Agenda Pack for Events 15.9.26 for website

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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 Events Committee meeting to be held on
Tuesday 15 September 2026, 7pm in the Council Chamber,
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB

Committee Members are summoned to attend for the purpose of transacting the following business.

The Openness of Local Government Bodies Regulations 2014 permit attendance by members of
the public and media for the purpose of reporting, filming, photographing or audio recording public
meetings. Anyone wishing to record proceedings is requested, as a courtesy, to notify the Chairman or
Clerk before the meeting commences. Any recording must not be disruptive to the conduct of the
meeting.

AGENDA

1. Apologies and acceptance for absence

2. Declarations of Interest and Dispensations

3. To approve the minutes of the meeting held on 18 August 2026 as a true and
accurate record.

4. Public Participation

Members of the public are invited to speak and are only permitted to speak at this point in
the meeting.
5. To review Terms Of Reference for the Committee for recommendation for agreement
at Full Council.

6. To consider passing a resolution under the Public Bodies (Admission to Meetings)
Act 1960 to exclude the press and public for the duration of agenda item 7 in view of
the confidential nature of the business to be transacted.

7. Quote from The Best of Norfolk

To discuss and resolve involvement of The Best of Norfolk in forthcoming events.

8. Budget Monitoring

To receive budget monitoring report and to note.

9. To receive update on Senior Citizens Christmas Party

10. To receive update on Hellesdon at Christmas

11. To receive update on Community Hearts Awards

a. To consider quote received from KSD Productions Services Ltd
12. To establish costs for the remainder of events that will fall within the 26/27 Budget
period and to ascertain any overspend for full council consideration of increase in
budget allocation for current year.

a. To consider and resolve the payment of the holding deposit for the Disco hire in respect
of the Halloween Party 23rd October 2027.

To agree the date time and venue of the next meeting.

Jonathan Hall
Parish Clerk & Responsible Financial Officer

Dated 09 September 2026
 Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 - www.hellesdon-pc.gov.uk - email: contact@hellesdon-pc.gov.uk

Minutes of the Meeting of Hellesdon Events Committee held on
Tuesday 18 August 2026, 7pm in the Council Chamber,
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Present at the Meeting

Cllr Mel Maidstone (Chair)
Cllr David Britcher
Cllr Gemma Diffey
Cllr David Maidstone (ex officio)
Cllr John Knowles

In Attendance

Rebecca Larke (Deputy Clerk)
Kevin Sage (Facilities Manager)
Connie Ackers (Best of Norfolk)

The Chairman welcomed all attendees, and opened the meeting at 7pm

1. Apologies and acceptance for absence

Apologies were received and accepted from Cllrs Johnson, Douglass and Forder.

Cllr Knowles was the substitute for Cllr Johnson.

2. Declarations of Interest and Dispensations

No declarations were made or dispensations requested.
3. To approve the minutes of the meeting held on 7 July 2026 as a true and accurate
record.

The minutes were APPROVED and signed as a true and accurate record of the meeting and were
signed by the Chair.

4. Public Participation

No members of the public were present.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 18 August 2026
5. To review Terms Of Reference for the Committee for recommendation for agreement
at Full Council.

The Clerk had provided a report for the meeting and an updated Terms of Reference for the Events
Committee. Cllr Britcher raised concerns about the new Terms of Reference as it appeared the
Committee would have no control of the budgets per se other than setting them. The Chair, Cllr Mel
Maidstone felt if setting the budget the Committee should also authorise any expenditure.

It was AGREED to recommended to Full Council to continue using the Terms of Reference for the
Committee which had been agreed on 14 May 2024, subject to the removal of the paragraph
headed ‘Record of Proceedings’ which was no longer relevant as the clause related to a period
when the committee was only a working group.

6. Budget Monitoring

1) To receive budget monitoring report and to note.

The Clerk had provided a copy of the 26/27 budget to the Committee in advance of the meeting
which was received and noted.

Cllr Mel Maidstone informed the Committee there was around £1200 left in the budget for the
remaining scheduled events up to end of March 2027 and that the total budget for Events is very
small. This issue may need reverting back to full council for discussion. Cllr David Maidstone
observed that the previous year's budget had been considered when setting the current year.

2) To consider overall feasibility of remaining events for 26/27 including Awards evening.

Cllr David Maidstone commented that no awards ceremony was held the previous year so it is likely
the committee cannot deliver on all proposed events as the budget stands.
Cllr Mel Maidstone stated that the Committee should be asking Hellesdon residents what events
they want the Committee to deliver. After discussion on how best to reach people including using
Facebook, Just Hellesdon and Community Centre notices. It was RESOLVED to have a round robin
email sent to all Councillors and Officers to define parameters for a survey to Hellesdon residents.

