DUNCHURCH FESTIVAL GROUP

DUNCHURCH FESTIVAL GROUP
Minutes of meeting held on 9th May 2016
19.30 hrs. at Dunchurch Village Hall, Rugby Road, Dunchurch
ITEM / NOTES / ACTION
Apologies / Anne Wright, Mike Judge, Rowan Moore,
Fiona Stevenson, Nick Jones, Graham Jones, Les Pearce, Karl Stott
Attendees / Phill Freeman, Rob & Wendy Collings, Nigel Stott
Marilyn Greenwood, , Karen Delph- MacLeod, Lennie Cooper, Rhod Farthing, Barbara and Tom Pearson
Chairs Report
Correspondence / The Chair welcomed Lennie and Rhod
Application for funding from Dunchurch Methodist Church for a hearing loop. / Rob
Treasurer’s Report / Funds stand at £8,339.36
Our event insurance is due for renewal on 9/5/16. We use a broker called Towergate Insurance and our current insurer is Hiscox. The insurance has increased due to the 3.5% premium tax. Fiona has managed to get insurance at a cost of £850.
However in discussions with them it has been identified that we are not insured to have tractors and trailers in the Fete procession, as they are not owned by DFG. Either the farmer needs to have insurance to carry people on the trailer or the school/scouts etc. need to have insurance that will cover this. There is no Event insurance that would cover us for tractors and trailers. / Fiona
Next event
Whalebone gig
Progressive Supper
Day after Fete
Gate rota and road closure
Risk assessment
Tea shop
Electrical equipment
Pimms stall
Grand raffle
Variety evening / Sat 14 May Only 24 tickets sold so far - Please pass the word. We need raffle prises. Rob to get glasses and drink. Carina to get snacks. Volunteer needed to decorate the hall from 3:30 pm. Will be presentation of money to air ambulance of cheque before gig with Ann and Paul.
Rugby Council have granted the licence to sell the Fete raffle tickets
Progressive supper – as only 5 couples have signed up to participate in this event so it may be cancelled. Notification will be sent out. Fiona will email the schools to ask PTA to support this event.
Dunchurch village hall is free on 19th June so any Fete day equipment can be stored there until Sunday morning for collection.
Rhod and Neil are coordinating this. They have a team of 5 main people and 29 volunteers to man the gate and road closure. Dave will be in command and control and will do a plan for the whole day including the communication points.
Directional maps will be available to commuters who require a different route during the road closure.
The team will write up a procedure for the day and inform helpers on the day.
Equipment- please can we all check to see if you have any of the committees high viz vests and inform Rob of numbers and bring along to next DFG meeting.
If there is a short fall to purchase some.
Fliers now available to be delivered around the village when selling raffle tickets
Areas to cover:
Karl – Hall Close, Sandford Way, Southam Road
Carina – Vicarage Lane, Waring Way, Critchely Drive – East side of Rugby Road.
Rob & Wendy – Coventry Road, Cawston Lane, Cox Crescent.
Fiona – Russel Avenue, and roads off.
Katie and Chris Carr – Katie is there any chance you could help us please by selling raffle tickets on Bilton Lane and Northampton Lane??
Signed off. Email to schools
and stall holders
contact Rimo Garden centre re doing a plant stall
A local butcher has been in touch about providing the burgers and sausages for the fete. However this has already been ordered so it is suggested that they provide a sample for us to cook on the day to compare quality etc. for next year’s fete.
Cool boxes are required please on the day to keep meats chilled. Please ensure that you have your name on to get it returned.
Burger and hot dog prices to remain the same as last year.
Check weather before the day to assess the location for the tea room.
Beat the goalie – chase up if attending
Strength bell- ordered but ask Guy to run it
Dickens lorry as stage has been confirmed.
Golf game – ask Claire if Bilton Grange can let us use it and if they may have a volunteer to run it.
Programme competition – won by Ralf
Poster competition – won by Charlie Morrison.
Miss Dunchurch – Emily Farroll
Princess – Ave Stevens
Princess – Emelia Faith Bunyard
Any electrical equipment that we use on Fete day must be made available to Les Pearce for PAT testing prior to the Fete.
Is the Pimms stall running this year?
Please if you go into a shop ask if they would be able to kindly donate a prize for the raffle.
Places that have already donated are:
The Green Man and Omars
Pegging out the field – Friday afternoon after 3pm
Contact Mike
AOB
none / Rob Wendy
Fiona
Rhod and Neil
Volunteer please
All
Karl
Carina
Rob
Fiona
Katie Carr
Rob
Graham
Rob
Rob
All
Gail, Wendy and Rob
Mike
Phil
Phil
Nick/Rob
Phill to take into school
Les
Mike/Carol
All
As many as possible
Next Meeting / 6/6/16 at 7:30pm. / ALL
Meeting Closed / At 9:15pm