23 July 2026 - Events Committee
Minutes of the Ruskington Parish Council Events Committee meeting on Thursday 23rd July at 6.00pm at Ruskington Parish Office.
Present: Cllr B Harrison (Chairman of the Committee), Cllr A Jennings, M Harris (joined the meeting at 6.06pm) and Cllr M Trolley.
In attendance: Kirsty Sinclair (Deputy Clerk & RFO)
Cllr S Follows attended as a member of the public.
Cllr Harrison opened the meeting at 6.00pm. Cllr Harrison welcomed the delegates and thanked Cllr Trolley for attending.
1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Cllr Bain and Cllr Sheldon had sent apologies.
Action: It was RESOLVED to approve the reasons for absence. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.
2. 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.
3. To elect a Vice-chair of the Events Committee for the civic year.
Item deferred until the next meeting.
4. To approve the minutes of the meeting held on Thursday 9th July as a true and accurate record.
Action: It was RESOLVED to approve the minutes as a true and accurate record. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved with 2 votes for and 1 abstention.
5. To receive an update on actions from last committee meeting held on 9th July.
A detailed update was given with most actions being completed.
6. To receive an update on expenditure to date.
An overview of the event finances was provided. There is just over £560 left in the budget after committed expenditure.
7. To consider wording to outline the use of the Elmtree noticeboard to be included in the Communications Policy.
This item was deferred.
8. To review the draft Flag Policy for adoption by full council and recommend any changes.
This item was deferred.
9. Celebration of Youth Day – 15th August
9.1. To review confirmed attendees and consider other invitations to be sent.
The list of confirmed attendees was shared.
Action: It was agreed to invite Acorn Judo Club to the event and contact the Air Cadets and Scouts again regarding their attendance.
9.2. To consider the field layout for the day.
Deferred until confirmation of space required for the Football Team and Basketball Team was confirmed.
Action: RFO to contact the teams regarding the above.
9.3. To consider expenditure on further games for the day.
Action: It was RESOLVED to spend up to £25 on hula hoops, £20 on wood for a splat the rat game and up to £25 for a paddling pool. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.
9.4. To review signage needed for the event including parking arrangements and toilets.
Action: RFO to request the use of the parking signage from the Lions.
9.5. To discuss communications and PA system for the event.
The radios with earpieces to be used on the day. The Chair informed the committee of offer of help from a resident to set up the PA system on the day.
9.6. To discuss volunteer/staff roles for on the day of event.
Action: Poll on the RPC WhatsApp group to be set up to see if any councillors are available to attend the event.
9.7. To consider the wording of letters to be posted to neighbouring properties at Parkfield as drafted by the RFO.
Action: It was RESOLVED to accept the wording of the draft letter to residents, but to add the wording ‘from 8.30am’ and ‘to allow access for large vehicles.’ Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.
9.8. To agree any other actions and expenditure required for the event before the next meeting.
Action: Final review of all risk assessments so they can be printed and available on the day.
10. Christmas Market – 5th December
10.1. To review confirmed attendees and consider other invitations to be sent.
A few more applications have been received and the RFO will contact them with more details.
10.2. To consider borrowing up to 24 stalls from Metheringham Parish Council at £10 each.
Cllr Harrison and RFO to arrange to view these on 5th August.
10.3. To agree any other actions and expenditure required for the event before the next meeting.
No other actions at this time.
11. To note the date of the next committee meeting(s).
Next meeting schedules for 6th July 26 at 6pm.