Extras
Newton Carnival Team
Minutes Of Meeting
Held On
Wednesday, 5th November 2008
Present: Dexter, Lisa, Paul, Sue, Kath, Matthew, Kathryn, David
Apologies: Sharon, Sam, Chris
MINUTES OF LAST MEETING & MATTERS ARISING
Read as correct.
HALLOWEEN DISCO - FEEDBACK
Despite an eventful start to the evening the disco proved a huge success raising more money than anticipated.
Dexter explained that, unfortunately, youths had stolen around £50.00 worth of items which were waiting outside to be transported to the community centre, followed by someone throwing a plant and container of soil all over the kitchen area/dance floor before we had even started to set up. However, Dexter thanked members for pulling together and managing to start the evening almost on time!
Following general discussion on the night’s proceedings it was agreed that the event was somewhat disorganised and chaotic. Ways of improving future events were discussed, emphasising the need to work together as a team in a positive manner. Sue commented that if we learn from our mistakes and take active steps to improve/develop, events such as the New Year’s Eve disco could be hugely successful. Further to this Dexter encouraged members to speak up at meetings and to voice ideas, suggestions and opinions openly in an effort to take this forward.
Agreed improvements to be developed include:
- Disco – more kid’s music
- Safety/organisation in the kitchen
- People assigned to tasks – with back up plan if members absent
- Price lists for refreshments, bar, toys, etc – for public and members
- Admission fees - ? increase
Over £350.00 clear profit was made at the Halloween disco – final breakdown of takings to be announced.
Lisa & Dexter announced that they had purchased some Halloween goods in the sale for next year’s event as agreed. Paul agreed to keep an eye on sale items in Wilko’s for all future events, ie tables, parasols, prizes for the Carnival.
CHRISTMAS FAYRE
The following issues were discussed/agreed:
Christmas Tree – Dave Smith has managed to get us a tree for £100 – this is including erection. Tree and decorations in the Community Centre to be put up 23rd November after the car boot sale.
Christmas Lights – Dexter announced that the Parish Council have paid for the street column assessments.
Paul offered to carry out a daily inspection of the lights in accordance with regulations. Risk assessments have been carried out.
Tombola Prizes – Lisa to forward copy of a previous letter seeking donations to Sue.
Raffle Tickets – Approximately £30 worth sold at the Halloween disco. Agreed to monitor sales and order more if required.
Christmas Decorations – All members available to meet as follows to put up street decorations:
Friday 7th November, 6.00pm – Lisa & Dexter’s
Saturday 8th November, mid morning – Lisa & Dexter’s
Sunday - ? 10.00am if not completed
Kathryn to source ladders.
Paul suggested trying to a source a ‘cherry picker’ to help put up the street decorations – Dexter to make enquiries.
Outside Marquee – To be erected Thursday 27th November at 6.00pm – all members available.
Street Closure – Meeting arranged with the police – Dexter to update at next meeting.
Bar – Bob to provide the bar this year.
Our Stalls – Stalls confirmed for this year. Dexter suggested looking at devising proper market stalls/traditional style stalls for the future – to be discussed further.
Who’s running which stall to be discussed at next meeting.
Sue agreed to make the mulled wine.
Advertising – Banners ready to be displayed. Distribution of leaflets was discussed – it was agreed that we need to target local schools in particular.
Costumes – All members in costume.
Fireworks – Dexter to contact JTF – agreed to purchase £200 worth. Dexter and Paul to set off fireworks – Graham to be contacted to assist. David agreed to do this year’s count down.
LIGHT OF LIFE SERVICE
Kathryn emphasised that school need to know what songs they will be singing – Dexter to organise.
Dexter to confirm hymns for the band.
SANTA’S RUN – 30TH NOVEMBER, 1ST & 2ND DECEMBER
Santa Steve to drive the sleigh - Dave Black/Chris agreed to pull him.
Sleigh to be checked in advance – lights and music to be tested.
FINANCES
Dexter presented Lynn with invoices, cheques, etc.
Agreed it would be useful to have an itemised list of how much each event costs/raises.
CAR BOOT SALES
To commence Sunday 23rd November at Newton Community Centre.
DATE OF NEXT MEETING
Wednesday 12th November – 7.00pm, George & Dragon
