Minutes of Meeting Held at 8.00Pm on Monday, 20 April, 2015
Minutes of Meeting held at 8.00pm on Monday, 20 April, 2015
Courtesy of Linda Carter
Present: Rob Barker (Chair), Wendy Bradley, Linda Carter (LC) (Treasurer),
Peter Dewar, Frank Ellis, Ken Hughes, Ian Johnson, Clare MacArthur, Christine Ogden (Minutes) and Andy Wond
Apologies: Jessica Barker, Lynn Cresswell, Stephanie Griffiths, Mike Salter, Colin Wilkie and Ian Woods
Guest: Phil Ogden [PO]
ActionMinutes from Last Meeting
· The minutes of the last meeting held on Monday, 2 March were agreed as an accurate record.
Matters Arising from the Meeting on 2 March
Community- Run Village Pub: (Led by SG & WG)
· A letter was drafted and sent to all those people who had expressed an interest in helping to investigate the idea of a community-run pub.
· As only three people responded, it was decided, therefore, that this is not worth pursuing further.
· CM reported that she had spoken to Riverford Organics, who said that they were too busy to take on the pub themselves but that they would support any venture which may be undertaken by the village.
Barn Dance:
· RB is to ask Gerald and Diana if the VS might be able to get an earlier date than 12 September to run this event, due to the weather conditions at that time of year.
Village Map:
· KH will carry out the refurbishments to the village map. / RB
KH
May Fete
· There has been a change of date for this event from Sunday,
17 May to Sunday, 24 May.
· WB, SG and IJ are not available on that date.
· A further licence has been applied for [at an extra cost].
· Trailer/transport - FE
· Meet at 9am on the Sunday morning – Transport Squad
· Tickets to be printed - KH
· Drinks have been purchased, and glasses will be ordered through Tesco in Thirsk - RB
· Provision of hot drinks, plus refreshments – LC to liaise with LM
· Plant stall – CW, CO & PO
· Tombola – LC and Martyn
· Treasure map – IJ to ask Alex & John Glenwright
· Buzzer game - KH
· ‘Scientific something’ + book stall – MS & Helen– CO to check
· Penalty shoot-out + netball hoop - PD
· Entrance/drinks – RB to check if IW is available. AW as reserve.
· Two large gazebos + one small gazebo [entrance tent] - RB
· Extension lead/power - RB
· Banner - PD
· Dave Sargent will arrange quoits – CM to check if new date is OK
· ‘Splat the rat’ – FE
· Face painting - CM
Village Show Weekend
· Marquee and 26 x tables have been ordered.
· Power to be arranged with the Hides, plus extensions – PD
· Two Portaloos to be organised for the entire weekend -SG
· Photography judge [Harry Deakin] is to be contacted – RB
· The judge for fruit, flowers and vegetables is to be confirmed – CW
· The President has been invited and has accepted. -RB
· PO has designed a logo for the new awards. 150 coasters will be ordered, plus children’s medallions – KH
· The front cover of the schedule should state that awards will be made to the winner, irrespective of whether people live in the village or not.-KH
· KH will make amendments to the draft Show schedule, including the Great TLM Bake-Off, and circulate to the Committee - KH
· A copy of the schedule is to be sent to News & Views by 15 May for the June issue – KH
· FE is organising the ice cream van – FE
· AW will organise a standard bouncy castle of 12’ x 15’ at £100, including attendant and insurance from 1.30-4.30pm – AW
· RB is to speak to Dennis Sturdy again regarding ‘bowl at the stumps’ [Howzat!]. Someone from the cricket club could be approached to run this event – RB
· Dave Sargent is happy to arrange the tug of war – CM
· RB to speak to Maureen Hague regarding the possibility of participation of a tug of war team from Thornton le Beans - RB.
