Events Working Group Meeting May 2026

Events Working Group Meeting Notes
Held on Tuesday 12th May 2026 at 19:00
Meeting Room, St Andrew’s Community Centre, William St, Saxilby, Lincs, LN1 2LP

Council Administration

EM26/5 1. To elect a Chair for the Working Group (Councillor as per TOR)
Having proposed by VH and seconded by PH, it was RESOLVED to elect Councillor Shepherd as Chair.
EM26/5 2. To elect a Vice-Chair for the Working Group
Having proposed by HW and seconded by EB, it was RESOLVED to elect Vicki Hewes as Vice-Chair.
EM26/5 3. To agree a councillor to produce agendas and notes to send to the Clerk for review
Having proposed by VH and seconded by PH, it was RESOLVED to elect Councillor Wheatley to produce agendas and notes to send to the Clerk for review prior to meeting/committee, as per TOR.
EM26/5 4. Note attendees
· Councillor Shepherd – Chair (DS)
· Vicki Hewes, Saxilby Public Recreation Ground Charity - Vice-Chair (VH)
· Councillor Wheatley - Notetaker (HW)
· Councillor E Bowden (EB)
· Peter Hewes, Saxilby Public Recreation Ground Charity (PH)
· Nicola Lang, Saxilby Sports Hub (NL)
EM26/5 5. Note apologies for absence
Jackie Howells, Councillor Truscott
EM26/5 6. Receive declarations of interest in accordance with the Localism Act 2011
No declarations of interest
EM26/5 7. Approve notes from Tuesday 7th April 2026 as minutes
Having been proposed by Vicki Hewes and seconded by Peter Hewes, it was RESOLVED to approve notes from the previous meeting 7th April 2026 as minutes.
EM26/5 8. Note the meeting action log
Noted
EM26/5 9. Note the 2026 Events Calendar
Noted
Action: DS to update with MUGA official opening, once date agreed by MUGA working group
Action: DS to update with Christmas Wreath Making workshop, once date is confirmed
Additional
Include the following standing items on every agenda, as requested by DS, to ensure effective and consistent monitoring of the following areas:
i. Progress of previous agreed actions
ii. Action log
iii. Events calendar
iv. Burial ground (March to November)
v. Fundraiser days
vi. Any upcoming events – as discussed with Chair
vii. MUGA updates – until project completed
viii. Family Fun Day – until project completed
ix. Christmas planning

Main Business / Discussion Items

EM26/5 10. Feedback on the April Burial Ground Volunteer Session and agree plans for Thursday 21st May session and future actions
HW had written a review of the last volunteer session. HW has requested new plants to be sourced for: under the notice board and along the entrance path border.
VH asked if it was worthwhile continuing these sessions. Councillors present agreed that public participation and feedback had been positive and that it was worthwhile continuing for now.
Cllr Wheatley volunteered to be lead councillor; no other councillor declared an interest in doing so.
Action: EB to investigate suitable perennial plants for the above-mentioned areas
Action: to request the purchase of plants up to £75
Action: DS to gain clarification of purchase procedure
EM26/5 11. Agree plans for Wildline Fundraiser on 22 May.
 

EM26/5 12. Start planning for Rewilding fundraiser Friday 24th July.
Concerns were raised that the proposed date falls after the school term, which may limit family attendance; 17th July was suggested, or the September date. Unsure what contact has already taken place. Action: DS to check what conversations Councillor Saunders has had with Ross and Eleanor
VH to coordinate with Ross and Eleanor to agree a more suitable date.
EM26/5 13. Finalise Picnic/games at the Recreation Ground – Saturday 6th June.
To increase community attendance, it was suggested to combine this event with the official MUGA opening. While a Friday is preferred, the exact date is yet to be confirmed. Suggested activities include large-scale games like rounders and tug-of-war. For insurance purposes, this would require an organisation, such as SAFC, to take the lead.
Action: DS to liaise with SPRG and MUGA group, re: official MUGA opening date.
EM26/5 14. Discuss a community Defibrillator Training Session and make recommendations to planning and development committee
HW informed the meeting that the caretaker has offered to contact Sam Kendall who had volunteered to deliver the training free of charge.
Action: HW to follow up possible Defibrillator training dates with the caretaker
EM26/5 15. Yard Sale update – Sunday 28th June.
On the morning of the event, Councillors Bowden and Wheatley offered to visit the ‘registered’ garages and post photos for comms to post.
To monitor the uptake of this event, the group would like access to have access to the map
Action: to request that the map of participants be saved on the Events shared drive for monitoring
Action: to propose a second member of Events be on the comms team to support weekend posts
EM26/5 16. To recommend to planning and development committee to promote on SPC Facebook page groups/sessions running in the Community Centre.
The group has concerns about the officers’ capacity to carry this out on a regular basis.
Action: HW to discuss with clerk re: recommendation
EM26/5 17. Discuss whether there is the potential for hosting a blood bank and agree next steps
It was suggested that this could take place at the village hall with funds received to be used towards the village hall roof.
Actions: NL investigate the feasibility of this happening in Saxilby
HW speak with Jackie Howells (Village Hall)

Agreed actions

• DS to update action log with MUGA official opening, once date agreed by MUGA working group
• DS to update action log with Christmas Wreath Making workshop, once date is confirmed
• EB to investigate suitable perennial plants for the burial ground
• DS to verify clarification of purchase procedure
• DS to check what conversations Councillor Saunders has already had with Ross and Eleanor
• DS to liaise with SPRG and MUGA group, re: official MUGA opening date.
• VH to coordinate with Ross and Eleanor to agree a more suitable date for Rewilding fundraiser
• HW to follow up possible Defibrillator training dates with the caretaker
• HW to speak with clerk re: capacity to post community page groups/ events on SPC Facebook
• NL to investigate the feasibility of a Blood Bank session in Saxilby
• HW speak with Jackie Howells about the village hall hosting possible Blood Bank session

Recommendations to Council / Committee

a. Agree proposed actions, arising from agenda item 10, regarding Burial Ground Volunteer sessions:
i. to purchase perennials for burial ground up to the value of £75
b. Agree recommendations, arising from agenda item 13, regarding Picnic/games at the Recreation Ground including:
i. to merge event with the MUGA opening ceremony; date to be agreed by MUGA working group
ii. to request that the community centre toilets be open during the event
c. Agree recommendations, arising from agenda item 14, regarding community Defibrillator Training Session:
i. that it is held in the community centre, open to the public
ii. that the community centre toilets be open during the even
d. Agree recommendations, arising from agenda item 15, regarding Yard Sale
i. to request that the map of participants be saved on the Events shared drive for monitoring
ii. to propose a second member of Events be on the comms team to support weekend posts

Next Meeting

EM26/5 18. Agree date and time of next meeting.
Next meeting date: Tuesday 9th June. 7:15-9:00pm.
The meeting closed at 20:40

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.