Minutes
Events Working Group Meeting Notes
Saxilby with Ingleby Parish Council
Meeting Room (Upstairs), St Andrews Community Centre, William St, Saxilby, Lincs, LN1 2LP
7.15pm Tuesday 9 September 2025)
Council Administration
Councillors Present
Cllr Saunders, Shepherd
Others in Attendance
Chris Broadwith, Peter Hewes, Vicki Hewes
EM25/09 1. Note apologies for absence.
Apologies were noted from: Cllr Bowden, Cllr Bridge, Cllr Wheatley, Rev Jane. Sports Hub Representatives.
EM25/09 2. Receive declarations of interest in accordance with the Localism Act 2011.
No declarations of interest.
EM25/09 3. Approve notes from the previous meeting of Wednesday 13th August 2025 as minutes.
Having been proposed by Peter Hewes and seconded by Cllr Saunders, it was RESOLVED to:
Approve notes from the previous meeting 13th August 2025 as minutes.
Main Business / Discussion Items / Recommendations to Committee
EM25/09 4. Feedback on the Burial Ground Volunteer morning. Consider making this a regular session.
Feedback noted.
Having been proposed by Cllr Saunders and seconded by Peter Hewes, it was RESOLVED to have regular sessions – once a month between April to October. Cllr Saunders to liaise with office/Grounds team if approved by P&D.
EM25/09 5. Consider volunteer sessions to help maintain other areas in the village. E.g. Planted area outside Barnards Garage.
Other sessions to include the planted area outside Barnards Garage.
Chris (Girls Football Team) has volunteers wishing to update/refresh areas within Mill Lane for the betterment of the football teams. Have suggested he forward his ideas to the office to be included on P&D.
EM25/09 6. Update on the Wellbeing Clinic and Warm Spaces – Passed to Caretaker Supervisor to action.
Meeting has been arranged for Thursday 11th September for initial discussions and any Q&A.
EM25/09 7. Update on the Better Housing, Better Health Charity – Cllr Saunders has initiated Contact.
Initial email has been sent. Contact person is away until 17th September, so on hold until I hear back.
EM25/09 8. Update on the Open Sports Day – letters and poster now gone out. Admin has given Sports Hub a list of potential food vendors.
Some groups have already signed up – need to keep promoting.
Peter Hewes has advised that Council needs check food vendors certification as it is a council event. The walking football also needs to be through council to ensure insurance is in place.
EM25/09 9. Feedback on the Fun Day:
a) General
Feedback by Vicki/Peter – to be provided at debrief meeting on Tuesday 16th September
b) Council stall
Feedback by Cllr Saunders/Shepherd - to be provided at debrief meeting on Tuesday 16th September.
EM25/09 10. Update on activities for National Recycling Week 22-28th September.
a) Yard Sale – posters now out
Have already had some residents sign up, so a good start.
b) Litter-picking – TBA
Waiting for Cllr Bowden to get back to then arrange potential days/times.
c) Recycled craft workshop – Sports Hub, potential date Saturday 11th October 2025
Not heard any more from Sports Hub, need to confirm if this is still going ahead.
d) Craft ideas for comms – Cllr Saunders to progress
These are in progress and Cllr Saunders will liaise with Admin Assistant for comms posts.
EM25/09 11. Propose two councillors to join the Remembrance Working Group that is being set up by Rev Jane – as per her email 28/08/25.
Having been proposed by Cllr Saunders and seconded by Peter Hewes, it was RESOLVED to propose Cllr Shepherd and Wheatley.
EM25/09 12. Propose a date for Christmas Light Switch-on/Events meeting, to include all interested parties within the village.
Admin Assistant has arranged a meeting for Tuesday 16th September. Relevant parties have been invited.
Having been proposed by Vicki Hewes and seconded by Chris Broadwith, it was RESOLVED to propose Cllr E Bowden, Shepherd and Wheatley as councillors at the group.
EM25/09 13. Look at potential events for 2026 and start putting together a draft calendar.
Events discussed and calendar started – this will be ongoing as more events/dates added.
EM25/09 14. Agree next meeting date.
Next meeting date Tuesday 11th November at 7:15pm - it was felt that a meeting was not needed in October due to having separate Remembrance and Christmas meetings.
The meeting closed at 20.41
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.