Minutes
Events Working Group Meeting Notes
Saxilby with Ingleby Parish Council
Function Room (Upstairs), St Andrews Community Centre, William St, Saxilby, Lincs, LN1 2LP
7.15 Tuesday 10 February 2026)
Council Administration
EM26/2 1. Note Attendees.
Cllr E Bowden (Chair), Peter Hewes, Vicki Hewes, Cllr Saunders, Cllr Shepherd, Cllr Wheatley
EM26/2 2. Note apologies for absence.
Holly Templeman, Cllr Truscott
EM26/2 3. Receive declarations of interest in accordance with the Localism Act 2011
No declarations of interest
EM26/2 4. Approve notes from the previous meeting of Tuesday 11th November as minutes.
Having been proposed by Cllr Saunders and seconded by Cllr Shepherd, it was RESOLVED to:
Approve notes from the previous meeting 11th November 2025 as minutes.
EM26/2 5. Note the meeting action log.
Noted.
Main Business / Discussion Items
EM26/2 6. Verbal feedback regarding the Dutch Exchange from councillors who attended the Exchange meetings. Put forward any recommendation.
Feedback given from Councillor Wheatley. Overview of Activities sheet handed out for information and discussion.
EM26/2 7. Discuss a de-brief meeting for 2025 Christmas Light switch-on, and Council managing potential 2026 event.
Discussed the need for a de-brief meeting with all relevant parties. It was felt that to aid co-ordinating efforts for a 2026 event, the Council should take the lead in organising – this could be done between the Office and the Events WG.
EM26/2 8. Not holding the proposed Open Sports Day for 2026.
Due to not knowing when the timelines for the MUGA project, it was felt to be more appropriate to wait until the MUGA grand opening, then see if sports groups wish to do something themselves on that day.
EM26/2 9. Second-hand Sale on 21st March – look through action plan.
Discussed plans to date.
EM26/2 10. Verbal update regarding Fundraising events.
Cllr Saunders gave verbal update on progress to date.
EM26/2 11. Great British Spring Clean – Discuss.
Discussed how we could support.
Recommendations to Committee
EM26/2 12. Note Dutch Exchange feedback and agree any recommendations.
Having been proposed by Cllr E Bowden and seconded by Cllr Wheatley, it was RESOLVED to note the feedback and put forward the follow recommendations to committee
a) Support the buffet by helping to make/provide cakes, pastries etc, and for any available councillors to help prepare the buffet on the Friday afternoon 2-5pm.
b) Available Parish Councillors to attend the ‘Meet and Greet’ and formal welcome.
c) There has been a request for the Hub to be able to return to the bar on Sunday to aid clean-up, and could this time be free of charge?
d) For councillors to help with risk assessments for the event.
e) The council to provide a display board for a photo display.
EM26/2 13. Arrange a de-brief meeting for the 2025 Christmas Light switch-on (to include all external parties who took part). To also recommend Council take the lead on planning 2026 event.
Having been proposed by Cllr Shepherd and seconded by Vicki Hewes, it was RESOLVED to
a) request to organise a 2025 de-brief meeting, open to all parties who took part.
b) Request that Council take the lead in organising the 2026 event, this can be done with support from the Events WG.
EM26/2 14. To not hold the Open Sports Day, but to tie-in potential sports groups with the opening of the MUGA.
Having been proposed by Cllr E. Bowden and seconded by Peter Hewes, it was RESOLVED to recommend to reverse the previous agreement to hold an Open Sports Day due to uncertainty around the MUGA timeline, and instead to see if the sports groups wish to do sessions themselves alongside the MUGA opening.
EM26/2 15. Note updates regarding Second-hand sale and agree any recommendations.
Having been proposed by Cllr Shepherd, and seconded by Cllr E Bowden, it was resolved to note update and to put forward the following recommendations to committee
a) For available councillors to assist on the day with first aid, cake stall, set-up/tidy away.
b) Time to be 1-4pm for the event (with set-up/tidy away to be added)
c) Suggested nominal fee for tables to be £5 per table
d) Proceeds from table booking and cake stall to go towards Westcroft Green Space project.
EM26/2 16. To agree to sign up to the Great British Spring Clean as a local authority.
Having been proposed by Cllr E Bowden and seconded by Cllr Wheatley, it was RESOLVED to recommend that the Council sign up as a local authority - this would be a council supported event.
Next Meeting
EM25/11 16. Agree date and time of next meeting.
Next meeting date Tuesday 10th March at 7:15pm – in the Function Room.
All future meetings to be held on the second Tuesday of each month, as this ties in with getting the update/recommendation out to the P&D committee.
The meeting closed at 20:27.
Please be advised that these are notes of the meeting and cannot in any way be regarded as the official minutes of proceedings until they are approved and signed at the next meeting.