DRYBROOK PARISH
‘CHRISTMAS ILLUMINATIONS COMMITTEE’
MEETING 26th October 2022
HEARTS OF OAK
MINUTES
Present:
John Print (JP) (Parish Councillor & Chair), Cathy Blake (CB) (Parish Councillor & Secretary), Mike Garland (MG) Parish Councillor, Kathy Garland (KG), Maxine Williams (MW), Nigel Williams (NW) Sarah Lowe (SL), Rachel Ferris (RF), Dave Middlemiss (DM), Paulette Middlemiss (PM), & Tom Gibson (TG) (Hearts of Oak).
- Apologies: Sarah Gibson
- Matters Arising not on Agenda:
- Correction to the £300 previously stated for Christmas Lights. This is the cost for ‘Electricity only’. Full cost for Christmas Lights approx. £6k+V.A.T Parish Council (PC) overall ‘Christmas budget’ between £7-8k which has included; Cones of Chips payment, Brass Band donation etc…….
- Cherry Picker (Hales) is donated, Mince Pies + Mulled wine (albeit no wine in 2021) is donated by the Co-op. Other ‘sundries’ ie costs of Glow sticks, Tins of chocolates etc….. usually included within budget.
- Traditionally, other music and PA system is provided by PC Chairman.
- Parish Councillors Update – Agreed Budget
- Proposed £3-5k (as added budget) put forward at PC Meeting on 18th October, and was
- Update/Reports/Feedback from Chair & Members
- Cherry Picker (Hales) – usually organized by PC Clerk. RF has a contact within Hales and will liaise with him.
Action: RF
- Liaise with Co-Op & Chip Shop
Action: MG & KG
- Was understood from PC meeting that the Brass Band had already been spoken to/provisionally booked by PC Clerk? But MW had also previously made contact (post Jubilee Event).
Action: MW to follow up
LIGHTS ’SWITCH ON’
- Agreed Time = 6pm at the Cross
- SL & RF – work in progress for ‘Competition’ within School & winner to activate ‘Switch On’. Possible suggestions for Competition = Name a new Reindeer/Elf
- Action: SL & RF to liaise with Head and confirm
- Action: JP to pass over ‘mock up button’ to NW – used last year – before evening of event
- Action: NW will set up ‘switch on button’ on the night
- 3 x Light Switchers required – Switch on positions = Cherry Picker, at Butchers, and in front of Drybrook Garage. MG will speak with both Richard and Graham (Councillors)
- Action: MG to confirm
- If School competition is not feasible, will nominate Santa to do ‘switch on’ as fall back position
- For future ‘switch on’ event, would be better to have just one switch (rather than 3 separate switches). DM knows of possible company/person who could ‘assess’ current lights positions; scope & cost into just one switch.
- Action: DM to confirm & feedback
ENTERTAINMENT/MUSIC/PA
- Agreed an Itinerary is needed. JP proposed ‘Entertainments Manager’ – MW best suited!!
- Actions MW:
- Liaise with SL to help with children singing Carols & also look into Music/Carol sheets
- Liaise with TG for use of PA at pub
- Liaise with NW for use of his PA – as back up if necessary, and possible position outside Butchers + Gazebo
- Produce Itinerary – timings etc……
- Action SL: to speak with Head to organize ‘Children’s Choir’ + Teacher is also needed to support children
- Action: NW as PA Support
SANTAS GROTTO
- Need to fully confirm position for Santa’s Grotto – Shop on the Cross, Pub or Bus shelter, or Gazebo by butchers shop? TBC nxt mtg
- Setting up of Grotto will need 3 + people
- Santa to give out Glow Sticks & ‘Party/Gift’ Bag
- Confirmation of use of Shop on the Cross not yet confirmed by Trustees
- Actions: MW & NW to follow up and confirm
- TG to confirm a Santa for the event
- MG & KG to organize Santa ‘Gift Bag’ & Glow Sticks
- SL to organize Sleigh for outside Grotto
- All Agreed to strike ‘Photo with Santa’
TOMBOLA/RAFFLE
- SL has ordered Raffle Tickets, and will liaise with SG
- SL will look into Raffle Prizes – any donations (gratefully received) to go to SL – inc any foodstuffs, and SL will store all Prizes/Donations.
