23 June 2023 Minutes
CHAPEL ST LEONARDS PARISH COUNCIL
DRAFT MINUTES OF THE MEETING OF THE EVENTS COMMITTEE
Friday 23rd June 2023 at 10:00am at the
Church Hall, Church Lane, Chapel St Leonards
Present: Cllr P Robinson, Cllr S Whitmore, Cllr F Doko, Cllr C Seabrooke, Cllr P Hamilton, Cllr R Christie-Smith
Absent: Cllr C Jude
Deputy Parish Clerk: Mrs S Bristow
Members of public present: 0
EC1/06-23 Chair’s Welcome
Cllr Whitmore welcomed the committee to the meeting.
EC2/06-23 Apologies for Absence
None received although Cllr C Jude was not present.
Note that Cllr Seabrooke left the meeting at 10:25 and Cllr Doko left at 11:07.
EC3/06-23 Declarations of Interest
The Chair declared an interest in item 5(4) but did not leave the room during the debate or voting.
EC4/06-23 To resolve as minutes the record of the meeting held on 17th May 2023
The minutes were RESOLVED and signed by the Chair.
EC5/06-23 To discuss and receive an update on the Summer Festival
1. An update was received on the stall bookings, one stall still remains for rent on the Sunday only. Entertainment was finished being booked; The Right Notes ukulele band will play on the Saturday. The proposed layout on the Green was distributed and will be updated to reflect the fact the trampolines must be sited alongside each other.
2. The committee resolved to spend £93 at Rotaset in Mablethorpe to print 25x A3, 100x A4, and 500x A5 leaflets. The final design was still under discussion and will be circulated to the committee for final approval pending the outcome of item EC5/06-23(4). This design raised the issue of bunting for the event. As we currently only have Union Flag bunting to hand, the committee RESOLVED to spend up to £150 on bunting suitable for the Festival; it was noted that the new bunting will be put up at the start of the school holidays and remain up through August. The committee understood the bunting maybe unusable for future years but felt it was worth trying out.
3. The councillor staffing rota was finalised and circulated and councillors were given their photo ID cards. No lanyards or clips were given, allowing each to select their own, but the Deputy Clerk noted that the Proper Officer was looking into branded lanyards. The discussion turned to the logo of the council and that it was unavailable in high resolution, the Deputy Clerk stated she would be looking to redesign the logo as a winter task.
4. The Deputy clerk noted that current NET expenditure was under £3600. The Chair, on behalf of her employer, raised a request for funding support to ensure the Saturday Fireworks can go ahead. Following a robust debate, the committee RESOLVED to share the cost, up to £1750, with the Admiral Benbow Beach Bar. The Deputy Clerk will ascertain if this needs to be documented as a Section 137 spend or not and advise the committee as a matter of record; she will also update the leaflet design to reflect the Fireworks taking place.
EC6/06-23 To receive an update on Poppy numbers to order for Remembrance Day
The Chair presented a map of the village with proposed locations for the lamp-post poppies, totalling 40 locations. The committee RESOLVED to spend £200 with the Royal British Legion, from Section 137 funds, to purchase these 40 poppies.
EC7/06-23 To resolve the date of the next Events committee meeting
RESOLVED as Friday 21st July at 10:00am
Having concluded the agenda, the meeting was adjourned at 11:17am