12 September DRAFT Minutes
CHAPEL ST LEONARDS PARISH COUNCIL
DRAFT MINUTES OF THE MEETING OF THE EVENTS COMMITTEE
Tuesday 12th September 2023 at 10:00am at the
Church Hall, Church Lane, Chapel St Leonards
Present: Cllr P Robinson, Cllr S Whitmore, Cllr C Seabrooke, Cllr P Hamilton, Cllr R Christie-Smith, Cllr C Jude
Absent: Cllr F Doko
Deputy Parish Clerk: Mrs S Bristow
Members of public present: 0
EC1/09-23 Chair’s Welcome
Cllr Whitmore welcomed the committee to the meeting and thanked everyone for the fantastic Summer Festival
EC2/09-23 Apologies for Absence
No apologies were received from Cllr F Doko; Cllr Jude arrived at 10:04am and left at 11am.
EC3/09-23 Declarations of Interest
None.
EC4/09-23 To resolve as minutes the record of the meeting held on 22nd August.
The minutes were RESOLVED and signed by the Chair.
EC5/09-23 To discuss the Remembrance Day event.
The committee RESOLVED to purchase x3 poppy wreaths from the Royal British legion. The deputy clerk noted the lamp post poppies were in the office and it was agreed that they would be removed and reused after Remembrance Sunday.
The order of service from the 2022 Village Green event will be refreshed for reuse in 2023, with 60 copies being printed in the office.
EC6/09-23 To discuss the Christmas event.
a) New decorations – it was RESOLVED to spend up to £400 on illuminated decorations (4m tree and reindeer family) instead of having a cut tree on the green.
b) Updated signage – the committee selected clip art of Rudolph that will be used on the advertising posters; the 2022 laminated refreshment menus will be reused for 2023.
c) Trophy for business lights competition – tabled until next meeting.
d) Pinecone lighting and trees - RESOLVED to amend the previously agreed sum (£892.83) to £1213.79 to accommodate an additional 40m of lighting.
e) TENS license application – noted the application is in the Clerk’s name and has been submitted.
f) Gifts for children – the Chair noted the cuddly toys were in hand; the committee are going to investigate donations for the selection boxes and refreshments.
g) Local school involvement – Cllr Seabrooke to speak to the headmaster and report back.
h) Santa & the elf – As the previous elf is now Chair to the Council, she will be unable to continue as elf. The committee will put out a call for interested elves. Santa will remain as he has been. The question of DBS requirements was raised and will be investigated.
EC7/09-23 To receive an update of all expenses spent for Events over the civic year.
Presented and discussed. Excluding Christmas items, the amount spent is currently under £6000.
EC8/09-23 To receive an update on the 2024 Family Fun Festival
The deputy clerk advised that the market stalls were already sold out based on provisional rebooking. The committee advised her to continue with bookings for the stage and artists. The idea of a marquee or some type of cover to save a rainout was discussed and will be investigated further over the coming months.
EC9/09-23 To resolve the date of the next Events committee meeting.
RESOLVED as Monday 30th October at 13:00
Having concluded the agenda, the meeting was adjourned at 11:43am.