WAWNE FESTIVAL COMMITTEE

Minutes of the meeting held

Tuesday, 8 November 2016

at David Ayers House

ACTION

PRESENT

Jacob Birch (Chair), David Ayers (Deputy Chair), Michelle Lount (Treasurer), Martin Benge (Secretary), Janet Benge, Ron Feetom, Elaine Shiels, Margaret Hodgson & Edith Shipley,
Public attending - None
1. / APOLOGIES – were received from David Shiels & Chris Shipley,
2. / Minutes 11th October
Agreed as a true record.
3. / Matters Arising
3.1 Constitution
Jacob had updated the constitution to include the use of a debit card, however it was agreed that instead of it saying that before a payment is made via the card that expenditure was agreed by the Committee that it be revised to ‘or if necessary that email confirmation be obtained from another officer’. The constitution is to be updated to reflect this.
3.2 Purchases
The committee discussed the possible purchase of additional equipment. It was agreed to purchase the following:
2 No 6x3m pop up gazebo’s
3 No 6ft folding tables
1 No Twin radio microphone set
1 No microphone stand
PA cables as necessary
Additional signage - Jacob and Martin to review
Banners - It was agreed to investigate potential display of banners in the following locations:
Kesteven Grange Residential Home - Martin
Alf Marshall Community Centre - Martin
Kingswood Academy - Jacob
Sutton - Jacob
1 No Marquee - Before this could be purchased the container will need re-organising with the potential installation of racking and Chris to be consulted as this would be an additional task for him and helpers.
The list to be amended accordingly. Once final agreement reached an application for assistance would be submitted to the Parish Council. / Jacob
Jacob / Martin
Martin
Martin
Jacob
Jacob
Jacob
4. / TREASURER’S REPORT
4.1 Update Report
There had been no expenditure or income since the last meeting.
4.2 Final Figures and Profit
Current bank account total - £4501.43
5 / FUNDING / SPONSORS
7.1 Jacob has written to City of Culture team to see if they can help. No reply as of yet. / Jacob
6 / 2017 FESTIVAL AND SHOW PROGRAMME
Update Action List - see separate Action list at end of these minutes.
7 / PUBLICITY
The following publicity to be actioned nearer to the next Show date:
Hull Daily Mail
Streetlife
Kingswood life
Beverley Advertiser
Beverley Mag
Humberside Radio
Viking Radio
KC FM Radio
Kingswood Notice Boards -
Posters for Leven, Tickton & Billies (North Point)
Tickton Gazette
Swine & area news
8 / ANY OTHER BUSINESS
10.1 None
9 / DATE OF NEXT MEETING
The next meeting will take place at David Ayers house on 10 January 2017
Future agreed meeting dates are:
December - No Meeting
2017
14 February
14 March
11 April
9 May
13 June
27 June (at the School)
18 July
August - No meeting
12 September - AGM

Wawne Festival 2017 Action List

Note: Most of the issues below are for further investigation and discussion at future meetings.