It was RESOLVED that for the remainder of the financial year, the Senior Christmas Party,
Christmas on the Lawn and the Awards Ceremony would be held.

In order to deliver these events, the Chair will request a budget increase for the Events Committee
budget to be added as an agenda item at the next full council meetings. It was agreed to
recommend to Full Council that an additional £8000.00 for the remainder of the 26/27 financial year
should be added to the Committee's budget taken from general reserves.

Cllr Knowles thought that any decisions being made are only short term in light of Parish Council
elections due in May 2027. Cllr Britcher suggested that if the Full Council decline additional funding
then Cllr Knowles was correct. However, approval of any additional funding by Full Council could be
rolled forward into the 27/28 budget.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 18 August 2026
 Connie Ackers (Best of Norfolk) was asked to provide provisional costings and provide a quote to
Cllr Mel Maidstone by the end of the week to have full responsibility to deliver the Community Hearts
Awards. The quote can then be considered by Full Council.

It was RESOLVED to move the date of the Community Hearts Awards to 17 April 2027, due to the
complexity and preparation time required.

3) To consider use of an events management consultancy on an ongoing basis.

Connie Ackers (Best of Norfolk) was asked to review the contract she had in place for delivering the
Summer Fayre 2026, to assess if any changes would be required if her consultancy was chosen to
deliver events for the Parish Council by her consultancy. The Committee also requested that a quote
should be produced for the Committee's consideration.

7. Senior Christmas Party

1) Review and agree entertainment options.

Connie Ackers advised she had sourced Nick Stephenson as the singer for the Christmas Senior
Party. Playlists were discussed and confirmed as music from 50s and 60s alongside Christmas
Classics.

2) Evaluate and approve catering plans and menu concepts.

It was agreed to follow the same format as last year and be delegated to two individuals. It was
RESOLVED to accept Cllr Mel Maidstone and Cllr Diffey to undertake the task.

3) To consider rescheduling 2027 event date to secure Annie Threadkell as the featured
entertainment.

It was RESOLVED in order to secure the services of Annie Threadkell for 2027, to move the Senior
Christmas Party to 18 December 2027.

8. Christmas on the Lawn

1) To consider a proposal from Rev Susan Mann to supply a choir from St Mary’s Church.

The Deputy Clerk was asked to contact Reverend Mann to seek an update on numbers.

2) To review the current status report on confirmed stalls and vendor participation and to note

The meeting was advised:
• There should be a snow machine and Cllr Diffey is sourcing a Christmas Tree.
• Connie Ackers (Best of Norfolk) confirmed there are three hot food vendors lined up: Zacket
Potatoes, Hot Desserts and Gourmet Burger Van.
• There will be a bar selling mulled wine and a couple of indoor stalls.
• It was suggested that the event should also provide plant based foods.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 18 August 2026
 3) To review final decision, and agreement on the official promotional poster for social media.

Connie Ackers (Best of Norfolk) will produce another poster for approval by the Committee.

It was RESOLVED to change the name of the event to Hellesdon at Christmas.

Officers were requested to contact Hellesdon High School to see if we can use their car park for
visitors to this event. It was agreed to notify any day or evening hirers of the community centre that
there would be a possibility of reduced parking due to the Parish Council event. Officers were also
requested to cancel to any football matches scheduled on that day.

Cllr Mel Maidstone asked the Office to provide confirmation of events and booked rooms within the
Community Centre for 2027.

9. To agree the date time and venue of the next meeting.

It was agreed that the next meeting of the committee would be Tuesday 15th September 2026 at
7pm

Meeting closed at 9:08 pm

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 18 August 2026
 ITEM NO: 5

Report for : Events Committee
Date: 15 September 2026
Item Title: To reconsider Terms Of Reference for the Committee for recommendation
for agreement at Full Council.

