July 2026 Minutes
Great Gonerby Parish Council - Events Committee Meeting Minutes
Held on Friday 3 July 2026 at 7.45pm
Memorial Hall, Belton Lane, Great Gonerby
Present
Cllr S. Gray (Chairman)
Cllr T. Knight
Cllr K. Morrall
In Attendance:
Arlayna Bennett (Clerk)
Caroline Marion (RFO)
EC26/001 Public Participation
No members of the public were present.
EC26/002 Apologies for Absence
No apologies were received.
EC26/003 Minutes of Previous Meeting
RESOLVED: That the minutes of the Events Committee Meeting held on 11 May 2026 be approved as a correct record.
EC26/004 Finance
EC26/004.1 Events Financial Report
The RFO report relating to the Events Account was received and noted. Members noted that the Events Account remained ring-fenced and separate from Parish Council funds. The balance on 31 March 2026 was reported as £3,157.07, representing a surplus of £1,151.40 for the financial year.
EC26/004.2 Events Bank Statements 2025/26
The Events Bank statements, payments and transfers for the 2025/26 financial year were received and noted.
EC26/004.3 Events Bank Statements 2026/27 to Date
The Events Bank statements, payments and transfers for the current financial year were received and noted.
EC26/004.4 SummerFest Budget Monitoring and Asset Register
The Committee received and reviewed the SummerFest expenditure report against the approved budget and noted the current financial position, including a remaining budget balance of £118.62.
|
Budget Monitoring |
£ |
|
Approved Budget |
1,500.00 |
|
Expenditure to Date |
1,381.38 |
|
Income Received to Date |
165.00 |
|
Remaining Budget |
118.62 |
Members noted that expenditure related principally to inflatables and the purchase of walkie-talkies, with stall income received to date of £165.00.
The Events Asset Register was reviewed and a current asset value of £1,024.00 was noted.
RESOLVED: To recommend approval of the updated Events Asset Register to Full Council.
EC26/005 SummerFest 2026 Update
The Committee received an update on planning and preparations for SummerFest 2026.
The Committee received and noted an update on event planning, volunteer arrangements, safeguarding, site management and operational preparations for SummerFest 2026
Wet Weather Arrangements
Members noted the contingency arrangements in the event of adverse weather:
- Musical performances to relocate indoors where necessary.
- Visitors to be advised to bring their own seating.
- Indoor accommodation to be available for users of electric wheelchairs and mobility scooters.
Volunteer Arrangements
The Committee noted the volunteer structure for the event as follows:
|
Role |
Number |
|
Event Manager |
1 |
|
Stage Manager/MC |
1 |
|
Parking Marshals |
2 |
|
Qualified First Aiders/Lost Child Point |
2 |
|
Bin & Litter Team |
1 |
|
Set-up Team |
6 |
|
Pack-down Team |
6 |
Volunteer duties include stewarding, stage coordination, parking management, litter control, site set-up and site clearance.
The Committee noted that final volunteer confirmations and role allocations remained outstanding and would be confirmed prior to the event.
Event Plan
The Committee requested receipt of the final event layout and operational plan when available.
Litter Management
The Committee noted that volunteer litter-picking arrangements had been organised for the duration of the event.
Parade and Dog Show
The Committee noted that the proposed parade and dog show had been cancelled.
Stage Management
The Committee noted that Karen Morrall would undertake responsibility for stage management and coordination of performers.
Insurance
The Committee noted that vendors and stallholders would be responsible for maintaining appropriate Public Liability Insurance. Additional insurance arrangements relating to specific event activities were being sourced and progressed as required.
First Aid and Safeguarding
The Committee noted that Karen Morrall and Les Morrall would act as designated first aiders during the event.
Members reviewed and noted the Lost Child Procedure. The main stage would act as the designated Lost Child Point and all volunteers would be briefed regarding safeguarding arrangements and procedures for reuniting children with parents or guardians.
Copies of relevant First Aid qualifications and DBS documentation would be retained with the event records where applicable.
Event Signage
The Committee noted that all event signage had been prepared and would be displayed around the site on the day of the event.
Event Safety and Compliance
The Committee reviewed the event compliance arrangements and noted that risk management, safeguarding, first aid, emergency planning and volunteer procedures were in place or being finalised for the event:
- Event Risk Assessment;
- Event Management Plan;
- Emergency and Evacuation Arrangements;
- First Aid Plan;
- Safeguarding and Lost Child Procedure;
- Incident Reporting Arrangements;
- Volunteer Briefings.
Members further noted that traders, contractors and activity providers would be required to provide relevant insurance and supporting safety documentation, including risk assessments, food hygiene certification, gas safety certificates and inflatable safety certification, where applicable.
The Committee also noted that performer registration and waiver forms would be completed to confirm responsibilities relating to equipment, safety and participation in the event.
EC26/006 Payments for SummerFest
Purchase of Walkie-Talkies
Members considered the purchase of walkie-talkies for use during SummerFest.
RESOLVED: To retrospectively approve the purchase of walkie-talkies.
EC26/007 Additional Matters
The Committee noted that:
- The Committee noted that a cash float of £200 would be made available for event cash handling and returned to the Events Account following the event.
- The Clerk would utilise the Council bank card in the absence of the RFO.
Meeting Closed: 9pm
Signed: _______________________________
Chairman: ____________________
Date: ____________________