WALMER PARISH COUNCIL
Minutes of the meeting of the Events Working Group held on Tuesday 25 January 2011 at the Parish Council Offices, Victoria Road, Deal at 10.30am
Present: Councillors R Hobbs
S Le Chevalier
Mrs M Ludwig
Mrs C Orridge
D Skinner
Mrs C Harris
And from 10.50 am R Spindler
Officer Present: Mrs K Holroyd
124. APOLOGIES FOR ABSENCE
Apologies were received from Councillor Pat Heath and from Mrs Shirley Howard.
125. MINUTES OF THE PREVIOUS MEETING
The minutes of the meeting held on Tuesday 23 November 2010 were approved as a correct record and signed by the Chairman
126. WALMER BROCANTE – MONDAY 2 MAY 2011
i) Members discussed arrangements for the event as follows:-
RESOLVED:
a) Planning Document –
i) No competition is to be organised this year.
ii) No display or market is to be organised this year
iii) No marquee is necessary for registration and valuations this year.
b) Draft Risk Assessment -that the document be approved with the removal of the section on the marquee which is no longer applicable.
c) Budget – that the fee for the Bandstand donation remain fixed at £50 and £10 per steward was added into the budget
d) Draft letter and booking form – that the letter be sent
e) Restrictions – that the advice form Kent Trading Standards be received.
RECOMMENDATION
f) Poster – That the quote from Pxl pig to produce the poster for the event at a cost of £60 be agreed.
g) Toilets – That the quote from Four Jays to provide toilets for the event at a cost of £360 be approved.
ii) Press and PR Activity –
a) Members discussed the publicity for the event.
RESOLVED that the publicity outline and press releases be approved.
b) RECOMMENDATION – That the quote of £65 for the updating of banners by R K Graphic be approved.
c) Members considered quotes for adverts in the local press and specialist magazines.
RECOMMENDATION: That a 1/8 page colour advert be used in Antiques Info at a cost of £125. That 2 weeks adverts be approved for the East Kent Mercury and Whats On supplement to appear in April editions at a cost of £380 and 3 weeks advertising 5cm by 2 columns be bought for the Deal and Sandwich Express at a cost of £105.
127. COMMUNITY PICNIC – SATURDAY 13 AUGUST 2011
a) Members considered the initial planning for the event. The Clerk informed the Councillors that the Kingsdown Band had been asked to look out for a second band that they would be happy to work with, probably someone acoustic or gentler than last years second band.
b) Other Activities –
RESOLVED: C Orridge to ask the Owl Man if he would be free to attend on that day.
c) Caterers - Clerk reported that Ivy’s Tea Bar and two local ice cream vendors have been invited to attend.
d) Members considered a quote to provide toilets and marquees for the event.
RESOLVED: That the Clerk clarify some details of the quote and request that the matting be removed. New quote to be presented at Council for approval.
Councillors also considered that the St Johns Ambulance needs to be booked as soon as possible. Clerk to liaise with Cllr Pat Heath to see if he has found an alternative to the Ramsgate office. If not bookings to be made for both the Brocante and the Picnic with the Ramsgate Office of St Johns Ambulance.
128. DATE OF THE NEXT MEETING
Tuesday 22 February 2011 10.30am at the Parish Office
The meeting closed at 11.25am
Signed ………………………. Date …..…………………
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