Appendix A to the Hall meeting June 6th 2023
Notes from Meeting Tuesday June 6th Events 2023 – Appendix A To Community Hall Minutes 6th June 2023
Present Cllr Sue Simpson (SS) Chair, Cllr M Rust (MR), Cllr A Proctor (AP), Cllr Dr C Shrubsole (CS), Cllr Barry Adams (BA), Volunteers Audrey Murgatroyd (AM) Jan and Trev Ward (JW and TW)
Also present Clerk – M Clarke
Apologies. Cllr C Bradford, Cllr C Alexander, Cllr I Hyde and Cllr P Garrad.
1. Lottery Funding: – Pending payments to Gala Tents, (Marquee), Committee (Coronation Lunch), Bouncers4U (Bouncy Castle), CopyStat (Flyers/posters), MultiMatts (Flooring) and S Bogg (Lighting) total £2938.71 leaving a balance of £4811.29
2. Budget: £2000.00 – no payments made or pending.
3. Purchase of marquee – Cheque has been received and once processed a delivery date will be given.
4. Garden Produce – Grow it, Dig it, Show it – 2nd proof of leaflet has been emailed round and printed copies agreed – to advise CopyStat printing to go ahead. Cards for judging suggested by JW and TW to run as in earlier horticultural shows – Jan offered to produce – all agreed – thank you Jan.
5. Photo Competition – 2nd Proof – entries date to be amended to 31st August and minor text amendments.
6. Sunflower competition – all seeds have been distributed. Competition is on main poster...posts to encourage growers will be on FB on a regular basis. Clerk to produce addl poster for the Notice Boards.
7. Stalls and invitees.
Agreed to offer up field for crafts – Clerk to advertise and invite
Huskys been invited.. Stone baked/wood fired pizza mobile catering have offered – agreed to invite. RBL, DD Burgers and Cubs to be invited and an open invitation to all crafters – no charge just a donation and a raffle prize. Clerk to post out. Will need to bring their own gazebos and tables/chairs.
To check on the times for Henry – also cost to allocate the spending.
First Aiders will be required.
To suspend the car boot for that day to allow set up and space – speak with Cyd.
8. Promotion –
Cllr PG will contact Co-op for cost and feasibility – to check with Pat at Council meeting on the 12th.
Dr Clive can produce power point slides for use on the video if cost in budget and agreement given.
Newsletter – draft copy sent round by Cyd – cost to be obtained for 500 from Copystat. Barry offered to assist in the future in producing to relieve some of the workload on Cyd.
Posters (how many) and flyers to be distributed when printed. A5 show poster to go inside newsletter. Miller Court have not responded to request for details of their events.
9. Master FB Page for Show –All now set with Photo, Sunflower and Photo competition – Iain, Sue and Clive admins to assist Cyd in promotions. To consider Clerk as an additional admin so posts on the WSM page can be reproduced at the same time on the Hall Events page.
10. Purchase of Certificates – Jan has volunteered to look after this and produce – thank you Jan.
11. Temporary Events/PRS Licence – clerk to establish if one needed.
PRS Licence will be required – Clerk to obtain with costs to be advised to Committee
12. Refreshments in Hall –
Yes – to provide teas and coffees – hall will be available with chairs/tables – all stalls and competitions will be outside.
12. Misc – Letters to be sent asking for raffle prizes – clerk to arrange
Floats – clerk will arrange – dependant on how many stalls the Hall Have – approx 4?
Car parking and Donation buckets - Trev and Pat (TW - PG)
Rear Security light – Order has been placed – no date of installation yet – Clerk will monitor.
Bouncy Castle – will need someone in attendance to monitor correct use.
Next meeting date –
Cllr SS closed the meeting at 14.30 and thanked everyone for their attendance.
The next Events meeting is scheduled for 1.30pm followed on by a Hall meeting at approx 2.30pm on Tuesday July 11th with 2 meetings anticipated for August prior to Show Day on the 17th September.
The Council Meeting will confirm the approval of Finance for the Proposals and minute for action in conjunction with the Hall Committee.