
menu to be provided on most days.
However, the Council must ensure that volunteers do not take the place of paid employees
and that the threshold of volunteering must not be breached. However, the opportunity to
volunteer could provide vital skills for inclusion on a CV, improve the mood of those feeling
socially isolated and to feel part of a community project.
The Clerk, Facilities Manager and Deputy Clerk have already met to discuss a selection
process, induction programme and training requirements to onboard any volunteer. Once
trained and inducted the Facilities Manager would work with each volunteer to accommodate
them on a non committal basis for the number of hours and days they wish to volunteer.
Recommendation
The Committee should:
• reaffirm its commitment to volunteering in the Community Café • through various platforms advertise for volunteers to step forward. • meet all the necessary training and certification costs. • PPE and Uniform requirements will also be provided.
Clerk
Date 2026
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