Minutes
Events Working Group Meeting
Saxilby with Ingleby Parish Council
Function Room (Upstairs), St Andrews Community Centre, William St, Saxilby, Lincs, LN1 2LP
7.15 Tuesday 11 November 2025)
Council Administration
EM25/11 1. Note Attendees.
Cllr E Bowden, Matthew Gillet, Peter Hewes, Vicki Hewes, Cllr Saunders, Cllr Shepherd, Holly Templeman, Cllr Truscott, Cllr Wheatley.
(4 members of the public in attendance)
EM25/11 2. Note apologies for absence.
No apologies given.
EM25/11 3. Receive declarations of interest in accordance with the Localism Act 2011
No declarations of interest
EM25/11 4. Approve notes from the previous meeting of Tuesday 7th October as minutes.
Having been proposed by Cllr Saunders and seconded by Cllr Shepherd, it was RESOLVED to:
Approve notes from the previous meeting 7th October 2025 as minutes.
EM25/11 5. Note the meeting action log.
Noted.
Main Business / Discussion Items
EM25/11 6. To agree not to proceed with the Wildlife Group within the Council, and for all actions previously given to sit under the group be transferred to outside groups – to include but not limited to; HOG and the issue around deer in the canal.
Agreed.
EM25/11 7. Discuss the cake sales/fundraising (previously coffee mornings) working with the Sports Hub, and start collating ideas – groups/advertising/raffles/cakes etc.
Sports Hub to confirm dates. Primarily agreed the groups to fundraise for. Cllr Saunders offered to contact the relevant groups and see if they wish for us to fundraise and in what capacity. Sports Hub are assisting, so will seek P&D approval to waive hire fees.
EM25/11 8. Discuss arranging the Tabletop Sale in March – Book function room, do risk assessment, who can help? what items do we want?
Discussed date, Peter and Vicki will check what is happening that day in relation to car parking and potential attendees. Will do as a general table-top/jumble sale where groups/residents can book a table. No fee for the tables but charge a small entrance fee to raise money for events. Table holders would need to take any unsold items away with them. Could include raffle. Start risk assessment.
EM25/11 9. Discuss Dutch Weekend – how can the council assist?
Discussed plans to date. They arrive Friday 3rd April and go back on Sunday. Main days are Friday and Saturday. Bar on Frida lunchtime until 11pm. Saturday all-day for bar and function room. Council to assist with official welcome, volunteer for activities. Request to waive room hire fees.
EM25/11 10. Go through potential events and prepare 2026 calendar in readiness to take to P&D committee for approval.
Finalised the events on the calendar, some dates still to be confirmed, but all should proceed.
EM25/11 11. Arrange a Grant Funding Workshop with Jody Raggo – open this to village groups/organisations (similar to previous meeting last year).
Recommend contacting Jody to hold a workshop in January or February.
Recommendations to Committee
EM25/11 12. Recommend to not proceed with the Wildlife Group within the council and all previous actions to sit under this group to transfer to outside groups.
Having been proposed by Cllr Saunders and seconded by Cllr Shepherd, it was RESOLVED to not proceed with the council Wildlife Group, and for all previous actions such as HOG and the issues of deer in the canal to transfer to outside groups.
EM25/11 13. Recommendations in relation to the Dutch Exchange Weekend.
Having been proposed by Cllr Wheatley and seconded by Cllr Shepherd, it was RESOLVED for council to assist with volunteers for activities, have an official welcome, and to seek approval to waive room hire fees.
EM25/11 14. Council to approve the 2026 calendar and all events currently listed within the council led and council supported activities.
Having been proposed by Cllr Shepherd and seconded by Cllr Wheatley, it was RESOLVED to seek P&D committee to approve the calendar and events listed to date.
EM25/11 15. Recommend that a Grant Funding Workshop is arranged – liaise with Jody for a suitable date.
Having been proposed by Cllr Saunders and seconded by Peter Hewes, it was resolved to seek approval to get a workshop booked for either January or February 2026, dependant on Jody’s availability.
Next Meeting
EM25/11 16. Agree date and time of next meeting.
Next meeting date Tuesday 9th December at 7:15pm – in the Function Room.
The meeting closed at 21:15.
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.