- Actions: SL
- Action: KG will organize Soft Toys
SNOW MACHINE
- DM has already secured Snow Machine, will receive training on its use prior to event and has secured deal to offset payment.
- Action: DM to set up snow machine on evening of event and operate
PUB ACTIVITIES & STALLS
- 12 Stall Holders already secured – with 10 already paid. Stalls range covers; jewellery, cakes, and Christmas Gifts etc……
- TG confirmed PA System to be set up in Pub
- TG confirmed Pub offering Food as usual
- TG stated Stall Holders can only take cash (advised Cash Machine in Co-Op can be used so shouldn’t be a problem)
- Pub to utilize PC Car Park – signage will be required
- Pub to set up Stall Holders
- Max number of Stall Holders 25, with advertising until 18th November cut off date
- Actions: TG & SG
- TG to send Stall Holder details to CB
- Indicative Costings to date:
- MW had put forward indicative costings:
- A5 Flyers x250 = £24 – Agreed
- A3 Flyers x 25 = £21 – decision to use A4 not A3, MW will print A4 x 20
- Glow Sticks x 50 = £35 or 100 @ £50
- Nomination of Treasurer:
- All Agreed Sarah Lowe! – as had been Treasurer for Jubilee Event which worked well.
- Action: P.Coucillors to organize with PC Clerk
- All – All Costings/invoices to go to SL. Please ensure Invoices state ‘C/O Parish Council’
- Marketing:
Offline:
- NW put forward ‘Banner’ and A5 Flyers information + Flyer proforma
- Agreed 4 x Banners & 250 A5 Flyers. Banners to be positioned within Drybrook – Butchers, School, Memorial & Co-Op. Flyers to be distributed to Local businesses for display.
- Agreed 20 x A4 Flyers – MW will print
- Actions: NW & MW – to produce electronic proforma’s & circulate for approval before purchase
Online:
- Activities/Event to be on PC Website, plus School, Forest of Dean ‘What’s On’ + Social Media platforms – ie Facebook, Twitter etc……
- Actions: JP to initiate PC Website & liaise with School & other Social Media
- H&S – Risk Assessments
- CB & DM had exchanged RA’s. 1 = Template used for Jubilee Event, and 2 = Community Events RA.
- DM had produced ‘Christmas Illumination’ RA – using combination of both templates.
- Action: CB & JP to look over and confirm
- Other H&S discussion = possible Road Closure
- Action: DM to liaise with Police/District Council
- Discussion of possible ‘Parade’ – Santa Leading – between the Cross & Pub, using Stewards to move public from Cross/Pub/Cross.
- PC has several ‘Steward Vests’ – used for Jubilee Event, which can be utilised
- Action: To confirm & name Stewards at next mtg
- DM confirmed his experience/qualified within H&S, and agreed he will act as ‘Safety Coordinator’ for Event.
A.O.B
- Discussed involvement of Vicar for an ‘Opening Prayer’ – currently way at present but MW will contact
- Banners from Jubilee Event to go to SL
- Gazebo used at Jubilee Event still at PTFA Shed
- First Aid – SL & DM both qualified and nominated – will need to set up First Aid Point/Gazebo
- TG will put up Barrier across Pub Car Park
- RF made suggestion to contact Local Paper – JP will contact
Noted Items for next meeting Agenda
- Contingency Planning – Wet/Snow/Inclement Weather
- Photography – during Event to add to Websites/Gallery Sections
- Lighting of Beacon
- Use of Drone
- Communication – on evening of event
Meeting Closed 9.15pm
DONM:
9th November 7.30pm at Hearts of Oak