ECCLESHALL PARISH COUNCIL – EVENTS COMMITTEE MINUTES – April 5^th 2023

A meeting of the Events Committee was held on Wednesday April 5^th 2023 at Eccleshall Community Centre at 9.00pm, following the Enhancements committee meeting.

Present were: –

Councillor R. Taylor (Chair)        Councillor L. Dale

Councillor C. Ryan-Bloor            Councillor G. Dale

Councillor. D. Hill

Mrs S.J. Worden (Clerk)

One member of the public

1).      Apologies

Apologies were received from Cllrs. P. Jones and J. Jones.

2).      To approve the minutes of the Events Committee held on 1^st  March, 2023:

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 and an update on actions completed by the Clerk were circulated with the agenda and noted.

4).     Kings Coronation Events – 6-8th May 2023:

Parish Council Coronation Picnic 8^th May 2023

• Update on tickets and marketing materials. The posters, flyers and maps have been received, and the tickets are ready for collection.
• To review marshalling arrangements and volunteers:

8 marshals have volunteered from 11.30-2pm and 5 from 2-4.30pm to date. More are required and if necessary, the Clerk could put a call out via Facebook. Each volunteer gets a free ticket.

• To consider costs and specifications for signage

It was resolved to approve signage as follows:

• 1 x ‘PEDESTRIAN ENTRANCE’, 1 x ‘VEHICLE ENTRANCE’ 60cm x 40cm
• 3 x ‘WAY OUT’ signs (2 with a left arrow, 1 with a right arrow) 30cm x 20cm
• 1 x ECCLESHALL LEFT sign (and an arrow) 60cm x 40cm
• 1 x PARKING FOR TICKET HOLDERS ONLY 40cm x 40cm
• 4mm correx, single sided print, total cost £70 plus VAT

• To receive updates on facilities booked since last meeting and any delivery arrangements to be finalised:
  • 3 x 12ft marquees, 2 x 6ft trestle tables and 5 chairs are booked with Jacksons Marquees with a delivery date of Friday 5^th Jackson’s will advise if this can be brought forward to Thursday 4^th May.
  • Confirmation of the portaloo delivery date is still pending but is provisionally expected for Thursday 4^th
  • L. Dale is meeting with the bouncy castle suppliers on Tuesday 18^th April to confirm the best location for the inflatables.
• To consider and approve other supplementary requirements:
  • Extension cables are not available from the marquee providers. Cllr. G. Dale will confirm with the Clerk the required length and alternative hire/purchase options will be explored. 4 sockets will be needed.
  • Cole will be asked if he can strim the verge to the front of the property on Castle Street prior to the event.

• Other Event Logistics:
  • The risk assessment has been undertaken and the document will be updated for sign off.
  • 2 extra volunteers are available to help with setup on Thursday 4^th
  • There will be one litter picker working per session during the event.
  • There are 10 parking spaces provisionally allocated for disabled parking, but this can be increased if needed. A note will be made of those parking tickets requiring disabled parking and a ‘D’ marked on the parking hanger.

• To review expenditure against budget and note receipt of the National Lottery Awards for All grant.
  • A budget summary was provided to the committee. Anticipated expenditure to date is £4418.71.
  • Members were pleased to note receipt of an additional £1500 from a National Lottery Awards for All grant, and £300 grant from Stafford Borough Council to support the event.

6).      Correspondence:-

There was no correspondence received.

7).     Items for next meeting

Any items can be forwarded to the Clerk.

8).   Date of next meeting:-

The next meeting will be held on Wednesday May 3^rd  2023, following a meeting of the Planning Committee.

There being no further business, the Chairman declared the meeting closed at 9.30pm