ECC May 2019 Minutes
Deeping St James Parish Council
The Institute, 38 Church Street, Deeping St James, Peterborough PE6 8HD
e-mail: clerk.dsjpc@btconnect.com
Tel: 01778 343266
Webpage: parishes.lincolnshire.gov.uk/deepingstjames
Parish Clerk: Julie Fortnum
The minutes of the Events Committee held at 7pm on Thursday 30 May 2019 in the meeting room at The Institute.
Present: Councillors Bowell, Fox, Green, Halls, Kornfeld, Thomas and Gilbert (ex officio)
Assistant Clerk
1.20 To elect a Chair.
It was proposed by Councillor Thomas, seconded by Councillor Bowell and Resolved that Councillor Stevens would remain the Chair.
2.20 To receive apologies of absence.
Apologies were received from Councillor Dilks and Councillor Hall
3.20 To receive declarations of interest.
None received
4.20 To agree the minutes of previous meeting held on Thursday 7 March 2019.
Agreed and signed as a true copy
5.20 To receive a report of progress in relation to matters arising from the minutes not dealt with elsewhere on the agenda.
Councillor Stevens reported that there had been a good turn out to the opening event of the trim trail on Jubilee Park and it is being well used. The litter pick held as part of The Great British Spring Clean had once again been a great success and the assistant clerk was asked to prepare certificates for the Deepings Youth Group as many of them had volunteered with the litter pick.
It was agreed by all that the APM had been very well attended and new ideas for next year were discussed, one being the need for an idea for a ballot to involve all who attend the evening.
6.20 To consider and agree the Parish Council’s involvement at the bark in the park event to be held on Sunday 16 June 2019.
As in previous years the parish council gazebo will be erected at this event and a ‘buzzer game’ and bar skittles will be available to encourage engagement with the community. Councillor Green agreed to deliver the gazebo and volunteers are needed to man it. Councillor Gilbert gave apologies for not being available on this day.
7.20 To consider and agree the Parish Council’s attendance to be the Rose and Sweetpea Show to be held on Saturday 29 June 2019.
The committee voted unanimously that the parish council gazebo and buzzer game should be manned at this event as it is an excellent opportunity to engage with the public.
8.20 To consider and agree the Parish Council’s attendance at The Deepings Carnival on Sunday 30 June 2019.
Councillor Green agreed to deliver the parish council gazebo and buzzer game to this event and Councillor Thomas agreed to book the stand immediately to ensure the parish council did not miss the opportunity to attend this event.
9.20 To receive an update about holding an event to thank and engage with individuals and groups who volunteer in the community including when to hold such an event (national volunteers week is the first week in June)
The committee agreed to that the suggestion to hold such an event was a good idea and for it to be held in a quieter and calmer environment would allow a better atmosphere for engaging with the invitees.
It was agreed to Recommend to the Council that DSJPC continue with their Christmas drinks in December 2019 and then in June 2020 an event that has been budgeted for and costed be organised.
10.20 To review the terms of reference and delegated powers of this committee as written in the Parish Council’s Standing Orders – appendix 1
It was proposed that the amendments below be made and a final decision on the wording be agreed at the October Events committee meeting.
Amendment to Terms of Reference
(i) community engagement to replace community events
(ii) to have the ability to obtain adhoc funds for an unplanned event
(iii) to be replaced with – All other activities/actions of the Committee to take the form of a recommendation to the Council for decision.
11.20 To agree the date of the next meeting – Thursday 11 July 2019 at 7pm to include Remembrance Day events
October meeting to agree SO and Terms of Reference.
Meeting finished at 8.35pm