Extras

Newton Carnival Team
Minutes Of Meeting
Held On
Wednesday, 4th June 2008

Present:        Dexter, Lisa, Paul, Sharon, Kathryn, Kath, Matthew, Lynn

Apologies:   Julie, Nigel, Angela  

Pre Meeting

Sherman Wynn – details of Carnival discussed, wet weather agreement, fees, etc - he will look through agreement and get back to us if they are still interested in attending, we have asked for an increase in rent which is the first in 10 year.

Sherman is meeting with Jamie Whiting on Thursday to discuss out proposals and will be in touch by the weekend

Dexter explained that this all stems from meeting with DCC a few weeks ago – Dexter circulated minutes of this meeting in addition to minutes from last year’s meeting.  This was discussed briefly.

Photographer and filming

Joe Yin – contact had been made with Dexter several weeks ago offering his services for this years event, Joe was invited to the meeting to discuss provisions of photo’s and filming NCT have offered Joe £100.00 to take control of the photography of the event, he will be with us all day taking shot along the parade and on the field, an exhibition will take place in September at the community centre.

Filming this would be done by a friend of Joe, who is on the same University course. NCT need to agree what format this will take and to get info to Joe as soon as possible. It is hoped that we can produce copies of the DVD to sell as part of a fund raising venture.                                                        Paul & Dexter         

MINUTES OF LAST MEETING & MATTERS ARISING

Minutes of the last meeting were accepted as a true record, all actions had been actioned. 

Carnival 2008

Cars for queen and attendants needs to be confirmed, this had been done verbally, hover Dexter felt a little uneasy as no written confirmation had been received.                                                                             Dexter to chase
 
Helpers

Hopefully 4 people will be available on the field while the parade is in motion.
Confirmation would be needed by the next meeting

Dexter to approach Dot Willens to see if able to look after stalls while on parade.

On parade

Refreshments – Joan (tail end of parade), Denise Ball’s mum and Jackie had again kindly offered their services on the refreshment break – this is to be finalised at the next meeting                                     Kath To chase
Kathryn to buy 100 pounds worth of drinks as last year. 

Presentation to DCC

Paul gave a overview to this document, the following was discussed and agreed on

Collection points x 3
Sharon to be positioned in Blackwell Medical Center car park with queen and attendants Sharon to now take control of all of the royal party’s including the retiring Queens. Lisa to compile a list of all the girls and their contacts and pass onto Sharon                 

Paul to take charge of the bands to ensure all are ready for a 11.00am start. He will then take the lead on the parade. Hope fully we will have a lead car with a PA unit this year.                                           

Provisional order for the bands is    -          1          Boubon Street Roof Raisers

Conformation by the next meeting

Dexter to take charge of floats along Alfreton Road.
 Dexter suggested we need a megaphone – Paul to make enquiries at work. 
If not available we would look at buying one Dexter to get a price for the next meeting.  

Kath & Kathryn make sure judges are okay and the judging has  taken place in time for the start. INFORMATION WILL THEN NEED RELAYING TO THE FIELD 

Policing – discussed.

Toilet facilities – discussed, as in previous year.

Radio-links confirmed – agreed to reimburse member’s mobile phones if used.
Numbers needed by the next meeting please.

Costumes – Dexter showed everyone this for this year.  Members were asked what they currently have and what we need to order.  Nina to make new waistcoats and coats Chest sizes needed by the end of the week  

Access for carnival Gate 1 car par and disabled

Access gate 2 all other traffic

Require disclaimer notices for car park and new entrance signs.
Dexter to get a price and order for next week

Require 6 rolls of Netlon from Martins.       Dexter to call Pat Falconbridge

Lost kids - Lisa to take charge of lost children signs to be made

Licensed bar – Not paid yet, we are a little be concerned but ultimatum given for payment.

Marquees – rules and regs covers.

Health & Safety Policy – confirmed.

Help to put marquees up in run up to event – as much help needed as possible.                                    Flyers to be done and posters by next week.

Containers – we desperately need to sort out the containers at Blackwell in advance of the carnival. Have we time or do we leave it till Thursday

Thursday, 10th – mission is to erect all required marquees.

Friday, 11th – arena’s, etc.

Security – Dexter read out quotes.  £144.00incl VAT best quote – agreed to book. This will be for 1 guard covering 10pm till 6am on both nights

HELP generally – very much needed as thing this year seem to have hit a critical level!! All members to ask for help, even if its only for 1 hour, every little helps   

Advertising – needed asap – need to let people know, rumours of carnival not going ahead.  We need to promote this positively.  Posters will be displayed. This weekend

Queen & Attendants – Photo with the Derbyshire Times, This Thursday at our house - 3.40pm                                                        Kathryn & Sam to organise  

Stall bookings – discussed good response this year with enquiries still coming in.

Crowns/flowers – Dexter showed everyone the crowns.  Sharon will take care of these and distribute accordingly.
Flowers                                  Kathryn to liaise with Fiona for next week

Pirate ship – 14th June at 2.30 at Sharon’s, 3.00pm set off, Nigel to pull sleigh. Lynn to organise food – burgers, sausages and cobs.  Us to provide onions, etc.

Costumes – Dexter showed everyone costumes and catalogue

Open garden – 21st June – decided to cancel due to lack of available members.

Workshops – 29th June – 12.00 onwards + BBQ after – free food! & drink
 (steady, I said pop)   

Trophies – Dexter updated on donations up to press.  £900 received up to yet.  Letters also yet to be sent out.
Members asked to think of other people to approach. 
Cabinet for CC –                                           Lisa to approach Dave for quote. 

AOB – Ice-cream man – paid over the odds.  Agreed to accept reasonable amount only.
 
Parade – Dexter asked for someone to drive his car at the front of the parade with a mini PA unit on board – Sharon to ask Nigel for advise on the electrics 

Floats – these were discussed.  Santa’s sleigh to be re-vamped.  Appeal to be sent out to local schools for children who would be willing to take part.

Food for Carnival – coolers were discussed.

Agreed Sharon to purchase cooler at £60.00   

Thankyou Party

Dexter congratulated everyone for the work over the past 10 years and suggested a celebration party, this would be on the 26th July at the community centre. We would invite inviting all the people who have helped us over the years.
Need comprehensive lists of people who have helped us over the years. All member to compile a list by the next meeting as invites would need to go out

Lisa to ask James if he would be willing to do invites.    

Meeting closed at 10.15pm

Date of next meeting – 18th June 2008 at 7pm.