Notes of the Meeting September 7th 2023 - Appendix A
Notes from Meeting Thursday September 7th Events 2023
Present Cllr Sue Simpson (SS) Chair, Cllr C Bradford, (CB),Cllr Ann Proctor (AP), Cllr M Rust,(MR) Cllr Dr C Shrubsole,(CS), Cllr C Alexander (CA), Jan Ward (JW), Trev Ward (TW), John Seymour (JS) Cllr P Garrard.
Also present Clerk – M Clarke - MC
Apologies. Cllr I Hyde, A Murgatroyd, Cllr B Adams,
1. Lottery Funding: –
Spreadsheet produced indicating monies spent and pending giving a budget of £617.05 remaining.
2. Hall Budget: Balance of budget of £1343.00.
3. Marquee flooring – Waiting for a delivery date to be advised.
4. Bar – Cllr MR has availability from Party Box – a pop up bar for the afternoon - all agreed to confirm the booking. They will require an electricity point for a fridge – Cllr MR will liaise over arrival and set up times. DD had agreed to provide alcohol slushies and cans of beer if no alternative available . Clerk to advise BB.
To be located next to refreshments, and Henry
5. Loan of Gazebos - WASTC have confirmed gazebos can be loaned. Pick up arranged morning of Thursday 14th September 10.00am. Assistance confirmed from Dr CS, Cllr MR, Cllr BA – and anyone else who might be available. Clerk has requested WASTC clerk to arrange meeting at the bus shelter with a key to pick up. Will be returned the following Tuesday
6.Promotion – All banners now posted
7. Master FaceBook Page – posts to continue to be made by any and all and shared. Rock Painting to have additional promotion to encourage interest and entries.
8. Mobile Phone Competition – Final 5 in each category to be selected in meeting following on at 4.00pm.
9. Stalls - list circulated and agreement as to siting of stalls – agreed as a U shape Cllr SS to establish if power source required for Henry.
Plan to be drawn up to allocate space for stall holders – meeting Saturday 9th at 9am – in attendance SS, AP, CB, JW,TW,MR – clerk to supply list of stall holders and requirements.
One lady has requested an inside table with power (Vivien Rainbo – wellness products)
Gazebos to be erected Saturday 16th at 9.00am along with the marquee for refereshments – sited as per fete 2019.
11 on loan – allocated as
Raffle, Tombola, Photo, Jan, Christine (2) ( also 2 tables),Sarah and Julie (Stall holder), Henry – 8 in total currently leaving 3 for stall holders.
Tables available are – 12 large, plus 12 in container, plus a further 2: 12 small tables.
87 chairs in the container plus 2 high chairs – JW will ask how many tables can be loaned from the Chapel.
Tablecloths to be used for Crafts – black plastic for horticultural entries.
1st MR has spoken and SD will look at providing for the show – to be further advised over the next week.
10/11. Certificates, Judging and Prizes – Final Sunflower certificates to be collected Tuesday 12th. Prize vouchers have been ordered and received. Envelopes and stickers for photo voting have been ordered and received.
Rocks Judging – Iain and Christine.
Horticultural judging – Dr CS, TW and JW
Craft Judging – Sandra Kettleborough
Home Crafts – Carol (Grandma’s Puddings)
Horticultural Shield – Ron Abbot Shield – presented by Margaret Abbott
Homecraft Shield – Elsie Lepla Shield – presented by Elsie’s grandson
Mobile Phone – The Rod Picker Shield – Presented by Cllr MR
Individual shields to be retained also to be presented to overall winners of the 3 large shields
12. Raffle/Tombola prizes – Raffle tickets purchased (SS) – a start has been made on prizes for the tombola – more are required – SS will organise tables and setting out. Poster for display advertising required for the day – Clerk to print off.
Raffle prizes all put together – will require listing before the day.
12. Programme – Agreed a programme to be available on the day for visitors.
Buckets for collection for Community funds – proposal to make Community safety the focus with the aim to utilise funds for traffic calming measures in WSM – this was presented and approved in the Hall Committee meeting which preceded the Events meeting.
Additional comments – to establish the cost of portable loos from Lincs Loos and Shire – Clerk to cost out and book the most cost effective – all in agreement subject to funds being available.
Next meeting date – 14thth September – 9.00am.
Cllr SS closed the meeting at 16.00 and thanked everyone for their attendance.