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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 8th January 2025, Eccleshall Community Centre, at 7pm, preceding the meeting of the Planning committee.

 

1.      Apologies

2.      To approve the minutes of the meeting held on Wednesday, November 6th 2024

3.      Events:

  • VE Day 80th Anniversary event 8th May 2025 – to discuss feedback, agree the event proposal from the working group and agree any further actions arising.

4.      Correspondence:-

  • Resident correspondence regarding visit by French choir 24-26th October 2025 and potential involvement by the council

5.      Items for next meeting

6.      To confirm the date of next meeting – March 5th 2025, at 7pm, prior to a meeting of the Planning committee.

S. J. Worden………

Clerk to the Council – 23/12/2024

 

Minutes

ECCLESHALL PARISH COUNCIL – EVENTS COMMITTEE MINUTES – January 8th 2025

A meeting of the Events Committee was held on Wednesday January 8th 2025 at Eccleshall Community Centre at 7.15pm, preceding the Planning Committee meeting.
Present were: –
Councillor D. Hill (Chairman)        Councillor G. Dale
Councillor D. Feneysey                     Councillor M. Gosling
Mrs S.J. Worden (Clerk)
No members of the public

1).     Apologies

    Apologies were received from Councillors Perren, Jones and Taylor.

2).     To approve the minutes of the Events Committee held on 6th November 2024:

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

3).     Event updates:

80th anniversary of  VE Day Beacon lighting event – 8th May 2025
  • Members noted receipt of the working group meeting notes from the meeting on the 7th January 2025.
It was resolved to proceed with the event and the following details were confirmed:
  • The event will be a VE Day celebration evening, held at Eccleshall Community Centre, for up to 100 people on ten tables.
  • The event will include a singer, music, a singalong and two quizzes, with the beacon lighting at the end of the evening.
  • The national timing for Beacon lighting is 9.30pm, so the programme initially discussed in the working group meeting will need to be adjusted to incorporate this., times will be advised. The singer will still perform in two segments to finish earlier than 9.30pm.
  • Tickets will be sold at a cost of £3 each, and sales are planned for in front of the library during the Spring Festival on March 22nd. Times to be confirmed.
  • Clerk to invite Simon McKnight of the Royal British Legion to light the beacon (plus free ticket to the event).
  • Cllr. Hill to talk to Eccleshall Saddlery regarding provision of gas bottles for the beacon.
  • Cllr. Feneysey making arrangements for the singer and music provision.
  • Budgetary actions:
    • Provision of fish and chips will be from Eccleshall Chip Shop at £6.50 per person
  • The Clerk to cost up and purchase:
    • 10 disposable themed tablecloths (8ft x 4ft)
    • Table favours – hats, flags etc.
    • Large union flag (5ft x 3ft) for the front of stage
    • Colour in bunting and ready made bunting (quantities to be confirmed)
    • Printing and design costs for tickets, publicity materials, quiz sheets, posters, song sheets etc.

4).     Correspondence:-

The committee discussed correspondence regarding the visit by a French choir between the 24-26th October 2025 (to be hosted by Broughton Community Choir) and potential involvement by the council in a reception event. Unfortunately the annual civic service is booked for the 12th October and it is not possible to reschedule to accommodate a reception for the choir or hold a second civic reception/service within the same month. However the committee were keen for the Parish Council to be involved in the visit and the Clerk will put Debbie and Martin Jones in contact to explore opportunities. Provision of a memento for their visit was also suggested, and the Clerk has contacted Cllr. Jones to see if there is an opportunity to offer an invitation to an evening at the Mayor’s Parlour.

5).     Items for next meeting

Ongoing VE Day plans and feedback on discussions with Martin Jones. Any other items can be forwarded to the Clerk.

6).    Date of next meeting:-

The next meeting will be held on Wednesday March 5th at 7pm, prior to a meeting of the planning committee.
There being no further business, the Chairman declared the meeting closed at 7.31pm