· AW and RB to speak to someone at The Shorthorn in South Otterington regarding a possible pub tug of war team – AW/RB
· AW will measure a mile around the cricket pitch – AW
· A poster should be produced for the “new” Show for publicity at the Fete and also to be posted on the village website and Facebook page. KH and IJ to come up with some wording, and PO to design the poster – KH/IJ/PO
· IJ will speak to Charles Stockdale regarding the loudspeaker equipment – IJ
· PD said that, in his absence at the event, someone will be needed to start the races, and he will also have to hand over the caber tossing equipment and rules – PD
Art & Craft Exhibition
· PO reported that the 18 x craft tables have been filled, as well as nearly all of the exhibition panels.
· 30% of participants will be new exhibitors.
· PO circulated a proposed layout of the stalls and panels which will be sent to all the participants in advance of the event.
· There will be a home cricket match taking place on the field on the day, dictating the door position facing east.
· PO circulated a poster which he has designed for the event.
· Publicity will be widespread.
· It was agreed that all funds raised will be split 50/50 between Project Linus UK and Northdale Horticulture.
· It was suggested that money from the refreshments should also go to the nominated charities.
· Flyers to be available for publicity at the Fete. These will be designed by PO and printed out by KH.
· IJ confirmed that Howard Bosomworth is happy to provide an extra electricity supply for the event. / IJ/PO
IJ/CO/PO
KH/PO
IJ
Shakespeare in the Churchyard
· There was no update on this event at present. / BF
Community Hall – Thiefhole Cottages - Funding
Lottery Fund/Constitution:
· PD explained that one of the conditions of the Lottery Heritage grant was to make some slight modifications to the VS Constitution.
· This affects two clauses: (1) raising funds [‘Powers’] and (2) recipients of any remaining funds in the event of the dissolution of the VS [‘Dissolution’].
· A draft Constitution had previously been circulated with these amendments incorporated.
· PD proposed and it was accepted that these amendments should be approved.
· A Special General Meeting would be required for formal ratification.
· This could be announced to coincide simultaneously with the next regular Committee meeting, where the first item would be dedicated to this issue.
· JB offered Thief Hall as a potential venue. Alternatively, this could be held at the Crosby pub in Thornton le Beans.
· After formal ratification, a copy of the final revised Constitution needs to be sent to the Lottery Fund.
· It was suggested that an interim e-mail should be sent to the Lottery Fund to the effect that ‘along the lines which they have suggested, the VS Committee has agreed to modify the Constitution and when this is formally ratified at a Special General Meeting, a copy will be sent to them’.
Letter of Understanding:
· Following a recent meeting, IJ circulated a Letter of Understanding between the VS and JB regarding the use of Thief Hall.
· This includes: separate ownership of the items which the VS buys; an inventory of the property to be available on the village website; storage; access; and that no cost will be incurred for the use of the space, provided that the guests at Thief Hole cottages are invited to the events taking place.
· A slight amendment was proposed to the paragraph concerning bookings and precedence.
· A change to the wording of the dissolution point was also suggested.
· IJ is to make these minor amendments and add dates below the names of both parties. The letter will then be sent to JB. It will need to be signed by both JS and the Chairman of the VS.
· IJ raised the question of insurance, saying that the VS needs to ensure that its public liability insurance would cover VS usage of the space, eg in case of fire damage and theft. IJ to discuss with CW. / CO
IJ
IJ/CW
AOB
Welcome Packs:
· CO reported that she has recently handed out four Welcome Packs to newcomers in the village.
· CO explained that the pack has recently had to be amended and updated, particularly in view of the pub now not being a venue for VS events.
· KH kindly offered to print off copies of the pack for future use.
· It was suggested that a small advert for Thiefhole Cottages could be included in the Welcome Pack. CO to liaise with JB on this.
Date of Next Meeting:
· It was proposed that the next meeting – which will also include the Special General Meeting - should be held at 8.00pm on Thursday, 18 June.
· The date needs to be checked with JB.
· This information should be included on the flyers going out for the Fete. / KH
CO
CO
KH
Next Meeting – in June - to be confirmed
Venue: Thief Hall