Appendix A to the meeting September 7th 2023
Notes from Meeting Thursday August 31st Events 2023 – Appendix A.
Present Cllr Sue Simpson (SS) Chair, Cllr Ann Proctor (AP), Cllr M Rust,(MR) Cllr Dr C Shrubsole,(CS), Cllr C Alexander (CA), Jan Ward (JW), Trev Ward (TW), Audrey Murgatroyd (AM)
Also present Clerk – M Clarke - MC
Apologies. Cllr I Hyde, Cllr Pat Garrard, Cllr C Bradford, (Vice Chair) J Seymour, Cllr B Adams,
1. Lottery Funding: – Monies spent to date:
Spreadsheet produced indicating monies spent and pending giving a budget of £1618.54 remaining.
The reserved amount of £1266 for the flooring has been taken out of the forecast as it is now being met by Council funds as a donation in support of the Village Show.
2. Hall Budget: £657.00 has been allocated to meet the additional cost of the flooring leaving a budget of £1343.00. Agreed by Hall Committee in earlier minutes.
3. Marquee flooring – The order has been placed with MultiMatts – Council cheque for purchase agreed and signed and posted first class to facilitate delivery asap
4. Bar – The Angel unable to provide the bar, Sipwell also have no availability. MR will speak with The Woolpack and Batemans to determine availability. MC to contact Bar and Away for availability – update Friday 1st Sept – booked till November.
5. Loan of Gazebos - WASTC have confirmed gazebos can be loaned. Pick up to be arranged morning of Friday 15th September. MC to ask WH and also for assistance in loading/unloading. (Confirmed Friday am Sept 1st Cllrs BA and PG can assist)
JW will require one, Christine and Iain for Rock Judging, one for Mobile phone entries, plus raffle and tombola.
6.Promotion – banners are posted following conversations SS has had for permissions – Truckmasters, Wainfleet Town centre, Croft side of All Saints, Miller Court, Jubilee Orchard, Wainfleet Bank, A52. Hall fencing - 2 spare - Cllr SS to look at Holland Lane End (will speak to Friskney school for agreement) and MR will take the final one to display over the Bike Night poster.
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 for selection Friday 1st September at 10.00am. Competition closes Thursday August 31st. These to be printed by Max Spielman with stickers purchased to enable voting at the show on the 17th. Costs to be determined for 50 and 100 calendars – JW will ask Peter Pope for who produces his. Cllr SS to loan the display board from Grandma’s Puddings – Clerk MC to purchase one for future events.
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.
One lady has requested an inside table with power (Vivien Rainbo – wellness products)
Gazebos Required for Raffle, Tombola – 4 floats required (3 plus one spare)
Small marquee to be used for refreshments – sited as per the fete in 2019.
Cllr SS/and JW to meet Tuesday pm to check container for raffle and tombola prizes. Tables /chairs to be counted and allocated -addl tables/chairs available from the Chapel and/or All Saints TC.
Tables/chairs will be required for seating outside for refreshments.
Tablecloths to be used for Crafts – black plastic for horticultural entries.
MR to speak with Steve Dennis re tractor display as cars no longer able to attend. Confirmed Fri Sept 1st MR has spoken and SD will look at providing for the show – to be further advised over the next week.
10. Certificates, Judging and Prizes – Have been collected and are with JW. There are 44 classes – Jan will source cards and holders with TW.
Amazon vouchers to be purchased (Cllr CA) for prizes for the Rock Painting – 4 categories - £15, £10 and £5.00 – and same for Sunflowers (2 categories of first prize) 2 x £10.00, and first prize category mobile phone photo winners - 5 categories – 5 x £15.00
Sunflower judging agreed for Friday 7th Sept – Dr CS and Cllr MR – 2 categories – Tallest and largest head. 2 certificates to be ordered from Copystat along with 4 x A1 Show posters for the A boards for use on the day of the Show. MC to arrange.
Miller Court to be added to Sunflower list – list attached as Appendix A.
Proposal to adopt the Sunflower as WSM village Flower – all agreed.
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 Shied – presented by Margaret Abbott
Homecraft Shield – Elsie Lepla Shield – presented by Elsie’s grandson
Mobile Phone – The Rod Picker Shield – Presented by Sarah.
Individual shields to be retained also to be presented to overall winners of the 3 large shields
Initial round of Mobile phone photo selection – panel meeting Friday 10.00 – IH, CA, Dr CS, AP, AM and clerk MC.
Top 5 in each category plus appropriate for use in calendar – costs to be established for 50, 100 and 150 calendars.....costs from Max Spielmann and print run costs – MC to enquire. JW to ask Peter Pope who produces his Wainfleet calendars. Small stickers to “vote” for best on the day by the public.
11. Raffle prizes – SS, JW and AP to meet Tuesday 5th at 2pm to establish what is in the container for use in raffle and tombola. (Remember Sellotape for the tombola – SS has raffle tickets ready for use)
MC to bring raffle prizes collected to date.
First prize of £100.00 cash to be donated by WSM. Proposed TW/Seconded AP
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 purchase a SSID for use in Low Road/St Michael’s Lane. MC to look out Community Speedwatch info and mail round in preparation for the Council meeting Monday 11th September with a view to propose, agree and resolve.
Next meeting date – 7th September 3pm.
Cllr SS closed the meeting at 16.30 and thanked everyone for their attendance.