KING CHARLES III CORONATION
COMMITTEE MEETING
Minutes of the Meeting – 8th February 2023 Hearts of Oak
- Present:
John Print (JP) (Parish Councilor & Chair), Cathy Blake (CB) (Parish Councilor) Mike Garland (MG) Parish Councilor, Pam Caton (PC) (Parish Councilor) Kathy Garland (KG), Roy Bardo (RB) (Chair of Parish Council), Maxine Williams (MW), Nigel Williams (NW), Sarah Lowe (SL) (PTFA), Rachel Ferris (RF) (PTFA) Tom Gibson (TG – Hearts of Oak), Nick Statin (NS), Jess Woolley (JW).
Also present: Clare Edwards – Reverend Holy Trinity Church Drybrook + Lydbrook & Ruardean.
Jane White & Sue Heaven – Holy Trinity Church Wardens
- Contact Details: NS, PM and Clare Edwards contact details taken
Apologies: Dave & Paulette Middlemiss
Acceptance of Minutes 25rd January 2023
Minutes Agreed – with thanks to DM in preparation
Matters arising from the Minutes, not on the Agenda
DM had completed Road Closure Application to Forest of Dean District Council (FODDC)
Hire of Signage will be required, and Stewards required – TBC
Public Liability Insurance required – RB looking into
Bus Operators will need to be notified
DM already completed Draft Letter to go to local Businesses & Residents
Discussion – Food
MG thought Committee had set a precedent for Free Food, based on Jubilee & Christmas Lights Events – agreed, but JP explained budget for Coronation not as much as previous Events and Hearts of Oak already offering ‘to buy’ Food options with other Vendors on site.
JW suggested offering a ‘complimentary’ sweet option ie, Ice cream, candy floss (although Hearts of Oak will have Ice Cream Vendor on site).
Agreed – defer ‘Food’ until budget fully known/excess budget known
- Activities & Actions – Update
MW Organising Entertainment, and has contacted:
Drybrook Male Voice Choir – £60
Drybrook Ladies Choir
Parkers Band –less than £350 (MW to negotiate)
Mummers – Charity Donation
CANDI Dancers + happy to run Stall
ART SPACE – Circus Skills – no reply to date
Gloucester County Dance club – no reply to date
English Country Dance – no reply to date
Highnam Folk Dance Grp – Booked
Wimberry Step Clogg Grp (Pludds) – no reply to date
FoD Morris Dancers – 2 x 20 min sessions £100
Wild Oats Morris – no reply to date
SIDE STALLS
Stalls such Punch & Judy, Coconut Shy, Hook a Duck, Ball in the Bucket, Hoopla – average cost =£300
Side Stall Activities – Free of charge on Day
MW already has ‘Hooplas’
Could set up ‘Stalls’ ourselves rather than outlay £300 per stall
Discussion – Someone to ‘OPEN’ Event? MW said Miss Gloucestershire was offering, and would need to be booked asap.
Other suggestions = THOR? (Someone within the Parish)
Action – MW in charge of organising Activities
ZONED AREAS
Will need an area ‘roped off’ ie Barrier Chains/posts
Action – JP to source
Circus Skills Entertainment will bring everything needed with them
PA System needed – already in place (NW)
Action – NW will prepare draft ‘Zones’
KG suggested a ‘Pin a Jewel on a Crown’ Activity
SHOP ON THE CROSS – will open and offer Teas/Coffees/Cakes etc……
CLUB 55 to help out.
Will need Tables & Chairs – suggested to be in front of Shop for ‘Elderly Parishioners’
Chairs & Tables for Road Zone also needed – JW Church Warden has stated they have some Tables and chairs, and NS stated he has a trailer to help with collection etc…
Hales also ‘lend out’ Tables & Chairs
Drybrook School may also have Table & Chairs – Action SL to ask School
Also discussed was ‘Toilets’ – and Agreed the use of the Public toilets and the Pub Toilets would be sufficient.
HEARTS OF OAK
Bouncy Castles will be on site.
Food Vendors: All will be placed out on grass area by Pub (NB: Food Vendors are excluded from being positioned on Road – Highways constraint for Road Closure)
In order to help ‘police’ Food & Drink – in line with Pub Licence, signage will need to be placed to the entrance of the pub car park.
Info will also need to be added to the Briefing for Stewards.
Bring Your Own (BYO) Food will also be advertised/encouraged for Event
- Media – Facebook Events Organisers Offering, & 5 Marketing
RF had circulated a Facebook info/message – where Events Organisers were offering their services.
Action – RF to follow up
MW – circulated a Draft Poster to advertise for Support/Volunteering
Action – MW to make changes suggested
MW – also has collated a comprehensive list for advertising via Media ie, Facebook etc….. Action – MW to organise a ‘Comms Plan’
- H&S
DM absent but will undertake H&S Aspects for Event
PTFA Stall to include First Aid
Radios still ok to use
Action – NW to draft ‘Allocation of Tasks Plan’
Church Wardens want to do Stall – let NW know
- Budget & External funding
RB – Proposed Agenda item for next Parish Council Meeting – budget £3k with contingency
CB had looked into DM and RF email info about possible external funding grants. Whilst Parish Councils can apply, financial info is required and is required to meet strict Financial Controls & Governance laid down by specific funders. Bank Acc would need to be in legal name of Parish Council, and be regulated by the Prudential Regulation Authority. Applications require application at least 12 weeks prior to event & before start of any spending. Due to high demand, priority is given to Grps/Organisations with smaller incomes, and those that can demonstrate a ‘lasting impact’ beyond the Event funded.
Agreed – not in a position to apply at present, but possible Grant funding for other Parish requirements in the future.
It was suggested that Sponsorship could be another route to support Event, ie Local Businesses – Hales, Funeral Directors, Forest Papers such as Review/Forester etc…..
Action – JP will follow up & Church Wardens will ask Church
8 & 9 Contingency/Risk Register
Discussion took place such as Weather, Absentees, and Use of Memorial Hall
Action – PC will enquire as is on Memorial Hall Committee
Action – NW will draft a Risk Register and circulate for input.
- A.O.B
SG asked if Event was raising funds for Charity – PTFA still need funds raised.
SG agreed as long as costs covered would donate % to PTFA.
Pub Raffle – will need help to sell tickets, any donations for Prizes – gratefully received.
School holds Gaming Licence – so can sell tickets
Action – SL to order correct Raffle tickets – usually £36 per 1000
KG suggested giving out Coronation Medals/ribbons
Action – KG to bring picture to next meeting
Paper Crowns, Flags & Goody Bags discussed – TBC nxt meeting
JW had looked into cost of coronation Mugs – £6/7 per mug, but was suggested could be cheaper? Budget may not cover Mugs this time.
KG asked if something could be done for Euroclydon Nursing/Care Home, as is part of Parish – something visual?
CANDI Dancers suggested Action – RB to follow up
Mitcheldean Parish Coronation Party Event on Bank Hol Monday(8th)
Action – CB Add info to every meeting
JW – wanted clarification of timings for Event – 3pm – 6pm
Action – JP to forward email for Jess
JW will not be at Event – on honeymoon
KG will speak with Kevin (Butcher) about offering food/sponsorship
CE (Reverend Holy Trinity Church) not guaranteed to be around all day for Event
- DONM
Wednesday 22nd February, 8pm Hearts of Oak
Meeting Closed 9.30pm