28 October 2026 - Events Committee
Minutes of the Ruskington Parish Council Events Committee meeting on Tuesday 27 October 2026 at Ruskington Parish Office at 1pm.
Present: Cllr L Sheldon (Vice-chairman of the Committee), Cllr S Holbrook, Cllr S Follows, and M Harris.
In attendance: Kathryn Locke (Clerk to Council),
Also in attendance: A Doughty (Environment Caretaker) and Rev’d A Jenkins (for the public session only).
Public session:
At 1pm Cllr Sheldon, as the Vice-chairman of the Committee and in the absence of a Chairman for the Committee, welcomed the delegates and invited the non-committee members to make any comments or raise any questions. The Environment Caretaker advised that he was present to provide an update and information on the road closures for the Christmas Market. Rev’d Jenkins advised that he was present on behalf of All Saints Parish Church in regard to the Christmas Market and the role the church was playing in the event. The church would be opened from 1pm on the day of the Christmas Market for children’s activities and a craft fair was being held in the Winchelsea Centre. Rev’d Jenkins asked about the timings for the bell ringers, if the ukulele band were attending, and reported that the school choir at Chestnut Street school did not appear to have been invited to sing at the event. It was reported by Ms Harris that Winchelsea Centre school choir had only been given an informal invitation to sing. It was not known if the Digby Military Wives Choir had confirmed their attendance or not. Holding the Christmas Tree lighting ceremony in the Winchelsea Centre carpark was considered safer than holding this in the churchyard. Rev’d Jenkins advised that only Santa and his sleigh could be located in the Winchelsea Centre car park, along with the choir/s and members of the public for the Christmas tree lighting and visiting Santa. The Winchelsea Centre toilets would be available for the choirs. It was noted during the discussion on the use of the Winchelsea Centre carpark that a “warm” space for locating the Greyhound Trust needed to be agreed. Other options such as the library carpark were discussed. Rev’d Jenkins also mentioned Remembrance Sunday and advised that no standards would be allowed in the church as the alter would be in use for communion. It was clarified that the Remembrance Sunday church service would be a communion service and that the Remembrance Service would take place in the Garden of Remembrance.
Rev’d Jenkins left the meeting.
Cllr Sheldon, as Chairman of the Meeting, opened the meeting at 1.19pm.
1. To elect a Chairman of the Events Committee for the remainder of the civic year.
Action: The Committee unanimously RESOLVED to elect Cllr Bain as the Chairman of the Events Committee for the remainder of the civic year.
2. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Cllr Bain had been unable to attend the meeting and had sent valid apologies.
Action: The Committee unanimously RESOLVED to accept Cllr Bain’s apologies and reasons for absence.
3. 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.
Cllr Sheldon declared that she was a congregational member of All Saints Parish Church.
4. To approve the minutes of the meeting held on Monday 10th August 26 as a true and accurate record.
Cllr Sheldon had been the only councillor present at the last meeting held on 10 August and, although proposing that that the notes of the meeting were accurate, they could not be seconded, approved by the Committee or signed.
5. To receive an update on actions from last working party meeting held on 8th October 26.
No notes of the working party meeting had been made available and only a few updates were known. It was considered that most of the actions from the working party meeting would be included on the agenda below.
6. To receive an update on expenditure to date.
£1,848.00 remained in the Events Committee budget for the remainder of FY 2026-2027.
7. Christmas Market – 5th December.
The RFO, prior to the meeting had shared information and updates on the Christmas Market.
7.1. To review confirmed attendees and applications to date.
An updated list of attendees had been circulated prior to the meeting. The Committee agreed that there was no need to contact any further stall holders or food vendors.
7.2. To review draft location map and any amendments required.
The RFO had drawn a draft location map, and this had been circulated prior to the meeting.
Action: The Committee approved the location map without amendment.
7.3. To confirm the entertainment booked for the event.
A list of entertainment had been circulated prior to the meeting.
Action: To ask the Parish Church to invite the ukelele band as they had previously been in contact. The Parish Church to be asked to advise Council on what other entertainment they organised for their Christmas events to enable the entrainment to be invited to take part in the Christmas Market. The Admin Assistant to invite the three village school choirs to attend the event as a joint choir and to collaborate on a range of songs for the tree lighting ceremony taking place outside the Winchelsea Centre between 4pm and 4.30pm.
