ECC 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 meeting held at 7pm on Thursday 5 September 2019 in the Parish Council offices at the Institute.

Present: Councillors Bowell, Fox, Hall, Kornfeld, Stevens and Thomas.

The Parish Clerk took the minutes.

12.20 To receive apologies of absence.

Apologies had been received and were accepted from Councillors Green and Halls.

13.20 To receive declarations of interest.

None received.

14.20 To agree the minutes of previous meeting held on Thursday 30 May 2019.

These were agreed and signed.

15.20 To evaluate the community engagement events that have taken place during the summer of 2019.

Councillor Stevens advised that the Parish Council Gazebo had been set up at a number of community events throughout the summer months – the Rose and Sweet Pea Show, Bark in the Park Dog Show, the Carnival, the Raft Race and the Duck Race. A number of Parish Councillors (and representatives from the Signal box re-build group and the Welland footbridge group) had attended these events and they had all been a successful way to engage with the public. This Committee agreed to recommend that the Parish Council should purchase a table top electronic buzzer game to attract and entertain parishioners.

16.20 To consider re-commencing the monthly Councillors Surgeries now the summer community engagements events have finished.

This Committee agreed to recommend that the Parish Council recommence the monthly surgeries at the Deepings Library

17.20 To consider the organising of a Tree Summit inviting other stakeholders.

Councillor Stevens volunteered to contact the Woodland Trust to see what they would be able to offer in the way od speakers, information packs and free trees. The Clerk agreed to contact The Deepings School to see if the conference centre was available during the February school holidays. When the date and format of the event was known an invitation would be prepared and sent out.

18.20 To receive an update regarding the Remembrance events for 2019

Councillor Stevens confirmed that this year rather than from the Leisure Centre Car park the Remembrance parade would process from the Deeping St James United Charities garden on Church Street to the Priory Church. This would take place at 2.30pm on Sunday 10 November 2019. The Clerk advised the committee that the event had been registered with Lincolnshire

County Council who had been supplied with information about the roads to be closed, the diversion routes, the duration and numbers involved, the names of those who had attended the LCC/Lincolnshire Police road closure training and a road closure had been requested. A list of the required signage for the road closure had been provided and it was intended to borrow this from Market Deeping Town Council rather the Parish Council obtaining more. The Clerk also confirmed that the insurance company would be advised that the event was taking place. It was agreed that as well as the Royal British Legion and the Scouts, the Guides etc. the following groups should be invited to participate - the Army Cadets, The Deepings Lions, The Rotary Club of the Deepings, the Masonic Lodge, the Police, the Fire Service, the Red Cross the St Johns Ambulance. LIVES First Responders and the United Charities.

Councillor Stevens informed the committee of the challenges faced this year of agreeing a date for the joint remembrance working party to meet and reiterated that it had been agreed at the July Council meeting that in view of this Deeping St James Parish Council would work towards improving the remembrance parade to the Priory Church on the afternoon of 10 November 2019. A date for a joint remembrance working party had now been suggested for Tuesday 10 September 2019 however this committee agreed that the Clerk should reply advising that the delay in arranging this meeting had led to the parish council progressing with work towards improving the DSJPC parade and the work involved in organising this meant that the parish council would be unable to assist in organising the opening and closing of the garden of remembrance on 3 and 17 November however they would be more than happy to attend to support the event.

19.20 To consider holding a Recycling awareness event in conjunction with

SKDC

Councillor Thomas explained that after she had been approached by a number of parishioners who are confused about what waste goes into which bin and unclear what happens to their waste had contacted District Council who were interested in holding a meeting to educate the public. The Committee agreed to recommend that rather than a specific event the annual parish meeting (which The Clerk should contact the Deepings School to book on the conference centre on the evening of Tuesday 21 April 2019 ad that it should have an eco-friendly theme and one of the keynote speakers could be an individual from the District Council Environmental Services department.

20.20 To consider the organising of Carols in the Park 2019

Councillor Stevens advised that the Friends of Jubilee Park had already got the Salvation Army booked to perform at the event to be held at 7pm on Friday 20 December 2019 and she had contacted the new Vicar Revd. Mark Williams to be involved. The Clerk was asked to arrange insurance cover for the event, to contact Councillor Green to use his lights and generator, to contact local Musicians and Singers to see if they could attend and to purchase biscuits chocolates and mulled wine. Councillor Thomas also agreed that she would contact the Rotary to ask if they could bring the Sleigh.

21.20 To consider the organising of a volunteer’s buffet to be held in June 2020 – The Clerk had obtained costs for the hire of three venues and it was agreed that the Priory Hall should be booked for one evening during the week commencing Monday 1 June 2020. The Clerk was asked to obtain quotes for a buffet for 50 people and contact two individuals who may be able to provide entertainment

22.20 To agree the date of the next meeting – 7pm on Thursday 17 October 2019