DRYBROOK PARISH
‘CHRISTMAS ILLUMINATIONS COMMITTEE’
MEETING 9th NOVEMBER 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), & Sarah Gibson (SG) (Hearts of Oak).
- Apologies: Tom Gibson
- Matters Arising not on Agenda:
&
- Discussed Actions completed from last meeting:
- DM has secured Assessment/Scope to configure future lights ‘Switch On’ from 3 switch points to just one switch point. When lights are up DM & JP will meet with Matt/Marc – mekoelectrical. ACTION: DM & JP
- Drybrook School – meeting set up and School will definitely provide a winner from the Competition to ‘Switch On’ Lights.
- 2 other Parish Councillors (Graham & Richard) will be able to act as ‘light Switchers’.
- NW produced completed ‘Banners’, Flyers + A4 Lamp Post signs. All Agreed these looked great!
- NW & MW organized for PA System.
- MW organized Mon & Wed lunchtime activity over next 2 weeks to support Children’s choir singing carols.
- Santa’s Grotto – to be placed by Pub, with DM to source Gazebo (with sides) ACTION: DM
- No confirmation from ‘Shop on the Cross’ – not necessarily needed to be open
- SG has secured a ‘Santa’
- DM now booked Snow Machine, still needs to obtain price for ‘Snow’ ACTION: DM
- Still space for one more Stall, & 7 x Stalls will be placed under Marquee, with 7x Stalls outside. 14 stalls confirmed £76 paid to date.
Stalls confirmed to date: Jane craft and sewing items; Fern fused glass; Shais candy express; Sweet cuisine cakes; Elora boutique crafts & beauty; Wanda jewellery & gifts; Claire personalised gifts; Kim unique books; Denny wax melts shower whips; Steve comic convention toys; Mel knitted products; Fosters doughnuts.
SG to continue organising. ACTION: SG
ACTION: SL will also contact Pottery person as possible Stall
- School Stall for Raffle Tickets (Raffle Bk completed) Tickets to be sold on the night. Will require ‘Charity Bucket’ for money collection.
ACTION: SL
- Tombola Stall – KG made a start on soft toy collection
- Gift Bags & Glow Sticks (Santa give away) Agreed x 200
ACTION: MG & KG
- DBS (Disclosure and Barring Service) – Discussed, but Agreed unnecessary.
- Discussed Mince Pies & Mulled Wine: Buying/Donation from Co-op etc…..but Agreed difficulty with provision of ‘Food Stuffs’. Agreed to speak with Kevin (Butcher). Any Food Stalls operating will be sending ‘Licence Certificates’ to SG.
ACTION: MK/KG to speak with Butcher.
- SL – Sleigh will be static + have Reindeer
- Marketing (Online & Offline) -Update
- Distribution of Banners Agreed – 1x School, 1x Co-op, 1x Crown Railings, 1x Butchers + Ruardean Woodside.
ACTION: SL, MG & Richard (Councillor) will put up.
- MW & NW – already distributed Flyers & Lamp Post signs around whole of Parish – inc Steam Mills. Committee members to take Flyers remaining and distribute.
ACTION: ALL
- Those using Social Media to update info every month
ACTION: NW to send electronic version of Leaflets.
- H&S (Risk Assessment)
- JP & CB had looked over RA completed by DM – Agreed format & content.
- DM had notified Glos Police for the ‘Procession following Santa’ – from Cross to Pub. Time & Actions now noted.
- Proposed ‘Stewards’ x 2 at Front & Back of Procession, plus more Stewards/Marshalls to help support Public in correct direction – utilising pavements as much as possible & directing traffic as necessary.
- DM & SL are Identified First Aiders
- First Aid Gazebo position & Info point (TBC)
- ACTION: DM to sort First Aid Kits
- Expenditure – to Date (Treasurer)
- £335.41 – leaving £2664.59
- £300 – proposed costs for Chips
- Vicar Involvement – Opening Prayer
- Vicar approached by MW and Agreed to conduct Opening Prayer
ACTION: MW to liaise further as required
- Contingency Plan – Inclement Weather
- Discussed use of Gazebos, Pub interior, Stalls Marquee. Possibly less pubic attending event. Checking long-range weather forecast – mitigate as much as is possible, DM has access to another Marquee if necessary.
In the event of ‘Full Bad Weather’ event to be cancelled – giving as much notice as is possible.
- Photography
- Discussed use of Cameras etc…..but Agreed most people will have mobile phones and as/when able to take photos.
10/11.Lighting of Beacon & Use of Drone
- Strike off for this year, but JP to contact Neil (Friends of PanTodd) for possibility next year.
- Communications
- Agreed DM as ‘Event Co-ordinator’ – has already produced ‘Briefing Sheet’ for Stewards; outlining Key Event Personnel (TBC), Event timings, Duties etc……
- SG has 4 x ‘Walkie Talkies’ – 3.1 mile range. Agreed to use as ‘Emergency Comms’.
- Tasks List for Event/Nominations.
ACTION: NW to produce ‘Master’ – Nominations TBC at next meeting
A.O.B
RF – Hales yet to confirm for Cherry Picker – suggested being on site 20 minutes before ‘Switch On’
MW – Needs access to PC Noticeboard to insert Flyer
ACTION: MG to check with Richard about Key
Meeting Closed 9pm
DONM:
Wednesday 23rd November 7.30pm Hearts of Oak