Issue / Action
Practical Arrangements for Show
School – for 15 July 2017 to be booked
Agreed closing time with Phil
Official booking to be made in June 2017
Cost to agreed with Phil / Jacob
Jacob
Jacob
Jacob / Phil
Insurance - £2m cover to be arranged W/C 10/7/16 and confirm details to Phil / Martin/ Jacob
Lottery Licence - to be renewed by early May - if required
Lottery Licence return submitted to ERYC DONE / ?????
Princess (Maisie Webster) & Prince (Kingsley Roberts) – Sash to be returned and new rosettes purchased for next 2017
Gift for new Princess and Prince - £10 love to shop voucher each
Poster and A5 version to be sent to Phil to distribute to children in June 2017. / Michelle
Michelle
Jacob / Phil
Princess parade car – Mike Proctor to be booked / David A
Celebrity to open Show - Suggestions –
1 David Burns – Jacob to write to.
2 Peter Levy - Look North
3 Amanda White - Look North
4 Keely Donovan - / All
Jacob
Jacob
Jacob
1st Aider –
1 Michelle to look into Red Cross
2 David A to look into St Johns - David had received a letter from St Johns with mainly positive comments about the show and organisation.
3 Caroline Cundill - (1st Aider in 2015) / Michelle
David A
Martin
Show start time – 1 pm - AGREED / AGREED
Show ticket prices - Price to be AGREED
Last show price was: £1.50 adults (16+),
50p children (2 – 15 yrs),
Free (under 2yrs) / AGREED
MC –
Rob – Possible donation to be discussed
Other options to be explored / ALL
Police for 15 July traffic control etc to be booked / Jacob
No Parking cones - more required / Jacob
Chairs – from Angela Drewery - Already in the container - OK to use? / Martin
Tables / chairs
From Village Hall – Okay to use?
Need Friday evening transportation / Jacob
All
Setting up Marquees - Chris will need help for setting up on site on the Wednesday evening at 6.30 p.m / All
Setting up Gazebo's and School for the Show - Friday night and Saturday morning plus clearing away
Temporary Events Licence - To be obtained / Jacob/ Martin for help!
Alcohol / drinks -
System worked well this year via Post office. AGREED to use post office again.
The list from the previous minutes was agreed with the exception of beer which will be £2.50. List to be amended.
4 no Large (solid sided) tubs for bar needed. Michelle to investigate purchase of our own. / AGREED
Martin
Michelle
Contact list – for show day with mobile phones – updated. / AGREED
Event Risk Assessment / Martin
PA system - Needs checking and potential additional leads / Jacob
Signage -
‘Use Show Car Park’ - 2 no
‘Please do not park on roads’ 3 no
‘Please use overflow car park’ - for Greens lane
Sign for school entrance - ‘Cars / Pedestrians’ with arrows at gate. Pedestrians were walking on the roadway.
Direction signs need ply wood backing. / Jacob/ Martin
Exhibitor Passes -
1) Supply of passes which allows entry for 2 adults and 2 children only per exhibitor.
2) We need a list of who is attending for the Gate staff. / Michelle/ David A
Fridges / Freezers -
1) FOWSA freezer – okay to use
2) Possible Michelle to have old fridge freezer and old freezer that can be used. / Jacob
Michelle
Rope - Required to cordon off the cars and equipment / David A
Helpers - The following to be approached who may be able to help set up and at the show - Karen (Post Office), Glen, Alan Garland, FOWSA...????? All offers of help welcome. / All
Car Park - Overflow –
Trevor Fisher had offered his field at the end of Glebe Farm as an overflow.
Jacob to also try to get more cones to stop people parking outside resident’s houses. / David A
Jacob
Greens Lane / Home Farm / School entrance/exit
Write to Greens lane residents asking them to keep road clear and exit from school field. Thank them for their assistance and apologise for any inconvenience.
Write to Home Farm residents re Overflow parking, keep road clear and thank them for their assistance and apologise for any inconvenience.
Problem with large vehicles & trailers exiting the site. Perhaps need to exit via the entrance AGREED for large vehicles only – to let parking staff know / Jacob
Jacob
Jacob
Waste - Need more bins and regular emptying of bins
More bins prices to be looked at - 40 Ltr blue bins
Martin to ask Mike about use of buns again / All
Michelle/ Jacob
Martin
City of Culture 2017
Jacob has written to them. But will contact again for an update. / Jacob
Electricity supply for Children’s marquee - to see Rob & Jan / Martin
Show Entertainment
Children’s entertainer
Mr Bubbles – £190
Fire Eater – Michelle to get details and prices
Purple Pig – Jacob to get prices
Dangerous Steve – Jacob to get prices / Michelle
Michelle
Jacob
Jacob
Music
1.  All Nighters – to book
2.  Sarah Shiels – David to ask
3.  Jack Parker – to book
4.  Tyler – Keyboard (£50) BOOKED
5.  Glen Davison - Come Dine with Me champion is part of Green Gurkings - Barber shop group. Would accept £50 – Martin to book
6.  Army Cadet Marching Band – Cost to be obtained
7.  Steel Drum Band - Trinity House School – Cost to be obtained
8.  Drumming - Simon / Silvia Button – Martin to obtain details
9.  Violins
10. Bagpiper – Michelle to obtain details and costings
11. Other
12. To be discussed further / Jacob
David S
Jacob
Martin
Michelle
Martin
Martin
Martin
Michelle
All
Dancers -
1) Aspire Dance Academy –
2) Bransholme Twirlers
3) East Riding Youth Dance
4) Majorettes – Michelle to make enquires.
5) Other????? / Martin
Martin
Martin
Michelle
RAF flypast - Application Submitted. Waiting on confirmation / Jacob
Archery - Provisional inquiry made - awaiting response / Martin
Face Painter – Michelle to make enquiries. / Michelle
Bouncy Castle & slide (20% of takings) - / David A
Fair ground ride (20% of takings) - / David A
Bull Ride (20% of takings) - / David A
Hook a Duck / David A
Dorothy - Flour lady -????????? / David A
WI Competition - / Edith / Margaret
Vintage equipment / David A
Classic Cars / Tractors/ Motorbikes - max 8 cars & 4 tractors.
Glenn Davison - MGB?
Ann Story - Riley?
Peter Weatherrill -Lions Club - Rover P5B 1972?
Sinclair C5 / David A/ David S /Jacob / Martin
Martin
Martin
??
Martin
Holderness Falconers – David A to make enquiries / David A
Wood carver – Jacob to make enquiries / Jacob
Stalls
Craft Stalls
1) A maximum of FOUR free stalls would be available for Registered Charities.
2) The following fees were agreed: £10 inside - £15 outside – to be discussed at next meeting – due to purchase of new marquee and possible no inside stalls? / Michelle
Yorkshire Wildlife Trust / Martin
Dove House / Michelle
RAFA / Jacob
Rosettes - for stall holders and exhibitors / Michelle
Sweet Candy Floss / Pop Corn – Gillian – to ask? / Michelle
Food and Refreshments
Ice Cream van / David A
Fish & Chips - Chris – To book / Martin
Creperie - Glen Davison – to book / Martin
Burger / Hot dogs van - Lewis – to book / Martin
WI Cafe
Complementary Refreshment Vouchers – Who will receive them?
Other Festival Events
Quiz Night – Village Hall – Tuesday 11th July - Village Hall – to be booked / WI – Edith/ Margaret
Walking treasure hunt – Jacob to organise – Sunday 9th July? / Jacob
Whist drive/ Beatle Drive – family Fun night / Jacob
Other?
Raffle - It was agreed not to hold a raffle.
Auction - It was agreed to see what prizes we could obtain and then decide how an auction could be held. Prizes to be obtained / Jacob

Note: Next Wawne Show – Saturday 15th July 2017

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Wawne Festival Minutes