DRAFT MINUTES FOR Q90 MEETING
5.15pm Monday 29th February 2016 – The Crown Hotel, Framlingham
Present:
Jenny Stockman (FBA) Mark Sanders (Fram Churches Together)
Geoff Mayhew (Sports Club) Rhodri Griffiths (Greener Fram, FTC)
Jacqueline Ward (FBA) Mark Jenkins (Baptist Church
John Ashley-Smith (Fram Town Council) Gary Kitching(Fram Town Council)
Steve Lovett (Earl Soham Scouts) Claire Norman (Trefoil, Scouts/Guides)
Robert Norman(Rotary, Robert Norman Construction Ltd)
Apologies:
Eileen Coe (Fram Town Council) Bill Bulstrode (FBA)
Karen Haynes (FBA) Chris Harber (The Crown Hotel, FBA)
Chris Plant (FBA) Trish Plant (FBA)
Wendy Phelan (Flower Club)) Sarah Clarke (About Fram))
Mike Vipond (St Clares) Anne Vipond (St Clares)
Steve Hambling (Hambling Catering) Anne James (W.I.)
Approval of minutes from last meeting held on 29th February 2016
Approved by Jenny Stockman, seconded by Jacqueline Ward.
Money
Current total estimated costs are now £6581, this is to allow for the purchase of catering items if the Co-op doesn’t commit to what they may provide. Includes the £1320 cost for a marquee.
ACTION: JS to continue to check with the Co-op.
Income so far - £500 from Fram Town Council, and £200 from Clarke and Simpson.
Grants – JS has applied for a Lottery Grant to cover the big screen cost, if we don’t receive the grant a decision will need to be made about going ahead with the screen.
Other grants applied for are Awards for All. Local grants can only be applied for when they open from April, includes County Enabling Budget via Ward Councillors and a SCDC grant for Market towns.
ACTION: JS to continue to pursue grant funding streams.
The waiving of road closure costs by SCC has saved the event over £1500.
The costs for flyers and banners are estimates, as Kelvin Gibbs has kindly offered to do some of the printing, post design, final costs should be lower.
5 collecting pots have been distributed, locations include FTC office, Baptist Church and The Railway. Locations are being sought for the last 3, suggestions included asking The Station. Street collection is possible with license and volunteers.
Meanwhile to focus on additional volunteers to man the Co-opraffle ticket sale to raise income(Mike and Anne Vipond have already volunteered)
ACTION: JS to provisionally book Co-op lobby forSaturday April 30th and Friday May 20th, and to check availability of Anne and Mike Vipond. Also to check collection pots money so far. PLEASE NOTE-ONLY MAY 20th DATE NOW AVAILABLE IS PROVISIONALLY BOOKED. TO INVESTIGATE HAVING A SATURDAY CHARITY PITCH INSTEAD OF THE SECOND CO-OP STINT>
Big Screen
Awaiting an update, from Andrew Niekirk and Dan Wood. This could include pre-recorded local material to be broadcast when there is no official broadcasting. To include material from schools, businesses, previous community events – including film footage and stills of Fram Country Fair, Go-Kart Race, Sausage Festival, Christmas event etc. This could be done by Media studies students. Mark Sanders asked if a disc of the event might be produced, for income.
ACTION: JS to contact Andrew and Dan for information. JW to find if Media Studies student contact made.
Flags
100 special Queens 90th Birthday flags have been ordered and invoiced. Bill Bulstrode and Chris Plant have already agreed to put the flags in place. JS has investigated having a flag parade, but as the flags and poles would have to be ordered and paid for it (£5 per flag, £10 with pole) this was thought too expensive. It was agreed to not go ahead with this idea. JS had been asked if the Q90 group could look again at their decision not to charge for the Q90 flags, but to ask for voluntary donations, those who pay would keep the flag. Consideration was given to the admin costs in relation to income. It was felt that the town needs a full set of flags to look effective. If some didn’t wish to pay the effect could be lost, while acknowledging it might seem to be unfair if some paid while others didn’t. The benefit is seen assomething for the town,as well as for individual business premises. The FBA is keen to promote the town - while ideally recouping some of the outlay for the flags. DECISION: Those with flagpoles to be asked to make a voluntary donation, flag retained. ACTION: A suitably worded note will be written and delivered, suggesting a £5 voluntary donation for having the flag up for about a month.
