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HALSTEAD TOWN COUNCIL |
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DRAFT MINUTES OF EVENTS COMMITTEE MEETING PUBLIC SESSION MINUTES 8 June 2026: at 14:00 |
Membership:
| Councillor Jackie Pell | Chairman | Present |
| Councillor Linda Hilton | Vice Chairman | Present |
| Councillor Janet Atkinson | Absent | |
| Councillor James Bond | Present | |
| Councillor Malcolm Fincken | Present | |
| Councillor Gemma MacAndrews | Absent |
Also in attendance: Sarah Greatorex (Town Clerk), Ed Merry (Administrator)
01/26 To nominate the Chair and Vice Chair of the Events committee
Cllr Hilton proposed, seconded by Cllr Fincken, that Cllr Pell be Chair of the Events committee. This was agreed unanimously.
Cllr Pell proposed, seconded by Cllr Bond, that Cllr Hilton be Vice Chair of the Events committee. This was agreed unanimously.
02/26 To consider the proposed terms of reference for the Events committee
Cllr Fincken proposed, seconded by Cllr Bond, that the terms of reference for the Events Committee be approved, and be brought to Full Council for approval.
03/26 APOLOGIES FOR ABSENCE
There were no apologies.
04/26 There were no declarations of interest.
05/26 There were no Public Questions.
06/26 To consider the report and minutes from the Safety Advisory Group meeting on 30 April 2026.
The overall feeling of the meeting was that, as numbers have risen over the years, the risks associated with this event have also increased, and the use of large flaming torches has become too dangerous. The Fire service aim to be at the event but cannot guarantee that they will be present as they may be called away to an emergency. It was agreed that there should be glowsticks for all, and a few larger symbolic plastic flame torches.
• No flaming torches to be used
• The complete road closure form to be sent to BDC
• Large symbolic plastic torches to be researched
• Better marshal training to be sought perhaps from BDC
• Fox and Herb to be used for any lost children, with appropriate signage and information in advance
• Tractor drivers to be asked to decorate tractors with lights
• A better sound system needed for the High Street
Cllr Fincken proposed, seconded by Cllr Bond, that HTC;
1. Engage a traffic management company – although many companies had been approached, only 1 quotation had been received, and this will be brought to Full Council for approval
2. Consider further restrictions on the distribution of torches
3. Purchase further loud hailers to enable easy communication in an emergency
07/26 To consider aspects of HTC outings
• The Administrator was asked to work out costings if the cost of the food for parties were to be included in the cost of the ticket in subsequent years.
• The language of the risk assessment to be changed from ‘escorts’ to ‘couriers’
Cllr Bond proposed, seconded by Cllr Hilton, that outings should have qualified first aiders, but that HTC should explore having first aiders separate from couriers.
Cllr Fincken proposed, seconded by Cllr Bond, that
1. Courier’s mobile phone number for each coach to be given to all passengers
2. All couriers to have in-date first aid training
3. All couriers to be physically able to assist anyone on the outing who may become ill or suffer an accident
08/26 To consider another band in the park 2026
Cllr Hilton proposed, seconded by Cllr Bond, that a jazz band should be engaged for the park on 5 July.
9/26 To consider rides in the public gardens at the Christmas lights switch-on
This decision was deferred in order to establish the kinds of rides on offer, what age groups they would be for, and whether they would be set up on the grass.
10/26 To consider arrangements for the Christmas Fair 2026
Cllr Pell requested firstly that HTC acknowledge the enormous amount of work put in by Cllr Smith in making the Christmas Fair such a success over the past few years.
The idea of basing the Christmas Fair in Queens Hall was not popular. It was suggested that instead the event should be a late-night shopping session after the lights switch-on.
• Stallholders could be allowed subject to owner’s permission to operate out of Weavers Court
• The Christmas rides could possibly be in the carparking area on the High Street
• All High Street shops to be visited by councillors /staff and encouraged to stay open longer
• Business breakfasts to be set up with funds from BDC to explore what the shopkeepers would like
• DJ playing music at the top of the town
• Santa to operate out of spare unit by Weavers court subject to availability and owner’s permission
11/26 To consider opening the public gardens for 2 evenings in December with food trucks and music while the Christmas lights are on
• Food trucks (ask the Pigeons pub)
• Need to apply for a licence
• One weekend after switch-on
• 3 weekends after switch-on
12/26 To consider Mayoral events 26/27
Cllr Bond stated that he would like to have a multidenominational civic service in the public gardens in May, possibly with a large tent. There would be no reception after the civic service or the torchlight procession. Schools would be invited to perform, food would be available to buy, there could be a maypole, and there could be awards to volunteers. This would be a community event for the public to enjoy.
13/26 To consider other events for the 26/27 year
This item was deferred.
14/26 To consider the possibility of putting on buses from Halstead to Clacton for families over the summer
Research will be carried out into obtaining grant aid from Travel Essex for 2027 to fund a route.
15/26 To consider a skatepark event
Cllr Fincken proposed, seconded by Cllr Pell, that the skatepark event should go head. This was agreed unanimously.
The meeting closed at 15.55.