Minutes
Events Meeting Minutes
7:00pm Wednesday 13th August 2025
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Councillors Present
Cllrs E Bowden (Chair), Bridge, Saunders, Shepherd, and Wheatley.
Others in Attendance
Lana Curtis and Nicola Lang - Sports Hub representatives, Rev Jane, and Peter Hewes.
Meeting
EM25/08 1. Receive apologies for absence.
None received
EM25/08 2. Receive Declarations of Interest in accordance with the Localism act 2011.
None declared.
EM25/08 3. Approve the notes of the Meeting of 13th July 2025 as minutes.
Approved. Proposed by Cllr Saunders, Seconded by Cllr Shepherd.
EM25/08 4. Note the Burial Ground Volunteer morning – was to be in July but now arranged for August.
Cllr Saunders was delayed in arranging a volunteer session for July but has since liaised with the Grounds Team and the morning of 28th August has been agreed, the time between 10:00-12:00. Laura has put a post out on comms.
EM25/08 5. Note that the Bra Bank is now in place – need to advertise this to residents and surrounding villages.
Noted. Discussed advertising regularly on Facebook; both in the village forums and the surrounding village forums. We also suggest advertising in the Foss Focus, local shops, ladies’ toilets, noticeboards and the school.
EM25/08 6. Update on the Wellbeing Clinic and Warm Spaces
Noted that Cllr Saunders will be liaising with the Wellbeing Clinic and the office to get sessions arranged for later in the year.
EM25/08 7. Update on the plan of action for VJ Day.
Flag raising at 15:00. See if Sally and Andy want to do the epitaph and the introduction of the Silence, as you normally have a service person doing that.
Rev Jane has the service printed off. Need to ask if the Parish Council have an official proclamation. Rev Jane has requested to see the proclamation, so she doesn’t repeat it in the introduction.
We have a bugler. Happy to have a two-minute silence.
Children could waive flags.
Act of commitment to peace, then walk to war memorial. Sports Hub and Council have a wreath.
Sing National Anthem
Cllr Saunders cannot make the event so Cllr E Bowden will do speech on behalf of council.
Final official blessing.
(Rev Jane will take out bits of the service we are not too sure about, then ask Lydia to print off enough for service.)
Sports Hub open for refreshments – will be setting up from 14:30.
Signs have organised an afternoon tea from 17:00.
Music/karaoke of War Songs.
Bellringers at 18:30 take part in the National ring for peace.
History display will be in the church.
EM25/08 8. Update on the proposed Open Sports Day.
Field has been formally booked for Saturday 27th September – cost to council for the field will be £10.
Sports Hub are booked and are getting volunteers in place for the day.
Not sure when football or cricket is on the field – to be confirmed.
Need to confirm how the information is going out to groups – Cllr Bowden will prepare a post to give to the office to send out to the sports and exercise groups.
This will be a free day, no charges.
Cllr Bridge has a rowing machine he is willing to bring down. Will need to seek council approval and have a risk assessment.
Food vendors – ice-cream, jacket potatoes. – need to seek council approval and council to arrange, Sports Hub may be able to provide contacts. Cllr Bowden to add this to the information going to the office.
No contingency plan if it rains. Hope for nice weather.
EM25/08 9. Update on the Council Stall at the Fun Day.
Need to ask Laura how many councillors have offered to assist on the day so we can sort out a rota for the stall.
See what we need to advertise for the NDP, however the NDP working group might be taking this on.
Need to showcase what the council actually do and what projects we have in the pipeline. Have the plans available for the Muga.
Need a plan of Westcroft Green and maybe ask people to come up with design ideas. This can go along with the consultation. Maybe suggest the children design a model either on paper or with Lego – could make this a competition. We could make entry forms to give out to children at the Fun Day. Possibly have some Lego at the stall to give some ideas.
Noted that there are banners in the village advertising the Fun Day, and it is advertised in the Foss Focus.
Need to have some poppies to display along with some knitting/crochet patterns to give out. We can request wool (red, purple, white) to donate to those who will knit/crochet them.
Could do a craft poppy making session at the stall – Cllr Wheatley to lead on this.
Recommend that the Waterfront have a separate stall – this will enable them to focus on their volunteer group and maybe start getting extra volunteers ready for next year.
A resident has donated cards and Teddies to enable fundraising. Sports Hub can take the teddies to fundraise for Wildline. See if we could sell cards at the stall for Westcroft. (Sports Hub could also sell cards and we could see if they could be available at the Warm Spaces sessions). Suggested card price £2.50 each of 5 for £10.
Sports Hub are holding a tuck shop.
EM25/08 10. National Recycling Week 22-28th September.
Need to put a comms post together for the garage/garden sale. Suggested date of Sunday 28th September.
Litter-picking, need to look at what areas to target, maybe put a comms post out asking where the problem areas area. Ensure the scouts are aware if they want to participate.
Cllr Saunders will look for recycling projects to go out on comms throughout the week (similar to the wellbeing week posts).
EM25/08 11. Review other potential events for remainder of the year.
Agreed that there is not time to arrange Summer craft events as we have the Fun Day and the Open Sports Day.
Hold an Autumn/Halloween craft session – suggested date Saturday 11th October in the Sports Hub, council to be supporting so no hire charge. Have a booking system same as the Easter craft session.
Nominate Cllr E Bowden to do the reading of the names for Remembrance Day. Office tends to sort this day out and ask for councillors to attend.
We need to set up a Christmas group to organise the light switch-on plus other events that day. Need to involve the pubs, village hall, church, recreation ground, council, and other interested parties. Check how much notice we need to give for the road closure. Get the Fun Day and Sports Day out the way, then start a group up.
Will look to do a comms post for the Christmas Advent windows. Rev Jane has done similar in the past so can get ideas from her – possibly link the windows with a quiz for the children.
EM25/08 12. Agree next meeting date.
Agreed to request Tuesday 9th September, to start at 19:15. (book room for 2 hours)
Meeting end 21:00.