2025 Events & Fundraising Minutes

Cherry Willingham Parish Council

Minutes of Cherry Willingham Parish Council’s Events and Fundraising Committee held on Tuesday 10th June 2025 at 19:00 in the Millenium Hall

Present: Cllr. S Bates, Cllr. A Burge, Cllr. Mrs. Burge, Cllr. R Pitchford, Cllr. Mrs. Pitchford, Cllr.Palmer, Mrs J Laity

1. To elect a Chair of the Committee 

RESOLVED unanimously to elect Cllr. R Pitchford

2. To elect co-opted members on to the Events and Fundraising Committee

Mrs. Laity, Sue Shaw and Graham Shaw have filled in the relevant paperwork which will be forwarded to West Lindsey. Paul Strickland has indicated that he is more than willing to volunteer and help at any events but does not want to commit to being a co-opted member. Expression of thanks to Paul for all his help and hard work at the Dog Show and other events. Attempts have been made to contact people who responded in the survey for volunteering, but there have been no answers.

3. To elect a Vice-Chair of the Committee

RESOLVED unanimously to elect Cllr. Bates

4. To elect a minute taker

RESOLVED unanimously to elect Cllr. Bates

5. To note and record apologies and absences

Cllr. Mrs Robinson

6. 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.

Cllr. Bates declared an interest in the future events, being a contractor for the Gala. To sign a dispensation.

7. To receive the minutes of the meeting held on 13th May 2025 and approve them as a true record

RESOLVED unanimously to approve the minutes of the 13th May 2025 as a true record. 

8. To elect a member of the Finance and General Purposes Committee

RESOLVED unanimously to elect Cllr. R Pitchford

9. To receive feedback and a report on the ‘Fun Dog Show’

Cllr. Bates gave a brief report on the Dog Show. Despite the appalling weather in the afternoon the show was a success. Feedback from the participants was very positive. It was felt that the weather forecast may have kept some people away and several of the stall holders did not turn up without any notice. The format worked well and the prizes were much appreciated. After the rain cleared, participants returned for the last 2 classes.

So far the total raised is £553.50 including sponsors and a donation. Toilets, insurance and rosettes covered by the budget. Still people saying they didn’t know anything about it, despite the posters, Facebook etc. If it is to become an annual event it might be a good idea to have a banner like the one for the Annual Parish meeting. Should try again next year with Townlands. Decision made that it should become an annual event, the first Saturday in June. Date for next year will be 6th June 2026. Chairman offered a vote of thanks to Cllr. Bates for her professionalism and hard work in running the ring and acting as MC. Next year we only need 1 toilet, and we will add 1 category (best child handler).

10. To receive an update on the FCC grant application and the Events and Fundraising participation.

Purchase order for the zip wire placed today, and should have an installation date soon. Cllr. Mrs. Burge has a list of 15 grants, some of which may be available to this committee. West Lindsey are running some online workshops about grants and how to apply. Any grant application must go to full council. Would it be an idea to have a ‘task and finish’ force to look at likely grants.

11. Future Events

12. Gala: Cllr Pitchford reported on progress so far:

43   stalls (vendors, inc. some charities). Deposits and Certificates of public liability have been received from roughly half.

Music – 2 so far. Appeal for members to source more, preferably with no charge! Dean Semper has agreed to let us use a flat bed trailer as a stage, but do not know the dimensions yet.

Children’s entertainment – fairground rides, bouncy castles, maze, Ride on Time.

Food vendors – 5, including coffee, pizza, ice cream, burger vans (1of which will be placed on the pub car park by request of landlord). Pub will not be serving food but will sell beer in plastic glasses.

Church, Scouts (litter-picking), Cherry Judo (will run demonstrations and also run the car park for us), Carlton football (penalty shoot-out, dribbling competition)

Still not sure about Vippies and the CO-op

Cherry Bowls running fun session but will not serve teas etc.

In the car park – classic cars + British Legion riders (motorbikes)

2 toilets have been booked.

Cllr Pitchford would like as many councillors as possible to walk the area of the gala. Will need to be a map with spaces allocated for stalls. Many will be 3 square metres with the car behind the stall.

Question whether the PC should have a stall? Meet the councillors, tombola or water/wine game. Will depend on what the Church are doing.

Do not have to have First Aid on site, as long as it is in the Risk Assessment. De-fib at the Pub, otherwise dial 999.

Lost children tent?

No notification yet re any flypast.

Should print some A5 flyers which could be handed out at the schools etc.

2. Light switch on: Cllr. B Robinson will be sourcing the new lights, The Vine is booked, VocaLisa is booked (they would like to be inside this year), Cllr. Palmer would like to create a grotto in the children’s area. Will we get a free tree this year? Cllr. Pitchford will talk to Dean Semper and Cllr Mr Burge will look at trees offered by members of the Speedwatch team. Cannot go to Fillingham yet.

3. Christmas Quiz: Village Hall booked. Cllr. Palmer will not be available this year so somebody else will need to be instructed on the best way of dealing with the pies in the oven!

4. Other event suggestions: the Survey Monkey questionnaire did not produce any event suggestions.

Film mornings, car boot, yard sale, beetle drive (light nights), bingo, use Vine as warm space for afternoon tea or soup & sandwich.

These will go forward to next meeting.

12.  Date of next meeting

Wednesday 23rd July 2025, 10:00, Millenium Hall.