Communications and Events Committee Meeting – 29 September 2026

21 September 2026

A meeting of the Communications and Events Committee will take place on Tuesday 29 September 2026 at 7.00 pm in Stokesley Town Hall

A G E N D A

1. NOTICE OF MEETING

Public notice of the meeting has been given in accordance with Schedule 12, paragraph 10(2) of the Local Government Act 1972.

2. MEMBERS OF THE PUBLIC

Members of the public will be given the opportunity to make any comments and raise any questions (limited to 3 minutes each).

3. APOLOGIES FOR ABSENCE

Apologies for absence to be received and agreed.

4. DECLARATIONS OF INTERESTS IN ITEMS ON THE AGENDA

5. MINUTES OF THE MEETING HELD ON 10 SEPTEMBER 2026

To approve the minutes from the meeting held on 10 September 2026.

6. VIBRANT AND SUSTAINABLE HIGH STREET GRANT

   • Review and Claim Submissions.

7. EVENTS 2026

   • a. Summer in the Square – Review.

   • b. Stokesley Sparkle – Saturday 28 November 2026.

8. EVENTS 2027

   • a. Summer in the Square.

   • b. Yorkshire Day – Sunday 1 August 2027.

   • c. Stokesley Sparkle.

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STOKESLEY TOWN COUNCIL COMMUNICATIONS AND EVENTS COMMITTEE

A Meeting of the Communications and Events Committee

was held in the Town Hall, Stokesley on Tuesday 29 September 2026

Communications and Events Committee Membership

Cllr Sally Atkinson, Cllr Claire Craster, Cllr Chris Johnson, Cllr Laura Wise and Gary Yuille plus noncouncil representatives – Mr Richard Agar and Mrs Sue Thompson.

Present : Cllrs Sally Atkinson, Claire Craster, Chris Johnson, Laura Wise and Gary Yuille. Mrs Julie McLuckie – Town Clerk, Cllr Helen Duggleby and Non-Council Members – Mrs Sue Thompson and Mr Richard Agar.

1/29/09/26 NOTICE OF MEETING

RESOLVED that the public notice of the meeting had been provided in accordance with Schedule 12, paragraph 10(2) of the Local Government Act 1972.

2/29/09/26 MEMBERS OF THE PUBLIC

None present.

3/29/09/26 APOLOGIES FOR ABSENCE

None received.

4/29/09/26 DECLARATIONS OF INTERESTS IN ITEMS ON THE AGENDA

None declared.

5/29/09/26 MINUTES OF THE MEETING HELD ON 10 SEPTEMBER 2026

RESOLVED that the minutes of the meeting held on 10 September 2026 be agreed.

6/29/09/26 VIBRANT AND SUSTAINABLE HIGH STREET GRANT

RESOLVED that the Communications and Events Committee now need to progress the items detailed within the successful bid and meet the targets for each element set within the document.

High Street Improvement (February to April 2026) - £5,000 - Bin storage and dog waste bins – RESOLVED that the two dog waste bag dispensers have been purchased and will be installed, one at the West Green end of town and one adjacent to the town map at College Square. It was agreed to do a full survey of the bins along the High Street with a view to identifying the most suitable storage solution.

Cycle Repair and Storage (February to April 2026)- £2,200 – RESOLVED that Cllr Atkinson would contact the Wainstones Hotel to request the contact details of where they purchased their cycle repair kit from with a view to purchasing a similar one to be installed in the Old Market Square.

Canopy / Sail Installation (May to June 2026) – £20,000 - RESOLVED that the gazebo and parasol had proven to be a great success. The parasol had offered welcome shade in the Old Market Square throughout the summer since its installation. Consideration to be given to purchasing a second parasol if there are sufficient funds remaining but would need to consider storage. It was agreed to obtain quotes to install ground anchors for the Gazebo as this would make the set up easier and make it more secure.

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Summer in the Square – RESOLVED that the Summer in the Square Events have been very well supported and the weather had been kind for all of them. It was agreed to look at purchasing some large signs to be displayed at the entrances to the Town on wooden frames that could be erected at the end of May and remain in place until the last event has taken place. It was agreed to purchase the cable matting and to look at options around purchasing a foldable trolley for the PA system and sponges for the microphones.

