AYLSHAM COMMUNITY EVENTS COMMITTEE

MINUTES OF THE MEETING OF THE

AYLSHAM COMMUNITY EVENTS COMMITTEE

HELD IN THE TOWN HALL, MARKET PLACE, AYLSHAM

ON THURSDAY 28TH SEPTEMBER 2017 at 7:30pm

PRESENT:

Eileen Springall-Chairman

Karen Smith-Vice Chairman

Natasha Carver-Aylsham Town Council Administrator

Paul Smith (Smudge)-Aylsham Town Council Events Officer

Giles Margarson-Town Resident

The Chairman welcomed everyone

1. APOLOGIES FOR ABSENCE

  • There were apologies from Samantha Coggins, and Ed Margarsonthese were accepted.

2. MEMBERS DECLARATIONS OF INTEREST

  • There were no declarations made.

3. MINUTES OF PREVIOUS MEETINGS

  • Minutes of the meeting held on 24th August 2017, as previously circulated were confirmed and signed.
  1. INFORMATION ON MATTERS ARISING NOT LISTED ELSEWHERE ON THE AGENDA
  • Payment has now been made to Roger Crouch. The committee would like to send thanks Roger.
  1. ADJOURNMENT OF THE MEETING TO ALLOW MEMBERS OF THE PUBLIC TO SPEAK
  • None

6.TO DISCUSS THE ACCOUNTS FOR THE AYLSHAM EVENTS COMMITTEE

  • The committee received prior to the meeting a copy of the Accounts. The accounts are still looking heathy showing revenue from the Collectors Fairs held each month in the Town Hall. However there are still a few payments to go out of the account for the Folk Festival Aprox. £800.00
  1. TO DISCUSS EVENT OFFICERS PROGRESS REPORT
  • Smudge gave a verbal report to the committee
  1. TO DISCUSS AYLSHAM FOLK FESTIVAL 8th AND 9th SEPTEMBER 2017
  • Smudge reported only a small loss was made on this event and the drinks purchased which were left over from the bar will be used at future events.
  • The festival overall had very positive response.
  • Karen informed the committee that the only negative feedback she had receivedwas from people not knowing the event was on. Eileen suggested earlier publicity of the events may help next time.
  • The committee would like to thank Brian from Holt Ridge Morris for all his help and support with this event.
  1. TO DISCUSS THE CHRISTMAS LIGHTS AND CHRISTMASTREE FESTIVAL 24th NOVEMBER 2017
  • Smudge gave a verbal report.
  • Smudge had asked the committee to consider heating for the stage at the light switch on. The committee agreed for Smudge to look at the options available with costings.
  • The Christmas Tree Festival will take place from 23rd November to 30th November 17.
  1. DECEMBER 15th 2017 THEATRICAL PERFORMANCE
  • Smudge gave a verbal report confirming that the box office for tickets will be done from the Town Council offices.
  1. TO DISCUSS RACE NIGHT FEBRUARY 24th 2018
  • Nothing further to report
  1. TO DISCUSS CLASSIC CAR EVENT MAY 19th 2018
  • Nothing further to report
  1. TO DISCUSS AYLSHAM FOLK FESTIVAL SEPTEMBER 2018
  • Giles proposed that the committee go ahead and plan a folk festival for next year on the weekend of the 8th and 9th September 2018. This was seconded by Karen and agreed by all.
  • Smudge will speak to Brian at Holt Ridge Morris
  1. TO DISCUSS ANTIQUE AND COLLECTORS FAIR
  • Nothing to report
  1. TO DISCUSS GIN FESTIVAL 2018
  • Natasha to speak to Sue Lake to discuss the form of the event and report back to the committee.
  1. TO CONSIDER DONATING SURPLUS MONEY RAISED AT EVENTS
  • Eileen asked the committee if they would consider at future events
  1. TO DISSCUSS ANY CORROSPONDANCE RECEIVED
  • An email has been received from the B C charity looking at attending any Christmas performance events to raise funds for their charity. Natasha has spoken to the charity and advised the only event we have taking place that would fit in with what there charity event would be the Christmas light switch on, however they would need to bring their own choir/band to raise money for. Natasha will let Smudge know if they come back to her.
  • Smudge has asked the committee to consider to him purchasing second hand bar equipment from The Lodge to be used at future events. The committee agreed for Smudge to purchase equipment up to £500.00.
  • Eileen would like to advertise the events on a regular basis having them on a sign outside the Town Hall and on the Website with upcoming events being held. The committee agreed this was a good idea to help inform people about events. Natasha will arrange this to be on the website and notice board.
  1. ITEMS FOR INFORMATION/DISCUSSION AT THE NEXT MEETING
  • Accounts
  • Aylsham Folk Festival 2017
  • Christmas Lights and Christmas Tree Festival 2017
  • December2017 Theatrical performance
  • Race Night 2018
  • Classic Car Event May 2018
  • Aylsham Folk Festival 2018
  • Collectors Fair
  • EventOfficersProgress Report
  1. DATE OF NEXT MEETING
  • The next meetings will be onMonday 23rdOctober 2017 at 7:30pm
  1. CLOSURE OF THE MEETING
  • The Chairman closed the meeting at 9:00pm

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CCEC/28092017