30 January 2023 Minutes
CHAPEL ST LEONARDS PARISH COUNCIL
DRAFT MINUTES OF THE MEETING OF THE
EVENTS COMMITTEE
Monday 30th January 2023 at 12:55pm at the
Church Hall, Church Lane, Chapel St Leonards
Present: Cllr P Hamilton, Cllr D Simmons, Cllr S Whitmore, Cllr F Doko, Cllr C Jude,
Cllr D Simmons, Cllr R Christie-Smith
Absent: Cllr G Dalton, Cllr C Seabrooke
Deputy Parish Clerk: Mrs S Bristow
Members of public present: 0
EC1/01-23 Election of Chair
Cllr Whitmore was proposed and seconded and RESOLVED Cllr Whitmore is elected Chair
EC2/01-23 Election of Vice Chair
Cllr Seabrooke was proposed and seconded and RESOLVED Cllr Seabrooke is elected Vice Chair
EC3/01-23 Apologies for Absence
It was resolved to accept the apologies of Cllrs Dalton and Seabrooke.
EC4/01-23 Declarations of Interest
None
EC5/01-23 Funding options for 2023-2024
Given the dissolution of the Lincs BID, a discussion ensued about covering costs of the Council’s annual events. The Deputy Clerk will write formally to businesses in the village to solicit their financial support.
EC6/01-23 Budget considerations regarding events for 2023-2024
The committee were advised that the Events budget for the upcoming year was £8000.
EC7/01-23 To consider the proposed dates of the Chapel Festival as 5th and 6th August
The committee agreed these dates were suitable.
EC8/01-23 To discuss possibilities for celebrations regarding the Coronation of HM King Charles III and budget thereof
The committee RESOLVED a budget of £250 for flags and bunting as required to decorate the Green. The office will promote the street party, helping hand, and big lunch within the village but no formal event will be held by the PC. Cllrs Jude and Doko offered prizes for the PC to hold a hashtag photo contest on Facebook promoting the Coronation.
EC9/01-23 To consider the dates, presumed to be 26th and 27th August, and budget thereof for the Summer Festival
RESOLVED the dates of 26th and 27th August and the budget of £7000. The Chair noted that the Blue Anchor Friends had offered a pantomime free of charge for the Festival and a discussion ensued about the entertainment and how we can offer the best value. It was considered to have entertainment staggered throughout both days and to use our PA system for background music at other times. The idea of having a silver or brass band was raised to balance out the entertainment on offer. Hours of the festival will be 10am-4pm each day. Stall booking will cost £15 per space per day for vendors bringing their own gazebo and £25 per space per day for vendors utilising one of the PC’s eight gazebos. The large banner will be put up from 7th August using the existing banner and ordering the date change sticker. General advertising will begin after Easter to encourage more visitors to plan to join.
EC10/01-23 To consider the date and budget of the Christmas lights switch on
Before this discussion could get underway, Remembrance Day was raised and a budget of £155 was agreed to cover the cost of the bugler and poppy wreaths. The date for the Christmas Lights switch on was RESOLVED as 24th November with a budget of £595. This should pay for the Christmas tree and incidentals as it is assumed the lighting from 2022 can be reused and that no further electrical works will be required. The mince pie and mulled wine stall is cost neutral to the PC. The Deputy Clerk will provide a breakdown of the income and expenditure of the 2022 Christmas event as the Committee understood it was not a money losing event.
It was RESOLVED to bring back the Christmas Lights competition amongst the local businesses with a trophy for the winner and certificates for 2nd and 3rd place. Judging panel to be decided nearer the event date.
EC11/01-23 Blue Anchor Friends discussion
The Chair enquired about the BAF using the Green for a day in the season for their summer fete. The Clerk will advise the daily rate to hire so that it can be communicated to the BAF for their consideration.
EC12/01-23 To resolve the date of the next Events Committee meeting
It was RESOLVED that the next ordinary meeting of the Events Committee will be held on Monday 6th March at 10:00 am at the Church Hall, Church Lane, Chapel St Leonards
Having concluded the agenda, the meeting was adjourned at 1:55pm.