Background and Purpose
The Full Council meeting held on 8 September 2026 resolved to defer two recommendations
from the Events Committee meeting held on 18 August 2026 to the Events committee
meeting to be held on 15 September 2026.
Greater clarity was requested in relation to how the committee is operating against the
current Terms of Reference that were approved by Full Council in May 2024.
The Committee are effectively acting as a working group during some periods of the year,
with decisions in principle being agreed at Committee which were then subsequently being
authorised and actioned by officers, with spending authorised by the RFO and ratified at the
future meeting. However, some decisions were also delayed until the next meeting and
subsequently created extra work for officers, particularly concerning availability.
The committee can operate solely as a committee only, but greater planning will be required
to ensure that sufficient time is allowed for events to be planned well in advance to prevent
additional meetings. This would require at least a 12 month lead in period for each event to
provide the flexibility required to consider decisions and spending.
The committee also had not considered the position with regard to substitutes. Many of the
Council’s Committees had moved to a non party basis for substitutes, allowing greater
involvement for members and supporting quoracy.
The Council organises and supports a number of community events throughout the year. In
order to improve planning, accountability and responsiveness, it is proposed that the Events
Committee should operate under a new clearer Terms of Reference setting out:
• its purpose and remit
• how it will plan events across the civic year
• how budgets and expenditure headings are to be approved
• the role of officers in progressing approved activity
• the use of a small working group to deal with operational detail between committee
meetings.
The intention is that the Committee will agree the annual events programme and approve
the budget framework for each event, while officers implement the agreed programme within
those limits. This will allow the Council to respond quickly to practical matters and
purchasing requirements, without needing to wait for a full committee meeting each time.
Conclusion
Adopting clearer Terms of Reference for the Events Committee will provide a more
structured and transparent approach to the planning and delivery of Council events. It will
ensure that the Committee retains oversight of the annual events programme, budgets and
key decisions, while enabling officers to progress practical arrangements efficiently within
agreed limits. This approach should support better planning, clearer accountability and more
responsive delivery of community events throughout the year.
The removal of substitutes on a party by party basis will also allow greater involvement from
councillors, especially those members who joined the Council on an independent basis, and
will give provide more robustness in quoracy requirements.
Financial Considerations
There are no direct costs in operating under these new terms of reference, however officer
time would be saved and better outcomes achieved by responding quickly to needs to
secure elements of an event, hence gaining greater value for money. Members are permitted
to seek reimbursement of expenses but the changes to non party status for substitutes will
not change any cost potential.
Recommendations
The Events Committee is asked to:
1. Consider the attached draft Terms of Reference and suggest amendments.
2. Recommend them to Full Council for approval.

Clerk
9 September 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

TERMS OF REFERENCE

EVENTS COMMITTEE

Responsibilities specific to all committees:

   •   To be responsible for compiling its annual budget
   •   To present and obtain approval for its annual budget from Full Council
   •   To monitor its functions and expenditure
   •   To assess and budget for future maintenance, replacement or upgrading of items for
       which it 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 as appropriate.

Authority

The Events Committee is constituted as a standing committee of the Full Council. It is
appointed by and is solely responsible to Hellesdon Parish Council to arrange events as agreed
by Full Council

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 of the committee should consist of seven parish councillors. All other
       councillors will be substitutes for this committee.
   •   Members of the public may be appointed in an advisory non-voting capacity on an
       ‘event by event’ basis.
   •   A quorum of the group’s meeting will consist of no fewer than three councillors.

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.

Terms of Reference Events
Committee Reviewed – 15 September 2026
Next Review – May 2027
 Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk

Frequency of Meetings

To meet as required to arrange events as determined by the Parish Council and to set the
committee’s annual budget.

Roles & Responsibilities
To plan, coordinate and oversee events organised or supported by the Parish Council,
ensuring they are safe, inclusive, financially sound, and aligned with the objectives of the
Council.
Event Planning and Coordination
To identify, plan, arrange and coordinate community events on behalf of the Parish Council,
in consultation with Council officers and relevant stakeholders, and to approve the annual
events programme within the budget agreed by Full Council.
Health, Safety and Risk Management
To ensure that appropriate risk assessments, health and safety measures, emergency and
evacuation plans, and safeguarding considerations are prepared and implemented for all
events, in accordance with legislation and best practice.
Compliance and Permissions
To ensure that all necessary permissions, licences, insurance requirements and statutory
notifications (including liaison with external bodies where required) are obtained in advance
of events.
Financial Planning
To prepare and submit a draft annual events budget for consideration by the Policy,
Planning & Resources (PP&R) Committee, monitor event expenditure against agreed
budgets, and oversee the financial arrangements for approved events. The Committee may:
• approve expenditure headings and budget allocations for each event

Terms of Reference Events
Committee Reviewed – 15 September 2026
Next Review – May 2027
 Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk

   •   authorise the Clerk/RFO to incur expenditure and make purchases within the
       event framework and delegated limits
   •   establish an Events Working Group to consider operational details and make
       recommendations to the Committee or to officers.

The Clerk/RFO may authorise expenditure only where:
   •   the expenditure falls within the approved committee budget;
   •   it is within any delegated limit set by the Council;
   •   it complies with the Council’s Financial Regulations, Standing Orders, Scheme of
       Delegation and procurement requirements; and
   •   there is a clear need related to an approved event and falls within the event
       framework.

Any expenditure outside the approved budget, outside the delegated limit, or otherwise
considered exceptional must be referred to the Committee or Full Council, as appropriate.
Procurement and Contractors
To oversee the selection and engagement of suppliers, contractors, entertainers and
volunteers required for events, ensuring value for money and compliance with the Council’s
financial regulations and procurement policies.
Promotion and Communication
To assist with the promotion and publicity of events through appropriate channels, including
noticeboards, newsletters, social media and the Parish Council website, in liaison with the
Parish Clerk.
Partnership Working
To work collaboratively with community groups, volunteers, local organisations and other
councils where appropriate to support or deliver events.
Accessibility and Inclusion
To ensure that events are, wherever possible, accessible and inclusive for all members of
the community.
Post-Event Review
To conduct post-event evaluations and report outcomes, including attendance, feedback
and any lessons to be learnt.