7.4. To discuss Christmas lighting for the event and any expenditure for this.
It was considered that street lighting and the lights being provided by the stall holders was sufficient. The Environment Caretaker advised that there were strict regulations concerning erecting lighting over highways and pavements and permission to insert hooks into the external walls of the business premises would be required. This would be considered for a future Christmas Market. Decorative battery lighting, such as reindeer and Christmas Trees for other areas, such as outside the public toilets was considered. It might be possible to hang a lit star (or other festive item) on the front wall of the toilets and use the electrical supply from the toilets. It was considered that there was not enough room to locate reindeer on the strip of grass outside the toilets and free-standing lights could not be secured to the tarmac. The RFO had investigated other sources of festive lighting for both purchasing or hiring and these had been circulated.
Action: The Committee unanimously RESOLVED to hire illuminated letters to spell CHRISTMAS and for these to be located on Church Street where the road was not wide enough for stalls and to link the two areas of the market.
7.5. To review the risk assessment and stall holders brief for the event.
Cllr Follows had written a risk assessment for the event, a list of pre-event actions and a stall holders brief. These were reviewed, the pre-event actions were already underway, and the Environment Caretaker was writing a risk assessment for the road closures. It was noted that the road closure volunteers would require full sleeve hi-viz jackets and that Council had a stock of these. Event volunteers would wear hi-viz vests, which the Council had a supply of.
Action: The Risk Assessment, pre-event actions and stall holders brief were approved without amendment.
7.6. To review quotes and approve expenditure for advertisement banners as required.
No quotes were available at the meeting for advertisements banners. The PCC had been asked to supply images of the church and Winchelsea Centre to inform the promotional materials for the Christmas Market. Photos had been supplied but mainly showed the interiors of the buildings. Three advertising posters had been circulated, and these were reviewed.
Action: The Committee unanimously agreed to use Poster number 1 with amendments to include an image of the parish church and information to show that the church was collaborating with the event by holding children’s activities and a craft fair.
7.7. To review wording for the letter to local businesses regarding the Christmas market.
No draft letter was available for review.
Action: A letter for businesses to be sent out advising of the market, the road closures and route for deliveries, plus a letter for the properties affected by the road closures to advise of the “no parking” restrictions for the event.
7.8. To review the road closure rota and appoint marshals for the event.
LCC had approved the road closures on 27/10/2026, Council had all the road closure barriers, no parking cones, and walkie-talkies required and the flashing warning lights for the barriers had been purchased. Thirteen volunteers were required over two shifts. The Clerk gave an update on the poll issued by the RFO.
Action: Additional marshals were required. The Environment Caretaker to suggest dates when he would be available to brief the volunteer marshals on the statutory and health and safety requirements of the road closures. He would provide Information packs. A further briefing for the marshals would take place on the day of the event by the Environment Caretaker.
7.9. To appoint any other roles for on the day.
Action: Volunteers for the Council’s information tent and first aiders were required and the theme for the Council’s information tent to be agreed. The Environment Caretaker reported that Aurora Security offered a first aid service for events.
7.10. To agree any other actions and expenditure required for the event before the next meeting.
Action: Water and foam fire extinguishers to be available on the Council’s stand plus a fire blanket.
Four hand torches for the marshals and another “road closed, access only” sign were required for health and safety reasons. The Environment Caretaker to provide the Clerk with the details so these could be purchased
8. To note the date of the next committee meeting(s) and confirm regular remote working party meetings.
Cllr Follows advised that the Christmas Market was only five weeks away. The Clerk suggested weekly working party meetings but advised that, to comply with legislation, committee meetings could not take place remotely.
Action: The next Committee meeting to take place on Monday 9 November at 1pm at the Parish Office.
Although not on the agenda, at this point and following the completion of the agenda, the Committee discussed Remembrance Sunday and the erection of the poppies and Tommy lamp post silhouettes. One of the Church Wardens would be helping a veteran to organise the laying of the poppy wreaths in the wreath shelter. The shelves and hooks had been erected in preparation for the wreaths. Cllr Holbrook and Cllr Sheldon advised that they would be able to assist in erecting the lamp posts poppies and Tommy silhouettes. The Clerk would create a post for the Council’s WhatsApp group to encourage other councillors to volunteer to help. It was arranged that the Councillors would meet on Friday 30 October at the Parish Office at 10.30am.
The Chairman of the Meeting closed the meeting at 2.47pm.
