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HALSTEAD TOWN COUNCIL |
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DRAFT MINUTES OF EVENTS COMMITTEE MEETING PUBLIC SESSION MINUTES 24 August 2026: at 19:00 |
Membership:
| Councillor Jackie Pell | Chairman | Present |
| Councillor Linda Hilton | Vice Chairman | Present |
| Councillor James Bond | Present | |
| Councillor Malcolm Fincken | Present | |
Also in attendance: Cllr Paul Nunn, Cllr Isi de Rocha, Ian Tinton, Sue Jenkins, Martin Lawrence, Christine Lawrence, Teresa Cooper, Ashley Cooper, Moira Fooks, Graham Fooks,Peter Hickling, Sandra Newman, Stuart Eade, Gayle Eade, Martin Hunnable, Marion Edwards, R.J.Hewitt, Pat Rayner, Amanda Halloran, Chris Bridgeman, Pete Caulfield, Kevin Edwards, Nicola Willis, Anne Bannister, Stephen Rollingson, Linda Rollingson, Mark Hobbs, Karen Hobbs, Jill Clanford, Pete Clanford, Nigel Bolland, Kimberley Hammond, Annette Smith, Emily Hume, Sean Howe, Sarah Greatorex (Town Clerk)
25/26 Ed Merry (Administrator) had sent his apologies for personal reasons.
26/26 There were no declarations of interest.
27/26 Public Questions
Sean Howe said that he had recently spoken to Cllr Hilton, about contributing to the late-night shopping event planned for 28 November. He remembered previous late-night shopping events some years ago, and would like to bring back some of what they offered. He could offer a small sound system in the High street, possibly local dancers and a food truck nearby. He runs a local events company.
Nicola Willis said she thought it wise not to continue with the torches, but asked what changed. She is a proud volunteer at the Empire, and felt that there would be other volunteers who would step forward to help. She suggested the council should explain its reasoning to the public.
Cllr Isa Rocha stated that the decision in the minutes of the meeting of 13 July was not clear, asked why the risk assessment was done only later, and why the decision went to the press before the residents were told.
Cllr Bond explained the reasoning behind the decision not to have flaming torches at the 2026 procession. The event had become very large and popular, with numbers reaching 1000. The smaller event could be managed by the Town Council team, but the current size of the event is beyond the resources of the Town Council. Staff are unable to keep the distance between rows and cannot stop bunching. Clothing is made of different, more flammable materials nowadays.
The Town council will still provide an event, with a laser display, pyrotechnics and a snow machine. Some people are relieved, although they are sad. The Town council is doing its best to run a safe event.
They are also looking at other possibilities in future, using an event management company to run the event safely. Cllr Bond said that he had issued the statement to the press, and he takes responsibility for the Minute not being as clear as it might have been. Those present were sure of the decision. He also reminded those present that no member of the public can demand that an item be put on the Agenda.
Cllr Fincken spoke in support of Cllr Bond’s statement, saying that councillors were not killjoys, but had taken the advice of the local police and fire services, who had been very concerned. In addition, the fire service had said that they could not guarantee that they would attend, as they might be called away to another incident which would take priority.
Up to 100 marshals would be needed to control a crowd of the size seen in recent years, and they would need to be fully trained and confident in confronting people.
The route past the petrol station could not be continued, and the procession would have to be rerouted.
Other similar processions run in other parts of the country tended to be run by volunteer organisations.
Cllr Hilton commented that all these points had already been discussed at the Events committee meeting on 2 July.
Cllr Bond proposed, seconded by Cllr Fincken, that Standing Orders be suspended to allow for further Public questions. This was unanimously agreed.
Graham Fooks stated that he was upset that the tradition will be lost, but felt it was the right decision. He did feel that the council should have let the public know earlier.
Annette Smith wanted to know how the risk has changed, but was reassured to hear that the carol service would go ahead after the procession.
Cllr Bond proposed, seconded by Cllr Fincken, that council move back into Standing Orders. This was unanimously agreed.
28/26 To consider recommending the adoption of the Event management plan, risk assessment, and safety management report for the Light Procession.
Cllr Bond proposed, seconded by Cllr Fincken, that the Events committee recommends that HTC adopts the Event management plan, risk assessment, and safety management report for the Light Procession, with the Town Clerk as the Event manager, and using a traffic management company, with no lit torches, on clear safety grounds. It was agreed that there would be a review in early 2027. This was agreed with 3 in favour.
29/26 To note the Minutes of the Safety Advisory group meeting of 10 August.
Cllr Fincken proposed, seconded by Cllr Hilton, that the Minutes of the Safety Advisory group be noted, and that the recommended safety measures be carried out before the event. This was unanimously agreed.
30/26 Cllr Fincken proposed, seconded by Cllr Hilton, that food vans be selected to attend the Light procession event, and to attend the opening of the public gardens on 5 and 19 December. This was unanimously agreed.
31/26 Cllr Bond proposed, seconded by Cllr Fincken, that the Laser display proposal, pyrotechnics and snow machine plan be noted, the entire process to be managed by the laser display company. This was unanimously agreed.
32/26 To agree the timetable and costs for 28 November.
Cllr Bond explained that he and Cllr Hilton had visited all the shops in the High Street, in order to engage their interest in the events in the High Street. The aim this year was to move the events away from the pedestrian area at the bottom of the town and into the High Street, and particularly The Centre, which has been neglected.
Cllr Fincken proposed, seconded by Cllr Bond, that the event programme suggested for 28 November and the costs it would incur be approved. This was unanimously agreed.
33/26 To consider installing power points in the lampposts to professionalise the lights operation
Cllr Bond proposed, seconded by Cllr Fincken, that, subject to the agreement of Highways, the proposed installation of power points in the lampposts be noted.
This was unanimously agreed.
The meeting closed at 20.10