Mugs
A sponsor is still sought for the mugs, the cost will be £2.50 each for 100 mugs. It has been decided not to give mugs to every primary school child, so sponsorship is sought only for about 100 mugs – required as prizes for the event competitions, and gifts to contributing participants such as the poetry on the day. Any remaining mugs could be sold on the day.
ACTION: JS to contact Martin Kelleway again, if anyone has ideas for alternative sponsors, please contact her via
Who’s joining in
Robert Norman represented Rotary at this meeting. Rotary has agreed to marshal the car parking at Castle Meadow for this event. Robert Norman confirmed there will be no charge for this civic event.
Marquee
Ordered and deposit paid. Scouts marquee is available as entertainment shelter for the Brass Band. ACTION: Scouts Marquee will be required at the event as a shelter. JW to confirm with Claire Norman and Tony Campbell.
Promotion
The event poster competition has taken place, winners chosen by Andrew Kerry from Framlingham Co-op – who kindly donated Easter egg and vouchers as prizes. Article and photograph, of winners presentation, appeared in EADT. The Co-op is to display competition entries, the winner’s design is being incorporated into the flyer design. The winning poster will be displayed around town.
Flyer – Today Type and Design has amended the design of the first set of flyers, which will be ready soon, the FBA and FTC logos are incorporated – room was tight. It is hoped that larger laminated versions will also be made for display. PLEASE NOTE - FLYER DESIGN FINALISED AND QUOTE IN PROCESS OF APPROVAL. VOLUNTEERS FOR FLYER DISTRIBUTION TO PLEASE EMAIL SO THAT FLYERS CAN BE DISTRIBUTED ASAP.
Church Service
4.30 Service at St Michaels by Churches Together, the service will be 45-60minutes long – and will include the reading of some of the poems from the anthology. It is hoped the brass band will be able to play in church too.
Simon Last is doing the royal exhibition in the church.
Entertainment
Update from Steve Lovett.
The brass band booking is confirmed. Steff and Nonsense, and Punch and Judy are not available. Balloon man is available, the cost would be £185 for the afternoon. Magic Olly is being considered. Query on what the schools have been asked for in regards to entertainment.
Originally Al’s Kitchen (folk group) availability was given to Mark Jenkins and JS, cost is zero.
ACTION: Geoff Mayhew to give Magic Olly contact details to FBA Admin for Steve Lovett.
ACTION: Steve Lovett to contact schools for availability of performers. Also, to contact Al’s Kitchen for confirmation.
ACTION: JS to give Dan Wood contact details regarding possible Fram College performers.
JS said the event would benefit from having young local buskers entertain.
ACTION: JS to contact Dan Wood and Tom Huggins regarding FBA social media being utilised for Q90 event, including looking for buskers.
Steve has been looking at developing a schedule for the afternoon, all present approved the idea. Thoughts so far include hopefully opening with impact – The Piper at 1.30pm and including the fancy dress competition as a parade. Judging would follow at about 2pm. If the Piper isn’t available for the opening the event would start with the brass Band, this would be plan b as this will make the afternoon very long for them - as they are due to play in Church too. The Brass band to play at 2.30pm, to be followed by programming from The Mall. The band would continue for another half hour at 3.30pm. From 4pm hopefully some would help clean up, and move onto the church service. Other music entertainment could take place in the brass band gaps or at an alternative spot (including on-going buskers). It was decided that the Scout 6’x6’marquee would be ideal as an entertainment venue, it could be alongside the refreshment marquee – possibly open between the two, ensuring that the sound levels would be appropriate.
A PA system would be needed as some of the poetry readers may be young.
ACTION: Mark Sanders to asker Piper about availability to pipe at the opening as well as into church just before the service.
ACTION: Steve Lovett to continue to develop the programme as participation and availabilities confirmed. He agreed to be in charge of the programme. It was noted that we still do not have the final timings for the Patron’s Lunch in The Mall.
Discussion took place about the games, Mark Jenkins and John Ashley-Smith are making one or two games including ‘Splat the Rat’. The possibility of ‘Pin the Tail on the Corgi’ was discussed, no-one is currently making this. JS offered a Skittles Game, available from her father.
ACTION: Further games to be sought.
Refreshments
Waiting to hear from the Co-op regarding what they may supply the event. The cost of supplying individual pots of cream is likely to be about £140, Steve Hambling looking at sourcing empty pots and using volunteers to fill with cream.
JS suggested that a list of pledged cake donations be compiled.
