Notes of Action from the South Kyme Queen’s Birthday Celebration Meeting on Tuesday 24 May 2016
Present:
Jim Nadin (Chairman)Margaret Nadin (Notes)Sue HowesJosie Phillips
Jan TwellsEric Langley Vijay ShuklaMicky ClarkKatie Russell
Frances StylesPete BettisJean Morris
Apologies:
Donna AlfordCraig MidgelyPauline MidgelyTrevor Midgely
Ann AlexanderAlex AlexanderLynda Clark
Welcome:
The Chairman welcomed co-opted member Katie Russell who is assisting Micky Clark in managing the games for children.
Previous Notes:
E Langley confirmed that South Kyme Parish Council had agreed to donate £200 towards the costs of the Event.
The Chairman confirmed that liability insurance cover up to and including £5 million was in place.
It was unanimously agreed that week before reminders were unnecessary as sufficient advertising on social media, an advertising banner would be in place outside the Coronation Hall and celebratory bunting would be flown throughout the village from 8 June.
J Twells confirmed that she would be providing the village decoration and had negotiated the use of a ‘cherry picker’ on 8 June with Caswell Farms to aid in the hanging of bunting. M Clark and K Russell volunteered their services for bunting hanging.
Action: J Twells, M Clark, K Russell.
M Clark outlined her vision of the children’s games which would have a sports day theme. Further detail is shown under the Games heading.
J Twells had purchased 60 commemorative medals for presentation to each child attending.
J Phillips confirmed that she had spoken to R Whalley regarding the hog roast and confirmed that he would be providing all requirements for the day which will include napkins, bread buns, apple sauce and stuffing.
S Lock had confirmed that the WI would be in attendance.
Contact had been made with the Sleaford Standard photographer for media coverage.
J Twells advised that Flutterfetti fans would be used as opposed to canons. She had spoken with the neighbour to the Hall and no objections were raised.
It was agreed that the Notes of Action were an accurate reflection of the previous meeting.
Funding:
A £100 donation towards the event had been made by Mr Mrs J Morris. The Chairman asked that his thanks be passed on.
Action: J Morris.
The Chairman requested clarity on the accounting procedures for the Event. He suggested that all revenue and donations should be transferred to the Coronation Hall account and all bills would be paid from it. J Phillips agreed and would pass this requirement to the Hall Treasurer as the most pragmatic course of action.
Action: J Phillips.
Communication:
The Chairman thanked P Bettis for all of his design work. It was agreed that with the proliferation of Event advertising taking place, it was unnecessary to produce and deliver ‘week before the event’ reminders.
Promotional Material:
Sufficient promotional material was now available to make the village look special and the Chairman thanked those members of the Committee who had made this possible. P Midgely had submitted a suggestion that a children’scompetition to make and wear a crown on the day be considered. It was agreed that this was a good idea and would therefore be well advertised by the Committee. It was agreed that winner’s prizes would be Goody Bags.
Action: All Committee Members.
Games:
The Chairman gave his opinion that this would be a unique and historic day for the South Kyme community but he reiterated his commitment to focusing the afternoon games on the children. M Clark provided her vision of what she aims to achieve with the children’s games. She wishes to run the games similarly to a junior sports day. Games for the 5 year olds and under would begin at 2 10 pm and would include egg and potato, mini sack, 3 legged and obstacle races followed by a junior tug of war. Games would be supervised by experienced adults. Following the 3 pm loyal toast to HM the Queen, further games would be held for the elder children with an additional relay and space hopper races however, they would be required to run 2 lengths of the arena. Then the adults would be encouraged to have a go culminating in another tug of war. Other attractions will include pin the tail on the donkey and a fully supervised foam pit.Prizes in the form of sweet bags will be available for all and purchased by V Shukla. The supervised Foam Pit provided by J Twells will be available throughout the afternoon and early evening.
Action: M Clark and J Twells.
