10 August 2026 - Events Committee
Minutes of the Ruskington Parish Council Events Committee meeting on Monday 10th August at 6.00pm at Ruskington Parish Office.
Present: Cllr B Harrison (Chairman of the Committee), Cllr A Jennings, Cllr L Sheldon, Cllr O Ditch and M Harris.
In attendance: Kirsty Sinclair (Deputy Clerk & RFO), A Doughty (Caretaker), S Collett (Caretaker) and G Sullivan (Caretaker).
Cllr S Follows and 1 other member of the public.
Cllr Harrison opened the meeting at 6.00pm. Cllr Harrison welcomed the delegates and thanked everyone 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 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.
Action: It was RESOLVED to appoint Cllr Sheldon as Vice-chair. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.
4. To approve the minutes of the meeting held on Thursday 23rd 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.
Action: It was RESOLVED to move item 9 up the agenda to discuss the upcoming event with the caretakers. Proposed by Cllr Harrison, seconded by Cllr Sheldon and approved unanimously.
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. Two further stalls who had enquired about attending were to be contacted to see if they could still attend.
9.2. To consider the field layout for the day.
Cllr Harrison produced a draft field layout for the day. This would be subject to change once attendees arrived and space could be utilised accordingly.
9.3. To review signage needed for the event including parking arrangements and toilets.
The Lions agreed to let us use their carparking signage for the event. 2 more carparking signs were required.
Action: RFO to make carparking, toilet and duck game signage and caretakers to make wooden stakes for these to be displayed.
9.4. To discuss communications and PA system for the event.
A resident will be attending to help set up the PA system if required. Although the DJ and musicians will likely be providing their own.
Action: Caretaker to put radios on charge. It was agreed to use channel 6 on the day of the event.
9.5. To discuss volunteer/staff roles for on the day of event.
The RFO had produced a checklist for the day and roles were assigned accordingly.
9.6. To review checklist for the event as prepared by the RFO and amend as required.
Some items were added to the checklist and roles were assigned accordingly.
9.7. To agree any other actions and expenditure required for the event before the next meeting.
Action: It was RESOLVED to accept the risk assessment documents and for the RFO to print them so they were available on the day. Proposed by Cllr Harrison, seconded by Cllr Sheldon and approved unanimously.
Action: It was RESOLVED to spend up to £50 on tablecloth roll and clips for the tables. Proposed by Cllr Ditch, seconded by Cllr Harrison and approved unanimously.
Action: RFO to request food hygiene and insurance from the replacement ice-cream van.
Action: RFO to ensure all items discussed including donation buckets, clipboards, litter pickers and bags, first aid kits, radios, tables, signage and drinks stations be moved down to the pavilion ahead of the event.
Action: RFO to print letters to residents and caretaker to post these to the nearby houses ahead of the event.
The caretakers left the meeting at 7.01pm.
6. To receive an update on expenditure to date.
An overview of the event finances was provided. There is just over £500 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.
Cllr Sheldon proposed the following wording for the policy: The Community Notice Board is primarily designated for advertising RPC events, but may also display public event notices submitted by members of the public with prior permission from the Clerk and the Events Team.
Action: It was RESOLVED to recommend to full council the wording above with the addition of ‘located at Elmtree Play Area.’ Proposed by Cllr Sheldon, seconded by Cllr Harrison and approved unanimously.
8. To review the draft Flag Policy for adoption by full council and recommend any changes.
Action: It was RESOLVED to recommend to full council that the RPC Flag Flying Protocol, based on NKDC’s policy, be adopted. Proposed by Cllr Harrison, seconded by Cllr Sheldon and approved unanimously.
9. Celebration of Youth Day – 15th August
Items 9.1. – 9.7. were discussed after item 5.
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. Food vendors are now being added to a waiting list.
Action: It was RESOLVED for the RFO to contact the successful applicants a deadline for payment of 19th September. Proposed by Cllr Sheldon, seconded by Cllr Harrison and approved unanimously.
10.2. To consider borrowing up to 24 stalls from Metheringham Parish Council at £10 each.
Action: RFO to take pictures of the stalls or find some on their social media and share with the committee.
10.3. To agree any other actions and expenditure required for the event before the next meeting.
Action: RFO to check best practice surrounding charity stalls.
11. To note the date of the next committee meeting(s).
Next meeting scheduled for Thursday 29th October 26 at 6pm. There will also be a ‘washup’ meeting on the 20th August following the Youth Day event.
Due to only one Councillor having been present at the meeting on 10 August 2026, and although the notes were considered to be accurate at the meeting held on 27 October 2026, they could not be signed.