ACTIONS: JW to ask Steve Hambling if he is happy for people toemail him directly with pledges. JW to send out an’ Invitation to Pledge Cakes’ to FBA members and Q90 group members, the latter could ask within their organisations and report back.
Liz and Barry Evans of The Railway Inn are kindly providing a large slab cake, decorated suitably for the event, and including a mention of their business.
Cupcake Competition - being co-ordinated by Elske Jenkins, to be judged by Michelle Wade of Vanilla Patisserie at 11pm Saturday 11th June. 3 age groups - primary, secondary and adult age, 4 cupcakes to be produced - with a royal Queen theme.
Insurance
Paid.
Volunteer T shirt
Mark Jenkins are about to be produced, SteveHambling has the appropriate details for his.
Road Closure
Cost waived, see Money.
Poetry Anthology and Display
All in hand, there have been a number of entries, mostly from schoolchildren, with some adults.
Fancy Dress Competition
Mark Jenkins is co-ordinator. Categories – Adult crazy patriotic hat, with Pru Gibbons to judge, with prizes donated whose donors will be mentioned in direct publicity. Children’s fancy dress, 2 age groups. Prizes and judges being sought, need sponsor for the winning cups. Judge suggestions included Dan Poulter, Gill Smith, teachers, Wayne Burns, someone in a Minions costume (hire locally?), Ingrid Simpson.
ACTION: Mark Jenkins to progress, will include asking Co-op for prizes.
Volunteers
JS needs to have a list of volunteers to allow a co-ordinated plan to be made.
ACTION: JW to email all FBA members and Q90 group to request volunteer names.
Flowers
Eileen Coe is happy to be involved in the flower planting in the round beds on market Hill. She does require volunteers before June 7th to help to dig out 12” soil from the beds, which will be taken away by Kevin Coe. Then new topsoil and the plants can be added to the beds. Claire Norman said that the Guides will be able to help with the planting.
ACTION: Rhodri Griffiths to see if Greener Fram can help with the digging, and contact Eileen Coe.
ACTION: JW to email Q90 Group and FBA members for volunteers.
Hamper Raffle
Eileen Coe had reported that the Hampers are in hand, but there is a need for more donations to fill them.
ACTION: JW to email Q90 group and FBA members for small donations of gifts (possibly unwanted Christmas presents) wine, chocolates and other items.
JS reported that Carley’s Yard had generously offered a Paint Workshop voucher for the Hamper Raffle, it was thought that the addition of some paint and a paintbrush would create a small hamper.
ACTION: JW to contact Carley’s Yard to collect the voucher.
ACTION: JS to contact Fram DIY and Bridges and Garrards for paint related donation.
JS reported that Ingrid Simpson of Simpson’s Sweets and Milkshakes had made a number of generous donations for the Q90 event. These include providing the contents for a sweet hamper, sweets to fill the children’s fancy dress winner’s cups, 100 sticks of Framlingham rock to sell, and Union Jack mini chocolates to sell or serve with refreshments. She is also happy to lend her jolly popcorn machine with supplies and possibly a volunteer to man, and will have a collecting box in her shop if an additional location is needed. Ingrid will also be creating a special Q90 milkshake – possibly ‘The Corgi’
DECISION: Popcorn could be located away from the refreshments and could be for sale, along with the rock. A decision about the chocolates, being given/ sold/used as prizes, will be taken later.
ACTION: The Q90 milkshake to be promoted within the social media programme.
The planned raffle ticket sale at The Co-op was discussed. It was decided to book both available dates and look for volunteers. Cloakroom tickets will be used to avoid the cost of printing tickets, buyers detail will be written on the back. A table will be set up with a sample hamper, Q90 flags, bunting, and a large poster sized flyer/programme on show. Volunteers may also dress appropriately.
ACTION: JS to book Co-op, once confirmed JW will ask FBA and Q90 group members for volunteers so that a rota can be drawn up.
A.O.B
Greener Fram and Rotary representatives were thanked for attending.
A reminder that updates/ information can be sent then Q90 group members can be updated as appropriate. We need to hold our nerve about funding and bear funding in mind in the final decisions.
Date of next Q90 meeting
Early May, hopefully the 4th May at 5.15pm at The Crown, Framlingham. It may be the final meeting held before the event.
ACTION: JW to book the venue.
PLEASE NOTE MEETING BOOKING NOW CONFIRMED AS 4th May at 5.15pm – AT THE CROWN, FRAMLINGHAM.