Food:
With the Hog roast arranged and optional vegetarian burgers being prepared by V Shukla, the discussion centred upon how many gateaux and Pavlovaswould be required. V Shukla agreed to purchase 3 x black forest, 3 x strawberry and 3 x chocolate gateaux plus 20 x individual Pavlova bases. Fruit and cream for the Pavlovas would be purchased nearer the time. J Morris suggested that ice cream may be appropriate and the committee agreed to the purchase of 10 litres of vanilla flavour in containers and a sufficient quantity of cones. F Styles agreed to purchase 6 gluten free bread buns.
The Chairman reiterated the requirement for disposable plates, cutlery, bowls and cups to be acquired and used wherever possible. Similarly and to prevent unnecessary accidents plastic drinking vessels were to replace glassware. J Phillips stated that Caroline Midgely possibly possessed the plastic drinking vessels.
Action: J Phillips and F Styles.
South Kyme WI Participation:
The Chairman confirmed that Sue Lock is very keen to have South Kyme WI participation on the day. Therefore, she will encourage members to make cakes and be on hand to serve teas and coffee, cake and gateauxfrom the Coronation Hall kitchen throughout the afternoon. V Shukla has offered the use of his coffee machine and will obtain sufficient supplies of coffee and tea bags.
Action: V Shukla.
Working Party:
Trevor Midgely has volunteered to organise the working party in setting up marquees and preparing the venue area. Jim Phillips will have the grass cut in readiness and Pete Bettis will prepare the Boules area. The marquees will be erected the morning of the event and T Midgely will liaise with Steve Coy regarding timings and also seek the necessary ‘volunteers’. It is also important to arrange the clean up party the following day.
Action: T Midgely.
Any Other Business:
F Styles requested confirmation that Village Families with visiting relatives would be welcome to attend. The Chairman agreed that they would be welcome however, the Event was a Village function and potential attendees with no affiliation to South Kyme would be politely asked to leave. Consequently, no posters were to be displayed in the Golf Club.
V Shukla suggested that the Photographic Club may be interested in taking a series of photographs throughout the day and producing a montage of their work afterwards. P Bettis agreed to canvas opinion however, most of the club members would be actively engaged with other tasks on the day. M Clark suggested that her son Sam would be delighted to take ‘official’ photographs. Anyone else wishing to participate could also include their pictures in the montage which would ensure that a historical record of the day was kept.
Action: P Bettis, M Clark.
The sensitive subject of children being photographed was raised, particularly during the games. E Langley suggested that at the very beginning of the Event, it could be announced that photographs would be taken and those parents not wishing their children to be photographed should be identified. M Clark and K Russell agreed to take this forward.
Action: M Clark and K Russell.
V Shukla commented that as this would be a licensed event, anyone attending under the age of 18 must without exception be accompanied by a responsible adult.
Action: All Committee Members.
F Styles suggested a Village litter pick prior to the Event and it was agreed to undertake this at 3 pm on Thursday 9 June.
Action: F Styles, M Clark, K Russell, J Bettis.
J Twells suggested a banner be positioned in front of the Coronation Hall with a snapshot of what would be on offer during the Event. P Bettis agreed to design a suitable banner.
Action: P Bettis.
Face painting was agreed to be an added attraction for the Children. C Midgely and A Alexander have contacts that do this and the Chairman would follow this up.
Action: Chairman.
E Langley requested that a balance sheet of assessed overheads be made available. The Chairman agreed that this was a good idea and will produce one with the Agenda at the next meeting.
Action: Chairman.
J Twells advised that she had someone in mind to play the part of the Queen and cut a cake at 3 pm after the Loyal Toast.
Action: J Twells.
J Twells advised that a DVD would be made of the Event and would be on sale afterwards.
Action: J Twells.
J Twells advised that free raffle tickets would be available and prizes would be pieces of 90th Birthday memorabilia.She asked for a donation of £20 to cover the costs.
Action: J Twells
J Twells advised that she would be donating some red, white and blue scarves for the Event.
Action: J Twells.
Date of the Next Meeting:
It was agreed that a further meeting would be held in The Hume on Tuesday 31 May 2016 at 7 30pm.
JLN