Menu

Events Committee Meeting

Agenda

EVENTS COMMITTEE AGENDA

 

NOTICE IS HEREBY GIVEN that a meeting of Eccleshall Parish Council Events Committee will be held on Wednesday 4th January 2023 at 7pm, Eccleshall Community Centre, preceding the meeting of the Planning committee.

 

1.     Apologies

2.     To approve the minutes of the meeting held on Wednesday, September 7th 2022

3.    To receive the notes from the working group and consider any actions arising in addition to the separate agenda items.

4.     The Kings Coronation – 8th May 2023:

  • To agree a proposal and budget for a programme of events to celebrate the coronation, for Parish Council approval.

5.     To consider the planning and delivery of a social event at the Community Centre.

6.     Correspondence:-

  • To receive and consider the correspondence received by Bruno Peek in relation to Beacon lighting events.

7.     Items for next meeting

8.     Date of next meeting – March 1st 2023, following a meeting of the P&R committee.

S. J. Worden………

Clerk to the Council – 22/12/22

 

Minutes

ECCLESHALL PARISH COUNCIL – EVENTS COMMITTEE MINUTES – January 4th 2023

A meeting of the Events Committee was held on Wednesday January 4th 2023 at Eccleshall Community Centre at 7.00pm, preceding the Planning Committee meeting.

Present were: –

Councillor R. Taylor (Chair)        Councillor L. Dale

Councillor C. Ryan-Bloor            Councillor G. Dale

Councillor P. Jones                   Councillor. D. Hill

 

Mrs S.J. Worden (Clerk)

1).      Apologies

Apologies were received from Cllr. J. Jones

2).      To approve the minutes of the Events Committee held on 7th September, 2022:

The minutes, which had been previously circulated, were agreed and signed.

3).      To receive the notes from the working group and consider any actions arising in addition to the separate agenda items.

The notes from the working group were circulated with the agenda and noted.

4).     The Kings Coronation – 8th May 2023:

  • To agree a proposal and budget for a programme of events to celebrate the coronation, for Parish Council approval.

It was noted that after original discussions by the working group the proposal would be revised to ensure that the plans reflected a different approach to the Jubilee. Separate to the Parish Council are plans to deliver:

  • Community Centre Association – an evening event to be held on Saturday 6th
  • Martin Peet – a daytime music event on Sunday 7th The committee recommended to approve consideration of a grant payment to support the event of £500, subject to an application from Mr. Peet. This would be taken out of the Events budget as opposed to the main grant provision and the PC would have no involvement in this event.

To complement these events, it was proposed that the council delivers a family oriented event on Monday 8th May. Ideas include:

  • One event, to be held at a suitable venue. Venues to include Eccleshall Castle, the Cricket Club and the Rugby Club are to be explored
  • Event based around a family picnic/teddy bears picnic, to look at costs of providing a small bear)
  • Entertainment options to include a band, bouncy castle, family entertainment.
  • Subject to venue, provision of food vendors, portaloos. Litter picking can be arranged post event.
  • Budget of £5,000 (to include grant to support street party).

It was resolved to recommend:

  • Allocation of a budget of £5,000 to deliver the event
  • Council approval of a family oriented event on Monday 8th May, with details to be finalised and delivered by the events committee to avoid delays in securing the relevant providers.

 

It was resolved to form a working group to progress the plans, consisting of all committee members.

5).      To consider the planning and delivery of a social event at the Community Centre.

Members discussed the proposal raised in the working group to deliver an afternoon event such as a fish and chip supper at the Community Centre at a subsidised cost. Careful consideration was given to the target audience and the need to ensure that public funding would be used to address a particular need within the community, whether it be financial or targeting those who are lonely and will benefit from an event to encourage social interaction. Tickets would be sold, but it was noted that it can be hard to reach the target groups.

It was agreed that further discussion was needed to consider the aims of the event, target audience and appropriate financial expenditure before agreeing a proposal.

6).      Correspondence:-

Correspondence was received and noted from Bruno Peek, Pageantmaster , with regards to the upcoming Coronation. The letter advised that there are no plans to light beacons for the upcoming Coronation to ensure that planned events ‘have a markedly different look to those of June 2022’. The next opportunity to light the Beacon is June 2024, for the 80th Anniversary of D-Day.

7).     Items for next meeting

Any items can be forwarded to the Clerk.

8).   Date of next meeting:-

Wednesday March 1st  2023, following a meeting of the Policy & Resources Committee.

There being no further business, the Chairman declared the meeting closed at 7.30pm