21 May 2026 - Events Committee
Minutes of the Ruskington Parish Council Events Committee meeting on Thursday 21 May 2026 at 6.00pm at Ruskington Parish Office.
Present: Cllr B Harrison (Chairman of the Committee), Cllr A Jennings, Cllr L Sheldon and M Harris
In attendance: Kirsty Sinclair (Deputy Clerk & RFO)
A representative from a Youth Initiative Group was also in attendance.
The Chairman opened the meeting at 6.02pm and welcomed the delegates.
1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Apologies had been received from Cllr Bain.
Action: The Committee RESOLVED to accept the reasons given. Proposed by Cllr Sheldon, seconded by Cllr Harrison and approved unanimously.
2. To receive declarations of interest and to consider applications for dispensations in relation to DPIs.
None were declared at this time.
3. To approve as a correct record the notes of the last meeting held on 30 April 2026.
Action: The Committee RESOLVED to approve the minutes as an accurate record. Proposed by Cllr Sheldon, seconded by Cllr Harrison and approved unanimously.
4. To receive an update on actions from last meeting and an update from the working party meeting held on the 7th May.
An update on all the actions from the previous meeting was given.
5. To receive an update on expenditure to date and consider the budget allocations for future events or equipment.
The budget was reviewed. There was still approximately £1,500 of the budget remaining to cover costs for the remaining 2 events this year.
The Duck Hunt raised an additional £143.13 in donations to go towards the Celebration of Youth Day.
6. Celebration of Youth Day – 15th August
6.1. To consider attendees to invite to the event.
Lists of potential attendees were passed to the RFO for collating into one list.
As well as the lists collated by the committee members, a poster to be created inviting other youth groups, clubs and organisations who would like to be part of our event to get in touch.
Action: Cllr Harrison and RFO to meet with the Admin Assistant to discuss this poster idea.
6.2. To consider entertainment/performance schedule for the event.
This item was deferred until we had a list of confirmed attendees.
6.3. To discuss communications and PA system for the event.
This item was deferred as Cllr Bain was not present.
6.4. To review draft posters and agree any amendments before publication.
Action: It was RESOLVED that the poster agreed upon have a couple of amendments before publishing. Cllr Harrison and RFO to meet with Admin Assistant to discuss the amendments and publishing of the poster. Proposed by Cllr Sheldon, seconded by Cllr Jennings and approved unanimously.
6.5. To discuss volunteer/staff roles for on the day of event.
This item was deferred until closer to the event when availability of staff and volunteers would be known.
6.6. To agree any other actions and expenditure required for the event before the next meeting.
The idea of ‘Event Team’ t-shirts for the event were discussed. These would be great for identifying staff and volunteers on the day, not only for this event but also for future events. This is to be added to a future agenda when costs were known.
7. Christmas Market – 5th December
7.1. To review the applications from stall holders to date and agree next steps.
The 18 applications received to date were reviewed.
Action: It was RESOLVED to accept all of the applications received so far and that the RFO make contact with them to obtain insurance and pitch fees. Proposed by Cllr Harrison, seconded by Cllr Sheldon and approved unanimously.
7.2. To receive update on possibility of borrowing stalls from another council.
There had been no reply from the councils contacted by the RFO.
Action: RFO to chase the possibility of borrowing/hiring stalls from another local council.
7.3. To agree any other actions and expenditure required for the event before the next meeting.
More ideas of potential attendees were discussed. These to be considered further in the coming months.
8. To agree the dates and times for the next Event Committee meeting(s).
Due to Full Council rearranging its committee structure where Events and Recreation have combined, no future date could be set at the time of the meeting.
The meeting closed at 7.58pm.