Terms of Reference Events
Committee Reviewed – 15 September 2026
Next Review – May 2027
 Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk

Reporting and Accountability
To report regularly to the Parish Council on planned events, associated expenditure, and any
matters requiring Council approval or decision.

Terms of Reference Events
Committee Reviewed – 15 September 2026
Next Review – May 2027
 ITEM NO: 12

Report for : Events Committee
Date: 09 September 2026
Item Title: Committee Request for Additional Funding

Background and Purpose
At the Full Council meeting on 8 September 2026, it was resolved that the recommendations
from the Events Committee meeting held on 18 August 2026 were deferred back to the
committee for further consideration.
The Events Committee have committed to delivering two events in the remainder of the
financial year 26/27 and one in April 2027, the latter of which will require spending from the
current budget. The Committee do not consider there are adequate funds left within the
26/27 budget to fund these events.
The current position is that there is £600 budgeted for residents parties food/beverages of
which there has been no expenditure to date in this financial year. A further £250 is
budgeted for residents parties entertainment of which there has been no expenditure to date
in this financial year. A projected income of £1500 for 2026/27 currently stands at £970 so is
35% down. Finally, a total of £7500 budgeted for events expenditure has had actual
expenditure of £3134.35. The net position for the Events budget is £4,685.65. A separate
paper showing projected estimated costs for the three events is attached as an appendix to
this report.
At the last Events Committee meeting on 18th August it was proposed to ask Full Council for
a further £8000 to be moved into the Events budget from the General Reserves.
Conclusion
There is currently £4685.65 allocated funds remaining in the 26/27 Events budget. The
Committee must consider each of the three events which will impact the 26/27 budget and
determine both costs and possible income to achieve a net position for each event.
Although some costs are likely to be unknown at this stage for some events, a realistic
estimated cost must be submitted for each unknown element to enable a net budget position
for 26/27 to be established. If an overspend is forecast then this should be reflected in the
amount of additional budget that the Committee will request to Full Council to enable
delivery of the events.
Financial Considerations
The Events Committee to propose that the request for extra budget can be taken from
General Reserves.
Recommendations or Actions
The Committee should:

   •   Determine a net position for each event. If costs are unknown a realistic estimated
       amount should be submitted and acknowledged as such.
   •   Consider all three net positions of each event to establish any overall over spend
       within 26/27 committee budget.
   •   To recommend to Full Council that the overspend identified should be added to the
       events budget and funded from general reserves to enable the three events to be
       delivered.

Deputy Clerk
9 September 2026
 Potential Costings for Forthcoming Events December 2026 – April 2027

Christmas Senior Party
December 2026

Food*
*Figures based on 2025 purchases. Food bought from Greggs and local £600
supermarket.

Drink**
** no previous breakdown available. Based on 30 bottles of wine and 10 bottles of £300
Sherry.
Soft drinks including tea, coffee and juice.

Decorations including tableware £100

Entertainment (a singer already lined up) £300
Previous events have held raffles – prizes have been donated.

n.b potential officer overtime costs on day of event

No income from this event. Expenditure only

TOTAL £1300

Christmas on the Lawn
December 2026

New event - No previous costs can be obtained

Best of Norfolk Quote £2000

Additional Costs to consider
Entertainment (choir/singer) £500

Decoration Costs including tree £150

Snow machine and extra fluid £200

n.b potential officer overtime costs on day of event

There could be potential income for HPC from vendors however the committee
need to determine what this looks like and where vendors will be placed. No food
vendors are permitted to cook food inside community centre. There are other
users of the Community Centre booked in that evening who require parking plus
users of the library so we cannot utilise the whole car park area.

TOTAL £2850
Community Hearts Awards
April 2027

Some costings obtained from previous event

Best of Norfolk Quote £3250

Additional Costs to consider

Master Of Ceremonies (previous event had free MC) Can cost between £500 and £1200
£1200

Production Services – TV screens, DJ/Disco. Lighting, Lectern/Mic and Mobile Bar
Hire
one quote has already been received £1830

Canapes – Approximately £15 per head – maximum of 130 attendees (incl. event £1950
workers/volunteers)

Decorations £300

Trophy costs could hopefully be covered by sponsorship as per previous event.

n.b potential officer overtime costs on day of event

There could be potential income for HPC if running a bar and selling drinks to
attendees on the evening. £8530

TOTAL