Extras

Newton Carnival Team
Minutes Of Meeting

Held On Wednesdday 15th October 2008

Present: Dexter, Lisa, Paul, Sue, Matthew, Kath, David, Kathryn

Apologies:   Sam, Sharon

MINUTES OF LAST MEETING & MATTERS ARISING

Read as correct.

FUND RAISING CALENDER

Due to current financial restraints Dexter suggested publishing a calendar ourselves – using a computer template, taking our own photographs (each month advertising an event), printing and assembling them to sell.

Themes for each month were discussed, including inviting groups to advertise in the calendar (ie. Blackwell dance group). 

Photo shoot – Saturday 1st November, 12.00 – 3.00pm, all those wanting to take part to meet at Lisa & Dexter’s.

Lisa & Dexter to organise props.

Dexter to check availability of the community centre in case of bad weather.

Paul to look at template for the calendar and email to Dexter.

FORTHCOMING EVENTS

Dexter drew everyone’s attention to the list of events for 2009 – he explained that these were purely provisional based on dates for 2008.  The following was agreed:

Pre-carnival workshop & BBQ – Sunday, 28th June 2009.--+
                                                                                                                    

Post carnival celebration – Saturday, 18th July 2009.

Christmas dinner – provisional date of 5th December 2009.

Christmas pantomime – provisional dates of 17th, 18th, 19th December 2009.

HALLOWEEN DISCO – FRIDAY, 31ST OCTOBER

Members to meet in the community centre at 6.00pm.

Sue suggested putting up a gazebo in the centre, decorated ‘spookily’, selling Halloween toys inside – agreed this was an excellent idea! 

Allocation of jobs:

Mushy peas – Dexter.

Setting up tables, chairs & table decorations – David, Kath & Matthew.

Setting up disco – Paul.

Room decorations & putting up gazebo – Lisa & Dexter.

Decorating inside of gazebo/toy stall – Sue.

Food, sweets & bar – Lynn, Sam & Sharon.

Spooky jellies – Lisa.

Kids punch – Sue.

All members in fancy dress.

CHRISTMAS FAYRE

Stall bookings - 12 bookings received up to yet – no more bookings for jewellery and tombola stalls to be taken.  Can accept a maximum of 26 stalls (excluding our stalls).  Stall holders can set up from 1.00pm onwards on the day.

Raffle tickets – Now ready.  Kathryn to distribute to all members, carnival queen & attendants and Joan.

Flyers & posters – distributed to members.

Banner – will be put up soon.

Tombola prizes – Sue to make contacts regarding donation of tombola prizes.  Lisa to let Sue have a copy of letter previously sent out.

Members available to meet in the centre at 9.00am on the day.

Displaying of stall signs/banners was discussed, taking into consideration that nothing can be put on the walls!

Erecting of marquee for Santa’s grotto – Thursday, 27th December at 6.00pm – as many members/volunteers as possible needed.  Dexter to ask Graham for his assistance.

Christmas tree – Dexter to speak to Dave Smith regarding a tree.  Erecting of tree and decorations – Sunday, 23rd November at 10.00am.

Allocation of jobs – to be discussed at next meeting.

LIGHT OF LIFE SERVICE – THURSDAY, 11TH DECEMBER

Carols and hymns – following discussion the following were chosen:

Members were asked to think of further suggestions and report back.

SANTA’S STREET COLLECTION

Street collection permit – applied for.

Santa’s sleigh – in need of some repair work – to be arranged.

CHRISTMAS DINNER – FRIDAY, 5TH DECEMBER

To be held at The George & Dragon - £12.50 per head.

SAVINGS CLUB

Sue agreed to organise – Dexter to liaise with her.

FUNDING APPLICATIONS

It was agreed to apply for funding as follows:

Lisa & Dexter to process applications and update at next meeting.

YOUTH SECTION – UPDATE

Car wash – unfortunately, this was cancelled due to bad weather.  It was agreed to postpone this now until next year.

Chocolate stall at Christmas Fayre – Lisa to send letters seeking donations. 

Non-alcohol cocktail fountain – Paul suggested this for children.  Paul to ask Sam for recipe.

Supermarket shopping pack – Lisa has written to local supermarkets on behalf of the youth section – will update with replies.

Date of next Youth Section meeting – Sunday, 19th October at 4.00pm.

AOB

Team Code of Conduct – copy distributed to all members, this was discussed/agreed.

Accounts – Lynn updated members on balances of accounts and funds yet to be received.

Trophy cabinet – following discussion it was agreed to purchase one for now, costing £283.00 - Dexter to order.   It was also agreed to include a ‘wall of history’ looking back at previous momentous occasions in the history of the carnival team – to be discussed further.

Disco hire – David announced that ‘BRAG’ were having a children’s disco on Saturday 14th November and asked how much the carnival team would charge to provide the disco.  Dexter explained that we were currently having a few technical problems with the laptop but agreed to get back to David in due course.  Paul agreed to take a look at the laptop in the meantime.

Marquee hire – Dexter explained that we had a booking for hire of a marquee on Saturday, 24th October.  However, this is stored in the container on the field and would need retrieving before then, plus any equipment needed for forthcoming events.

Saturday, 18th October at 3.00pm – members available to meet at the container.

New Year’s Eve party – tickets now on sale.

DATE OF NEXT MEETING

Wednesday, 5th November at 6.30pm – George & Dragon.