Yorkshire Day – Saturday 1 August 2026 and Sunday 2 August 2026– RESOLVED that all the invoices have now been paid for this event. The Clerk would draft a budget for the event based on the expenditure from this year to be considered as part of the annual budget for 2027/28 although the proposal would be to try and secure sponsorship from local businesses.

Professional Management of Events - £5000 – RESOLVED that the invoices for the management of Summer in the Square and Yorkshire Day have now been paid.

Equipment Rental for Large Events - £5000 – see Yorkshire Day. RESOLVED that the marquee hire including chairs and tables had now been paid and reclaimed.

Marketing - £2000 – RESOLVED that the marketing for Summer in the Square and Yorkshire Day has taken place and the invoices paid.

Business Workshops - £10,000 – RESOLVED that the proposal to offer social media and marketing training in the New Year (Q4) would be discussed at the business forum on Monday 5 October 2026.

Lantern Workshop and Stokesley Sparkle - £6350 – RESOLVED that there is a balance of £2937.81 which will be used to cover lantern workshops and the tree purchase in 2026. It was agreed to approach the Scouts and Guides to see if they would be interested in hosting a Lantern Workshop this year alongside the Stokesley Community Library. Mr Agar to provide possible dates for the workshops.

7/29/09/26 EVENTS 2026

• a. Summer in the Square Review – RESOLVED that this year’s events had been well supported and had attracted good crowds. The hospitality venues had reported improved takings on the days when the event took place despite the footfall figures not showing a dramatic increase. Cllr Atkinson thanked all those who had volunteered and helped to run the events and thanked the Caretaker and Stewards for all their hard work.

• b. Stokesley Sparkle – Saturday 28 November 2026. RESOLVED that a face painter has been booked and we would look to secure another one as we believe this will be popular. Cllr Atkinson had confirmed with Crash Bang Wallop that they would send some members in ‘Frozen’ costumes to be on hand for photograph opportunities etc. Cllr Wise had secured children’s rides and a chestnut seller. It was agreed that there would be no charge for their attendance but that we would ask them to make a charitable donation. It was agreed to ask the White Swan if we could borrow their PA system as we will require two for the evening. One for the artists on the Plain and one for the parade and light switch on. Both the Junior and Senior schools were going to arrange for their choirs to attend, and Oscar Shaw had also agreed to perform. The event timings were agreed as follows:-

  • 2 pm to 5 pm – Pre booked Santa Visits in the Town Hall 2 pm – Secondary School Choir

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Entertainment inside and outside the Town Hall to be set up for 1.30 pm.

The Clerk to as the Fire Brigade to bring an engine.

Cllr Wise has approached the Church to request their involvement and would ask if they could ring the bells at 5.15 pm to mark the start of the parade.

Cllr Atkinson would confirm with the Rotary Club if they would run the reindeer parade again this year.

It was agreed that the Charity this year would be Stokesley Community Care.

8/29/09/26 EVENTS 2027

• a. Summer in the Square – RESOLVED that this would take place again next year on the 2^nd and 4^th Saturdays from June to September. The Clerk would contact the artists to ask if they would be interested in performing again next year with a view to pulling a timetable together as soon as possible so, if necessary, we can look for additional artists. It was agreed that 4 slots each day was sufficient. The Clerk would obtain a quote for the hire of the cherry picker to install the lamp post banners next year so that we can notify businesses what the cost would be to have it installed again next year.

• b. Yorkshire Day – Sunday 1 August 2027 – RESOLVED that Mrs Thompson was thanked for providing the draft Sponsorship document for this event. It was agreed to share this with the Local Business Forum and further afield. One company had already confirmed their interest, and we would need to let them have sight of the document once it is approved so they can confirm what they would like to offer. The Clerk would draft a budget submission for next years Events to be submitted to the Finance Committee on 1 December 2026.

• c. Stokesley Sparkle – RESOLVED that this would take place on Saturday 27 November 2027 and would either take place in the afternoon if it proves successful this year or later in the evening.

The meeting closed at 8.30 pm.

Signed ……………………………………………..…………….. Date…………………………

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