15.09.26 Minutes

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 15 September 2026, 7pm in the Council Chamber,
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Present at the Meeting

Cllr Roy Forder (Chair)
Cllr David Britcher
Cllr Gemma Diffey

In Attendance

Jonathan Hall (Clerk)
Rebecca Larke (Deputy Clerk)
Kevin Sage (Facilities Manager)
Dave Marshall (Admin)
Connie Wardale (Best of Norfolk)

The Chair welcomed all attendees and opened the meeting at 7.01pm. Cllr Forder explained he would
be chairing the meeting following the recent resignation of the Chair of the Events Committee. Cllr
Forder conducted an election for a new Events Committee Chair. It was RESOLVED that Cllr Diffey
would be recommended to Full Council as the new Chair until which time she is Chair Elect.

1. Apologies and acceptance for absence

Apologies were received and accepted from Cllrs Johnson and Douglass.

2. Declarations of Interest and Dispensations

No declarations were made or dispensations requested.
3. To approve the minutes of the meeting held on 18 August 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 15 September 2026
 5. To review Terms of Reference for the Committee for recommendation for agreement at Full
Council.
The Terms of Reference were reviewed. It was RESOLVED to accept the Terms of Reference for
recommendation for agreement at Full Council.

6. To consider passing a resolution under the Public Bodies (Admission to Meeting) 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

It was RESOLVED to exclude the press and public for the duration of agenda item 7.

7. Quote from The Best of Norfolk

The Committee asked Connie Wardale some questions concerning the quote received which were
duly answered. The Chair thanked Connie for her time and she left the meeting.

Following further discussions, it was RESOLVED to note the quote from The Best of Norfolk and for
the Clerk to issue a thank you to Connie Wardale for her work.

A discussion took place as to whether the Committee would benefit from an in-house part time
Events Organiser/Public Relations/Social Media position. The Clerk advised that this would be
picked up during the HR Governance Review that will be shortly undertaken.

8. Budget Monitoring

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

9. To receive update on Senior Citizens Christmas Party

It was RESOLVED to delegate the authority to the Clerk/RFO to source, book and make payment
for a singer/entertainer.

Cllr Diffey will contact Cllr Douglass in connection with the food requirements.

10. To receive update on Hellesdon at Christmas

It was RESOLVED to cancel the Hellesdon at Christmas event.

11. To receive update on Community Hearts Awards

An inventory of supplies still held from the previous event will be undertaken to ascertain what could
be re-used.

11a. To consider quote received from KSD Productions Services Limited

The quote was received and noted.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 15 September 2026
12. To establish costs for the remainder of events that will fall within the 26/26 Budget period
and to ascertain any overspend for full council consideration of increase in budget
allocation for current year

The Committee considered the costs relating to forthcoming Events and RESOLVED to recommend
to Full Council to request an additional £3000 budget to be taken from General Reserves.

12a. To consider and resolve the payment of the holding deposit in respect of the Halloween
Party 23rd October 2027

It was RESOLVED to pay the holding deposit and delegate the authority to the Clerk/RFO to make
payment.

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

It was agreed that the next meeting of the committee would be Tuesday 27th October 2026 at 7pm

Meeting closed at 8.25 pm.

Approved…………………………………………………...…

Date………………………………………
HPC Events Committee Minutes 15 September 2026