15th March Jubilee Committee
DRAFT MINUTES OF MAREHAM LE FEN PARISH COUNCIL JUBILEE COMMITTEE HELD ON 15TH MARCH 2022 AT 7.00PM IN THE COMMUNITY CENTRE
Present: D.Hill (Chair) P. Bourn, S.Millen, J Hazelwood, C Hazelwood.
Clerk: A. Everard
Members of the public present: 2
JC 1/22. Election of Chair and Vice Chair of the Committee
Cllr Hill was proposed and seconded and unanimously approved
RESOLVED that Cllr Hill is the Chair of the Jubilee Committee.
There were no nominations for a Vice Chair so the role was not filled.
JC2/22. Apologies for absence
Apologies received from J. Loveridge and S. Augur.
JC 3/22. Declaration of Committee Members’ interests in accordance with the Localism Act 2011 and consideration of any dispensations.
None were declared.
JC 4/22. To consider and note the Terms of Reference for the Committee.
The Committee reviewed the Terms of Reference and no changes were required.
JC 5/22 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 and planned to have rosettes for the best and a caption competition also planned.
- 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.
- Cllr Bourn has spoken to Gleesons, the developers, and is seeking a replacement for the commemorative tree recently lost and possibly one to commemorate the Jubilee. Potential locations and tree types were discussed.
- The church plan to be open Friday, Saturday and Sunday.
Thursday June 2nd
- Church bells to be rung at 9.15pm to celebrate the 70 years HM The Queen has reigned and householders will be asked to come outside and join in a Community Clap – Cllr Bourn will speak to the churchwardens about the bellringer to ensure it is confirmed.
Sunday June 5th
- Handsons – Hog Roast – booked
- Sparkle Entertainment booked for a Family Disco in the evening
- Evergreens Miniature Railway hope to be present during the day and will provide a prize.
- ‘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
- LGM Events booked for bouncy castle and characters and some First Aid cover.
- Picnics on The Green will be encouraged
- WI appear willing to provide a stall
- Lincs Ark willing to take up a stall
- Garden Club confirmed.
- Cllr Millen is planning 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 may be needed to set up and clear up and maybe supervise areas during the event.
It was not known at this meeting what was happening at the local pubs but information was awaited.
The Committee was very appreciative of the donation of two £10 off food and drink vouchers made by the Red Lion, Revesby to be used as a prize.
JC 6/22. To confirm the spending that needs to be incurred for the Jubilee events within the agreed budget provision.
Spending commitments so far were £275 Sparkle Entertainment and £140 for LGM Events. The parish council has also approved a grant to the primary school for the purchase of commemorative mugs for the pupils costing £449. It was recommended that the remaining budget was carried over to the next financial year.
JC 7/22. To agree the information that will be included in the parish council newsletter to be distributed in early April.
It was agreed that information about the planned events was included. Cllr Bourn was asked to see if Gleesons may wish to make a short statement to include in the newsletter. It was also thought that it may be useful to ask any helpers to come forward and if there were any other offers of prizes that would be appreciated.
JC 8/22. 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. A formal risk assessment would need to be prepared prior to the events. As long as there was adequate supervision in place most activities would not appear to increase risks to individuals who take part. The Clerk was asked to look into the format that was needed for this item.
JC 9/22. 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.
Adequate parking and grass-cutting needed to have been undertaken in the Playing Field as long as it is available. This would be raised at Parish Council meeting.
JC 10/22 Dates and times of the next committee meetings.
The date of the next meeting will be 19th April 7.00pm
The meeting closed at 20.35