2025 Events & Fundraising Minutes

Minutes of Cherry Willingham Parish Council’s 

Events & Fundraising Committee held on Wednesday 5th February 2024 at 19:00 in the Millennium Hall.

Chair of the Committee Cllr R Pitchford

Vice-Chair of the Committee Cllr S Bates

Present: Cllr R Pitchford - Chairman, Cllr S Bates - Vice-chair, Cllr J Robinson, Cllr A Burge, Cllr Mrs Burge, Cllr K Mellor Cllr D Pitchford, Mr P Stickland, Mrs J Laity

1. To elect a minute taker.

RESOLVED unanimously to elect the Clerk

2. To note and record apologies and absences.

Cllr M Palmer

3. To record declarations of interest by any member of the council in respect of the agenda items listed below.

Members declaring interests should identify the agenda item and type of interest being declared

To note dispensations given to any member of the council in respect of the agenda items listed below.

NONE

4. To receive the minutes of the meeting held on 04th December 2025 and the notes taken from the working party on the 8th January 2025 and approve them as a true record.

RESOLVED with 1 abstention to approve the minutes from the  04th December 2025 as a true record.

RESOLVED with 1 abstention to approve the minutes from the working party on the 8th January 2025 as a true record.

5. Updates, Open Items, Actions.

   1. To discuss and agree any actions for the Beetle Drive  on 21st  February  2025.

No tickets have been sold to date. The Clerk will give the event one more push for another 

week. The event will only run with a minimum of 30 tickets. The Clerk will check with the 

Church Hall on their cancellation policy. The event will be cancelled as of 12th February 

2025 if it is not subscribed to by this time

6. Future events

   1. Fun Dog Show Lead: Cllr S Bates 07th June 2025

Planning for events will now involve more preparation time to allow for bigger and better events. It was agreed to arrange a meeting with Vippies, Cllr M Palmer, Cllr S Bates, and, Vippies were a major sponsor last year. The stalls will be positioned closer to the event rings. All sponsors from last year to be approached again too.

The event will run from 12pm to 4pm. Food vendors will need to be approached and organised, as this was identified as an area for improvement from the previous year. The ice cream vendor will be requested to provide dog-friendly ice cream.

Scheduling times for the categories was also a suggestion from the feedback. It has been proposed to have 10 classes this year, with each category having a 20-minute window, making the total event duration approximately 3 hours and 20 minutes.

The classes and their times will be advertised in advance to reduce waiting times for attendees and to stagger the registration process.

The 10 categories are as follows:

The Clerk & Cllr S Bates to create a draft poster asking for local stall holders. There is space for a maximum of twenty stall holders

Stall holders will be charged £10 per stall and food venders to be £10 + 15% of their takings.

Cllr J Robinson left the meeting 19:35

2. Gala/ Produce Show  Lead: Cllr R Pitchford 02nd August 2025

Cllr R Pitchford & the Clerk to draft a poster, and an advert for local stall holders to be put out too.

3. Light Switch On Lead: Cllr Mrs Burge 29th November 2025

DEFERRED

4. Christmas Quiz Lead: Cllr A Burge 13th December 2025

DEFERRED

5. Other Event suggestions welcome (eg Warm Space )

Ideas shared

It was suggested that CWPC has a subscription with Survey Monkey and that the Events & Fundraising committee could use this facility to connect with the residents of CW to find out what they would like to see in terms of Events and what the fundas are used for.

The Clerk and Cllr D Pitchford to draft a survey.

7. To resolved to purchase replacement christmas lights for the up and coming lights switch on event 2025

RESOLVED unanimously to approve the sum of upto £200 for replacement lights, to take to FC for ratification.

8. Date of next meeting

RESOLVED 5th March 2025

__________________________ ______________

Signed Cllr R Pitchford   Date