Notes from Meeting September 14th 2023
Notes from Meeting Thursday September 14th Events 2023
Present Cllr Sue Simpson (SS) Chair, Cllr Ann Proctor (AP), Cllr M Rust, (MR) Cllr C Alexander (CA), Jan Ward (JW), Trev Ward (TW)
Also present Clerk – M Clarke - MC
Apologies. Cllr I Hyde, A Murgatroyd, Cllr B Adams, P Garrard, John Seymour
1. Lottery Funding: –
Spreadsheet produced indicating monies spent and pending giving a budget of £1605.05 remaining.
2. Hall Budget: Balance of budget of £1343.00.
3. Marquee flooring – Due Friday 15th between 2 and 4pm
4. Bar – Party Box are booked as the Pop up Bar – confirmed Cllr MR
5. Loan of Gazebos – gazebos are collected – Cllr WB will be on hand 8.00am to assist with process of erecting – to be dismantled on Sunday and returned Tuesday.
Refreshment marquee to be set up Saturday.
Spray paint to be purchased (JW and TW) to mark pitch sites
Gazebos required for:
Rock, Mobile phone, Raffle, Tombola, Bric a Brac, First Aid, Henry plus 1 requested for Body Shop – alternative to be located in Hall with V Rainbow..
Portable Loos – Lincs Loos to bring Friday afternoon between 2 and 4 pm.
6.Promotion/Information – All banners now posted. Programme of Events to be printed (JW) and handed to all stallholders. Risk Assessment to be completed (MC and JW)
Posters regarding No Dogs to be left in cars, /Tombola, and Raffle – MC to action
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 – Cllrs CA and IH are preparing the boards with instructions for voting – board on loan from Grandmas Puddings – Committee to purchase own for future Events
9. Stalls - list circulated and agreement as to siting of stalls – Site Plan drawn up by JW – Cllr Dr CS will allocate on the day to stall holders – gates open at 08.00am.
Car parking – TW and BA – high vis vests available for wearing – collection buckets available and ready with “Raising Funds for traffic calming measures in Wainfleet St Mary”
Tombola – manned by Stuart and David
Bric a Brac - Mike and Audrey
Jan – Marquee ( Christine will complete certificates with Jan when judging complete)
10. Tables available are – 12 large, plus 12 in container, plus a further 2: 12 small tables.- tables required as gazebos – plus 3 for refreshments. Loan tables from Chapel being delivered Saturday at 4.40 and collected for return Sunday at 4.30pm. (JW and TW have arranged.)
Cable covers required – JW and TW will purchase
87 chairs in the container plus 2 high chairs
Tablecloths to be used for Crafts – black plastic for horticultural entries to be set up Saturday as tables arrive,
10/11. Certificates, Judging and Prizes –
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 – Margaret, Sue and Sue
Raffle prizes all put together – list drawn up by clerk is ready/Tomola prizes /Bric a Brac stalls are done and manning agreed. Floats will be made available Saturday afternoon.
Refreshments manned by Audrey, Lynn, Ann and Maureen
12. Programme – Agreed and to be printed by JW
Next meeting date – October 3rd at 1.30pm to review whilst fresh in everyone’s mind with a Hall Meeting to follow prior to Council Meeting 9th October at 6pm
Cllr SS closed the meeting at 11.00 and thanked everyone for their attendance.