Aylsham Community Events Committee

AYLSHAM COMMUNITY EVENTS COMMITTEE

MINUTES OF THE MEETING OF THE

AYLSHAM COMMUNITY EVENTS COMMITTEE

HELD IN THE COUNCIL CHAMBER AT TOWN HALL,

MARKET PLACE, AYLSHAM

ON MONDAY 23RD OCTOBER 2017 at 7:30pm

PRESENT:

Eileen Springall - Chairman

Karen Smith - Vice Chairman

Natasha Carver - Aylsham Town Council Administrator

Paul Smith (Smudge) - Aylsham Town Council Events Officer

Giles Margarson - Town Resident

Brian Antuar - Holt Ridge Morris

Rev Jack Branford - St Michaels Church

The Chairman welcomed everyone

1. APOLOGIES FOR ABSENCE

· There were apologies from Samantha Coggins, Andrew Strange and Ed Margarson these were accepted. The committee has agreed to give Samantha Coggins a 6 month leave of absence. Eileen welcomed Brian Antuar to the committee.

2. MEMBERS DECLARATIONS OF INTEREST

· There were no declarations made.

3. MINUTES OF PREVIOUS MEETINGS

· Minutes of the meeting held on 28th September 2017, as previously circulated were confirmed and signed.

4. INFORMATION ON MATTERS ARISING NOT LISTED ELSEWHERE ON THE AGENDA

· There were no matters arising

5. ADJOURNMENT OF THE MEETING TO ALLOW MEMBERS OF THE PUBLIC TO SPEAK

· No public present

6. TO DISCUSS THE ACCOUNTS FOR THE AYLSHAM EVENTS COMMITTEE

· The committee received prior to the meeting a copy of the Accounts.

· Smudge explained to the committee the new accounting layout.

· The committee will now hold the funds from the hiring out of the two marquee tents. The committee will now be responsible for the maintenance and replacement of the tents. Smudge advised the committee that it would cost around £2000 to replace the larger marquee and this would be good to have earmarked in the accounts. Smudge has asked to committee to review at the hire charge for the tents at the next meeting.

7. TO ADOPT REVISEDTERMS OF REFERENCE

· The committee has asked to clarify the following items regarding the Terms of Reference before they are adopted.

1. Item 3. Membership – To change the wording as follows ‘Removal may also occur if 3 consecutive meetings are missed where no apologies have been received. A reminder letter will be sent after 2 consecutive meetings are missed where no apologies have been received.

2. Natasha to speak to Sue Lake to confirm the number of councilors present at each meeting to ensure we are quorarte.

8. TO DISCUSS EVENT OFFICERS PROGRESS REPORT

· Smudge gave a verbal report to the committee.

· Smudge informed the committee as agreed at the last meeting he had purchased some equipment from The Lodge to be used at future events this totaled £384.00.

9. TO DISCUSS THE CHRISTMAS LIGHTS AND CHRISTMASTREE FESTIVAL 24th NOVEMBER 2017

· Smudge gave a verbal report.

· Smudge sked the committee for nominations for someone to switch on the lights. Eileen proposed Rev Jack which was seconded by Karen. The committee all agreed this. Jack accepted.

· Karan asked smudge to contact Roger Crouch to borrow the loud hailer from CPV.

· Rev Jack to speak to St Michael’s School with regards to entertainment at the school prior to the lantern parade.

10. DECEMBER 15th 2017 THEATRICAL PERFORMANCE

· The Committee asked Smudge to chase creative arts east for the poster for the event so that these can be handed out at the Christmas lights.

· Eileen asked for an email to be sent to the committee confirm what help would be required for the event and timings

11. TO DISCUSS RACE NIGHT FEBRUARY 24th 2018

· Nothing further to report

12. TO DISCUSS CLASSIC CAR EVENT MAY 19th 2018

· Nothing further to report

13. TO DISCUSS AYLSHAM FOLK FESTIVAL SEPTEMBER 2018

· Brian thanked the committee for all the help and support for the 2017 Folk festival.

· Brian spoke at length about 2018 folk festival. He suggested that we considered a big named act was looked at for the Saturday Night Concert with tickets charged at around £20 per person. He also has asked the committee to look at suggestions for places for attendees of the Folk Festival to camp in Aylsham. Smudge will speak to Duncan Spalding Executive Head of the Aylsham Schools to see if they would consider using the school facilities.

· Eileen proposed that Steve Knightley was booked for the Saturday night concert this was seconded by Karen and agreed by the committee. Brian will confirm to Smudge once he has booked him.

· The committee agreed for Smudge to continue to work with Brian on arrangements for the folk festival.

14. TO DISCUSS ANTIQUE AND COLLECTORS FAIR

· Nothing to report

15. TO DISCUSS GIN FESTIVAL 2018

· The event is to be organized by Sue Lake. The committee has agreed to offer any help needed to support the event.

16. TO CONSIDER DONATING SURPLUS MONEY RAISED AT EVENTS

· The Committee agreed that they would look at each event individually as to donating money raised.

17. TO DISSCUSS ANY CORROSPONDENCE RECEIVED

· No correspondence received

18. ITEMS FOR INFORMATION/DISCUSSION AT THE NEXT MEETING

· Accounts

· Christmas Lights and Christmas Tree Festival 2017

· December 2017 Theatrical performance

· Race Night 2018

· Classic Car Event May 2018

· Aylsham Folk Festival 2018

· Collectors Fair

· Event Officers Progress Report

19. DATE OF NEXT MEETING

· The next meeting will be confirmed.

20. CLOSURE OF THE MEETING

· The Chairman closed the meeting at 8:50pm

CCEC/23102017