9 July 2026 - DRAFT Events Committee
Present: Cllr B Harrison (Chairman of the Committee), Cllr A Jennings, M Harris (joined the meeting at 6.05pm) and Cllr O Ditch.
In attendance: Kirsty Sinclair (Deputy Clerk & RFO)
There were 0 members of the public.
Cllr Harrison opened the meeting at 6.00pm and welcomed the delegates.
1. To elect a Chair of the Events Committee for the civic year.
Action: It was RESOLVED that Cllr Harrison be elected as Chair for the remainder of the civic year. Proposed by Cllr Jennings, seconded by Cllr Ditch and approved unanimously.
2. To elect a Vice-chair of the Events Committee for the civic year.
Item deferred until the next meeting.
3. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
It was noted that Cllr Bain and Cllr Sheldon were absent.
4. To receive declarations of interest and to consider applications for dispensations in relation to DPIs. Disclosure of Pecuniary and Non-Pecuniary Interests is to be in accordance with the Localism Act 2011 and to consider any applications for dispensations in relation to DPIs. The need for Disclosure is to be based upon agenda items or at any suitable time during the meeting when it becomes apparent to a member.
None declared.
5. To receive an update on actions from last committee meeting held on 8th June and the working party meeting on 23rd June.
An update on the actions was given.
6. To receive an update on expenditure to date and consider expenditure for additional equipment including another gazebo.
Action: It was RESOLVED to recommend to full council to purchase two 3mx3m gazebos at the cost of £150. There is over £700 left in the gazebo/marquee budget. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.
7. To consider wording to outline the use of the Elmtree noticeboard to be included in the Communications Policy.
Item deferred until next meeting.
8. To consider accepting the offer of several large wooden tables from the Winchelsea Centre and consider storage of the tables, if accepted, and other events items as required.
Action: It was RESOLVED to accept the offer of the tables subject to a thorough inspection and risk assessment on each one and a review of storage for all events equipment. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.
9. Celebration of Youth Day – 15th August
9.1. To review confirmed attendees and consider other invitations to be sent.
Action: It was RESOLVED to contact the Ruskington Lions Junior Football Club regarding attendance and refreshments for the event and for Cllr Harrison call all outstanding invitees from the office. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.
9.2. To consider quote of £625 from a graffiti company to attend the event.
Action: It was RESOLVED to accept the quote from the graffiti artist. Proposed by Cllr Harrison, seconded by Cllr Ditch and approved unanimously.
9.3. To consider entertainment/performance schedule for the event.
Due to no groups or performers responding to the invitations, no schedule could be made.
Action: M Harris to liaise with a local youth who may be able to provide music/a disco on the day.
9.4. To discuss communications and PA system for the event.
This item was deferred until next meeting.
9.5. To discuss volunteer/staff roles for on the day of event.
Cllr Harrison to ask all council members at the full council meeting on the 14th July, whether they would be available and willing to assist with the event. Roles to be allocated when councillor attendance is confirmed.
9.6. To agree any other actions and expenditure required for the event before the next meeting.
Action: It was RESOLVED to purchase 10 events team t-shirts at the cost of no more than £100. Proposed by Cllr Jennings, seconded by Cllr Harrison and approved unanimously.
Action: It was RESOLVED to ask the Admin Assistant to create another poster to include some of the activities confirmed for the day along with the wristband fee of £4 and to include a QR code for more details. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.
Action: Cllr Harrison to look at signage required for the day.
Action: RFO to ask Caretaker if the skittles game borrowed from the Winchelsea Centre is still serviceable.
Action: RFO to check with caretakers regarding the older white gazebo and if it is still available and in good working order.
Action: RFO to draft a letter to be posted to the residents local to Parkfield regarding the event.
10. Christmas Market – 5th December
10.1. To review confirmed attendees and consider other invitations to be sent.
It was reported that 24 stall holders and 4 food vans have confirmed to date. The RFO is collating all insurance evidence and payments.
Action: RFO to let the Youth Market know that cover can be provided for them if they wish to attend.
10.2. To consider borrowing up to 24 stalls from Metheringham Parish Council at £10 each.
Action: It was RESOLVED that Cllr Harrison and the RFO go view the stalls, consider logistics and report back at the next meeting. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.
10.3. To agree any other actions and expenditure required for the event before the next meeting.
Action: RFO to chase regarding road closures and associated training.
11. To agree the dates and times for the next Event Committee meeting(s).
Working party meeting to be held on 23rd July at 6pm and a full committee meetings to be held on Thursday 6th August, Thursday 20th August (Youth Day Washup), Thursday 29th October, Thursday 26th November and Thursday 10th December (Christmas Market Washup).