Minutes of the Ruskington Parish Council Events Committee meeting on Tuesday 27 October 2026 at Ruskington Parish Office at 1pm.
Present: Cllr L Sheldon (Vice-chairman of the Committee), Cllr S Holbrook, Cllr S Follows, and M Harris.
In attendance: Kathryn Locke (Clerk to Council),
Also in attendance: A Doughty (Environment Caretaker) and Rev’d A Jenkins (for the public session only).
Public session:
At 1pm Cllr Sheldon, as the Vice-chairman of the Committee and in the absence of a Chairman for the Committee, welcomed the delegates and invited the non-committee members to make any comments or raise any questions. The Environment Caretaker advised that he was present to provide an update and information on the road closures for the Christmas Market. Rev’d Jenkins advised that he was present on behalf of All Saints Parish Church in regard to the Christmas Market and the role the church was playing in the event. The church would be opened from 1pm on the day of the Christmas Market for children’s activities and a craft fair was being held in the Winchelsea Centre. Rev’d Jenkins asked about the timings for the bell ringers, if the ukulele band were attending, and reported that the school choir at Chestnut Street school did not appear to have been invited to sing at the event. It was reported by Ms Harris that Winchelsea Centre school choir had only been given an informal invitation to sing. It was not known if the Digby Military Wives Choir had confirmed their attendance or not. Holding the Christmas Tree lighting ceremony in the Winchelsea Centre carpark was considered safer than holding this in the churchyard. Rev’d Jenkins advised that only Santa and his sleigh could be located in the Winchelsea Centre car park, along with the choir/s and members of the public for the Christmas tree lighting and visiting Santa. The Winchelsea Centre toilets would be available for the choirs. It was noted during the discussion on the use of the Winchelsea Centre carpark that a “warm” space for locating the Greyhound Trust needed to be agreed. Other options such as the library carpark were discussed. Rev’d Jenkins also mentioned Remembrance Sunday and advised that no standards would be allowed in the church as the alter would be in use for communion. It was clarified that the Remembrance Sunday church service would be a communion service and that the Remembrance Service would take place in the Garden of Remembrance.
Rev’d Jenkins left the meeting.
Cllr Sheldon, as Chairman of the Meeting, opened the meeting at 1.19pm.
1. To elect a Chairman of the Events Committee for the remainder of the civic year.
Action: The Committee unanimously RESOLVED to elect Cllr Bain as the Chairman of the Events Committee for the remainder of the civic year.
2. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Cllr Bain had been unable to attend the meeting and had sent valid apologies.
Action: The Committee unanimously RESOLVED to accept Cllr Bain’s apologies and reasons for absence.
3. 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.
Cllr Sheldon declared that she was a congregational member of All Saints Parish Church.
4. To approve the minutes of the meeting held on Monday 10th August 26 as a true and accurate record.
Cllr Sheldon had been the only councillor present at the last meeting held on 10 August and, although proposing that that the notes of the meeting were accurate, they could not be seconded, approved by the Committee or signed.
5. To receive an update on actions from last working party meeting held on 8th October 26.
No notes of the working party meeting had been made available and only a few updates were known. It was considered that most of the actions from the working party meeting would be included on the agenda below.
6. To receive an update on expenditure to date.
£1,848.00 remained in the Events Committee budget for the remainder of FY 2026-2027.
7. Christmas Market – 5th December.
The RFO, prior to the meeting had shared information and updates on the Christmas Market.
7.1. To review confirmed attendees and applications to date.
An updated list of attendees had been circulated prior to the meeting. The Committee agreed that there was no need to contact any further stall holders or food vendors.
7.2. To review draft location map and any amendments required.
The RFO had drawn a draft location map, and this had been circulated prior to the meeting.
Action: The Committee approved the location map without amendment.
7.3. To confirm the entertainment booked for the event.
A list of entertainment had been circulated prior to the meeting.
Action: To ask the Parish Church to invite the ukelele band as they had previously been in contact. The Parish Church to be asked to advise Council on what other entertainment they organised for their Christmas events to enable the entrainment to be invited to take part in the Christmas Market. The Admin Assistant to invite the three village school choirs to attend the event as a joint choir and to collaborate on a range of songs for the tree lighting ceremony taking place outside the Winchelsea Centre between 4pm and 4.30pm.
