17th May 2022 Jubilee Committee
MINUTES OF MAREHAM LE FEN PARISH COUNCIL JUBILEE COMMITTEE HELD ON 17th MAY 2022 AT 7.00PM IN THE COMMUNITY CENTRE
Present: D.Hill (Chair), S.Millen, J Hazelwood, C Hazelwood
Clerk: A. Everard
Members of the public present: 2
JC19/22. Apologies for absence
None received.
JC 20/22. Declaration of Committee Members’ interests in accordance with the Localism Act 2011 and consideration of any dispensations.
None were declared.
JC21/22 To approve the minutes of the meeting of 19th April 2022
Proposed by Cllr Millen and seconded by J. Hazelwood and approved and signed.
JC 22/22 To consider and approve the timetable of events for the Jubilee in the parish and ensure that relevant roles, duties, bookings and engagements have been made.
The committee discussed the current proposals and timetable
For the whole Jubilee weekend
- Scarecrow weekend – Patricia was already advertising this on Facebook with rosettes for the best and a caption competition in the Community Centre were planned. 21 registrations so far.
- The Community Centre website, Parish Council website and noticeboards will have details of what is on and where for anyone needing to look it up.
- A Village Trail and Quiz will be available to everyone to have a go filling in to be returned by 4pm Sunday afternoon at the Community Centre or to a Committee Member. Certificates to be presented and some prizes. Proposed Cllr Millen and seconded C. Hazelwood and approved RESOLVED for a budget of £50 for the Clerk to use the debit card to print the Village Trail and Quiz paperwork.
- The church with activities will be open Friday, Saturday and Sunday.
Thursday June 2nd
- Church bells will be rung at 9.15pm for two minutes to celebrate the 70 years HM The Queen has reigned and householders will be asked to come outside and join in a Community Clap. Arrangements confirmed.
Sunday June 5th From 11am until 4pm
- Handsons – booked and will be selling pre-ordered Picnics in a Box and also provide a BBQ from 12noon.
- Sparkle Entertainment booked for a Family Disco in the evening 6pm until 10pm
- Evergreens Miniature Railway hope to be present during the day and have provided a £13 token. Insurance confirmed. The track will need to be down the night before and grass cut needed in advance of that so ground is level.
- ‘Guess the weight of the Dog’ competition planned to raise funds for charity.
- The Community Centre bar will be open for Pimms and Cream Teas from 12noon.
- LGM Events booked for bouncy castle and characters and some First Aid cover and further discussions will be undertaken to ensure that sufficient budget has been allocated to this. LGM Events had not been able to attend the walk around and planning session so still a need to allocate enough area to them.
- Picnics on The Green will be encouraged throughout the whole event.
- WI will have a cake stall near the gate to the Church.
- Lincs Ark willing to take up a stall and will provide a raffle
- Garden Club confirmed.
- Cllr Millen has arranged to have a traditional games area – Ski Ball, Bean Bag throwing, Stocks, Pig-Pelting, Splat the Rat, and is looking for suitable equipment for a ‘Hook a Duck’ game – some volunteers are required to supervise and control the area.
- Some volunteers may be needed to set up and clear up and maybe supervise areas during the event.
- Lucky squares to be used to raise some funds for a donation towards a charity such as LIVES or the Air Ambulance.
Community Centre grounds will be available from 9am for setting up.
Community Centre tables and chairs will be available if needed.
J. Hazelwood confirmed with the pub that they will have a bouncy castle and face painting on Sunday 5th June and a band on Saturday 4th June.
Communication - A poster will be prepared. The Community Centre noticeboards and website can be used and the parish council website is also available. Flyers and posters to be prepared for distribution. It was proposed that a £100 budget for printing be approved proposed by C. Hazelwood and seconded by Cllr Hill and approved RESOLVED for the Clerk to order printing of posters and flyers for the Jubilee event with a budget of £100.
JC 23/22. To confirm the spending that needs to be incurred for the Jubilee events within the agreed budget provision.
Spending commitments were £275 Sparkle Entertainment and £140 for LGM Events but discussions were being undertaken with LGM Events to ensure it was sufficient. The parish council is in discussions about the future of the Football Playing Field and this Committee proposed by Cllr Hill and seconded by J.Hazelwood and approved RESOLVED that the Clerk obtain a quotation from IDVerde to get the grass cut in the Football Playing Field prior to the Jubilee weekend within current budget.
JC 24/22. To consider and agree the development of risk assessments for forthcoming events.
The Committee would expect external suppliers and groups to have their own insurance in place and risk assessments. The community centre and the parish council also had insurance in place. Patricia provided a risk assessment for the ‘Guess the Dog’. A formal risk assessment for the Sunday event had been prepared and Cllr Hill proposed and Cllr Millen seconded and approved RESOLVED to adopt the risk assessment.
JC 25/22. Any other Jubilee-related matters that need to be considered by this committee or by the parish council at this meeting or at forthcoming meetings.
It was requested that the national anthem to be played at some points during the event
The Community Centre has got the Jubilee flags and bunting and an A-Frame board for advertising the event on the main road, etc. Further communication would take place via flyers and posters and Facebook.
Cllr Hill will prepare an A3-sized poster for the event. J. Hazelwood will check if it is possible to use the advertising hoarding.
The meeting closed at 20.10