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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 5th March 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, January 8th 2025

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, to include:
    o Approval of costs for VE Day flag to fly at Holy Trinity church
    o Window displays with local businesses
    o Costs for miscellaneous event supplies

4. Correspondence:-

There has been no correspondence received by the date the agenda was issued

5. Items for next meeting

6. To confirm the date of next meeting

May 7th 2025, at 7pm, prior to a meeting of the Planning committee.

 

S. J. Worden………
Clerk to the Council – 27/02/2025

Minutes

ECCLESHALL PARISH COUNCIL – EVENTS COMMITTEE MINUTES – March 5th 2025

A meeting of the Events Committee was held on Wednesday March 5th 2025 at Eccleshall Community Centre at 7.100pm, preceding the Planning Committee meeting.
DRAFT
 Present were: –
Councillor P. Jones (Chairman)                Councillor G. Dale
Councillor D. Feneysey                               Councillor M. Gosling
Councillor S. Perren                                    Councillor D. Hill
Councillor R. Taylor
Mrs S.J. Worden (Clerk)
No members of the public

1).     Apologies

    No apologies were received.

2).     To approve the minutes of the Events Committee held on 8th January 2025:

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
  • Updates include:
    • Tickets will now be sold on Saturday 29th March, 10-12pm at the library. Tickets to be reserved for Simon McKnight plus one guest.
It was resolved to agree the following costs:
    • 100 tickets, A6 card, printing cost £25
    • VE Day flag for the Church, 90 x 54 inch rope and toggle flag. £64.26 plus postage. Eccleshall Guide will cover the cost for this purchase.
    • Union Flag themed tablecloths x 10 – £4.99 for a pack of two, £24.95 total
    • VE Day 80 themed flags x 100, 38p each. Cllr. Hill to provide jam jars for display on the table.
    • Union Flag for the front of stage, £8.59
    • Colour in bunting for the school children- printing costs for 300 = £44. It was agreed to increase to 350 to include the pre-school. It is hoped the school will string up the bunting ready for hanging.
    • Ready to hang bunting, 2 x 20m at a cost of £5.49 each.
    • Members approved the printing costs for 60 x Afternoon Tea tickets for the Community Lounge, to be designed by the Clerk.
    • Song booklets at a cost of £75 for 110 copies
  •  The marketing materials will be updated to include the Community Lounge Afternoon Tea so that they can be publicised together, and residents can consider the options available. The Community Centre car park will not be available for evening parking due to the space needed for the beacon lighting ceremony, and this will be added to the relevant materials so guests are aware. The entrance will be taped off to stop cars entering on the night.
  • The Clerk will produce the ticket sales sheets.
  • It was agreed to work with Perry’s on the window display competition and the costs of £15 for the promotional leaflets were approved.
  • Cllr. Gosling will produce a themed quiz for the tables of around 20 questions.
  • A working group meeting will be arranged within the next two weeks to discuss the detailed logistics of the event.

4).     Correspondence:-

There was no correspondence for consideration

5).     Items for next meeting

Any items can be forwarded to the Clerk.

6).    Date of next meeting:-

The next meeting will be held on Wednesday May 7th, following a meeting of the planning committee.
There being no further business, the Chairman declared the meeting closed at 7.25pm