7.4. To discuss Christmas lighting for the event and any expenditure for this.
It was considered that street lighting and the lights being provided by the stall holders was sufficient. The Environment Caretaker advised that there were strict regulations concerning erecting lighting over highways and pavements and permission to insert hooks into the external walls of the business premises would be required. This would be considered for a future Christmas Market. Decorative battery lighting, such as reindeer and Christmas Trees for other areas, such as outside the public toilets was considered. It might be possible to hang a lit star (or other festive item) on the front wall of the toilets and use the electrical supply from the toilets. It was considered that there was not enough room to locate reindeer on the strip of grass outside the toilets and free-standing lights could not be secured to the tarmac. The RFO had investigated other sources of festive lighting for both purchasing or hiring and these had been circulated.
Action: The Committee unanimously RESOLVED to hire illuminated letters to spell CHRISTMAS and for these to be located on Church Street where the road was not wide enough for stalls and to link the two areas of the market.
7.5. To review the risk assessment and stall holders brief for the event.
Cllr Follows had written a risk assessment for the event, a list of pre-event actions and a stall holders brief. These were reviewed, the pre-event actions were already underway, and the Environment Caretaker was writing a risk assessment for the road closures. It was noted that the road closure volunteers would require full sleeve hi-viz jackets and that Council had a stock of these. Event volunteers would wear hi-viz vests, which the Council had a supply of.
Action: The Risk Assessment, pre-event actions and stall holders brief were approved without amendment.
7.6. To review quotes and approve expenditure for advertisement banners as required.
No quotes were available at the meeting for advertisements banners. The PCC had been asked to supply images of the church and Winchelsea Centre to inform the promotional materials for the Christmas Market. Photos had been supplied but mainly showed the interiors of the buildings. Three advertising posters had been circulated, and these were reviewed.
Action: The Committee unanimously agreed to use Poster number 1 with amendments to include an image of the parish church and information to show that the church was collaborating with the event by holding children’s activities and a craft fair.
7.7. To review wording for the letter to local businesses regarding the Christmas market.
No draft letter was available for review.
Action: A letter for businesses to be sent out advising of the market, the road closures and route for deliveries, plus a letter for the properties affected by the road closures to advise of the “no parking” restrictions for the event.
7.8. To review the road closure rota and appoint marshals for the event.
LCC had approved the road closures on 27/10/2026, Council had all the road closure barriers, no parking cones, and walkie-talkies required and the flashing warning lights for the barriers had been purchased. Thirteen volunteers were required over two shifts. The Clerk gave an update on the poll issued by the RFO.
Action: Additional marshals were required. The Environment Caretaker to suggest dates when he would be available to brief the volunteer marshals on the statutory and health and safety requirements of the road closures. He would provide Information packs. A further briefing for the marshals would take place on the day of the event by the Environment Caretaker.
7.9. To appoint any other roles for on the day.
Action: Volunteers for the Council’s information tent and first aiders were required and the theme for the Council’s information tent to be agreed. The Environment Caretaker reported that Aurora Security offered a first aid service for events.
7.10. To agree any other actions and expenditure required for the event before the next meeting.
Action: Water and foam fire extinguishers to be available on the Council’s stand plus a fire blanket.
Four hand torches for the marshals and another “road closed, access only” sign were required for health and safety reasons. The Environment Caretaker to provide the Clerk with the details so these could be purchased
8. To note the date of the next committee meeting(s) and confirm regular remote working party meetings.
Cllr Follows advised that the Christmas Market was only five weeks away. The Clerk suggested weekly working party meetings but advised that, to comply with legislation, committee meetings could not take place remotely.
Action: The next Committee meeting to take place on Monday 9 November at 1pm at the Parish Office.
Although not on the agenda, at this point and following the completion of the agenda, the Committee discussed Remembrance Sunday and the erection of the poppies and Tommy lamp post silhouettes. One of the Church Wardens would be helping a veteran to organise the laying of the poppy wreaths in the wreath shelter. The shelves and hooks had been erected in preparation for the wreaths. Cllr Holbrook and Cllr Sheldon advised that they would be able to assist in erecting the lamp posts poppies and Tommy silhouettes. The Clerk would create a post for the Council’s WhatsApp group to encourage other councillors to volunteer to help. It was arranged that the Councillors would meet on Friday 30 October at the Parish Office at 10.30am.
The Chairman of the Meeting closed the meeting at 2.47pm.