Event Working Party

Event Planning and Organization Working Party

Composition of Working Party:

1. This document and membership of the Working Party, including the names of members of the public who become members of the Working Party, will be published on the Council’s website.
2. The Working Party shall consist of no fewer than three councillors. No Working Party may consist of all serving Councillors.
3. Upon appointment of the Chairman at the first meeting, the Working Party will notify the Council or Committee via the Clerk. That in the absence of the elected Chairman, at any meeting a Chairman be elected from those present to run the meeting.
4. A quorum for any meeting of the Working Party will be three members, with at least one being a Councillor.
5. Members of the public may join the Working Party (subject to approval at a Working Party meeting) and are required to diligently apply relevant legislation, licensing, and guidance to the event planning process at all times. Members of the public must be advised that their names (only) will be published on the Council Website. It is the responsibility of the Working Party Chairman to advise the Clerk to ensure any listings are kept up to date.

 

Communication within the Working Party:

1. All emails are to be cc’ed or forwarded to the Working Party’s email account, provided by the Clerk.
2. All communications to be channelled through Community Council platforms and to adhere to its communications and social media policies.

 

Management:

1. All proposals must be approved by Full Council or a relevant Committee. The Working Party must provide comprehensive information to facilitate informed decisions on its recommendation(s).
2. The Working Party does not possess the authority to agree on spending or enter into binding contracts. All proposals must receive approval at Full Community Council Meetings, or the relevant Committee where appropriate.
3. All orders will be raised by the Clerk upon receipt of complete information from the Working Party or its volunteer Administrator, once approved by the Full Council.

 

The Working Party is tasked with:

1. Suggesting event types and venues.
2. Generating ideas to boost public engagement.
3. Advising on requirements, constraints, and resources necessary for proposed events and activities.
4. Diligently applying relevant legislation, licensing, and guidance to the event planning process, including but not exclusively General Data Protection Regulations, Health and Safety requirements, the requirements of the Council’s insurers, Financial Regulations, and the Bullying and Harassment policy. The Code of Conduct will apply to all Cllrs and declarations of interest should be recorded in the meeting notes.
5. Identifying a budget and seeking grant opportunities to minimize event costs.
6. Ensuring events are accessible and affordable for the local community.
7. Channelling all communications through Community Council platforms and adhering to its communications and social media policies.
8. Considering partnership requests from external parties in event delivery.

Meeting Conduct:

1. All Working Party members to be advised of any meetings and to be given reasonable notice of said meetings.
2. Meetings are not required to be open to the public or the press.
3. Flexible meeting formats include face-to-face, virtual, or email collaboration.
4. While formal agendas are not mandatory, issuing an agenda for each meeting is recommended.
5. Notes will be taken of the business conducted at each meeting, to be approved at the subsequent meeting and serve as evidence of the agreed actions of the Working Party.

Cessation of the Working Party:

1. All documents, records, and emails produced and shared by the Working Party will be retained for 7 years in accordance with the Council’s Freedom of Information Act Procedure.
2. Upon closure of the Working Party, the lead Councillor will contact members, requesting them to copy all related emails to the Working Party email and delete them from personal accounts once confirmed.
3. Do not worry about storing duplicate copies – it is better to have multiple copies of some emails/files than no copies of other emails/files.
4. Provide paper copies of documents to the lead Councillor who will file them in the Working Party’s file.
5. Once all members have copied over their emails, files and paper documents the lead councillor shall inform the Clerk. The lead councillor shall provide the document file to the Clerk.
6. An Officer shall change the password on the Working Party email account. The records are now archived.
7. If a similar working Party is set up in the future, within the 7-year retention deadline, they will be provided with a new dedicated email and may be provided, on request with READ-ONLY access to the email/document archive(s) of any previous Working Party. This is to ensure the integrity of the records .