MINUTES

Drybrook Parish Platinum Jubilee Planning Meeting

 23rd^th March 2022

1. Apologies – Cllr Roy Bardo

2. Matters Arising from the Minutes, not on the Agenda

Welcome Attendance from PTA Steam Mills Primary School – Lauren   Rodway & Louise Bent

Decision made about timing of Event 11am -5pm

            (CB to let FODDC Working Grp know)

CB to update Members Contacts List

3. Update of Allocated Tasks by Ref No: See updated Task Log

4. Continuation of Tasks etc……..

Venue & Facilities:

• No alcohol to be served on site at School Grounds
• JP will get price for Gazebo for use as Central contact/Info space
• Memorial Hall contacted by RF – still unsure what they are doing JP to contact Chairman & discuss use of their car park
• 7 x Local confirmed bookings – tables will be supplied by School. Some are on commission only, most will attend, but 1 x Artist will not be in attendance – SL will follow up.
• Drinking water from o/s tap at School will be available for use
• MW will be printing posters onto w/proof paper, costs = £2.70 per A3 sheet x 40 – Agreed
• Need to finalize poster design/wording & add Rugby Club contribution info etc…..
• Posters to be finally signed off by Sunday 27^th Once signed off to be distributed. Shop on the Cross willing to help.
• Steam Mills School to do Cake Stand & will check with Harrow Hill F/C for their input etc….and to check about School Kids singing.
• JP has started a ‘Jobs List’ – will circulate via email to everyone.
• JP will talk with RB about Portaloos, but Agreed 6 + 1 Disabled Portaloo.
• Need feedback from RB for PA, Music, Marquee – School to find out Stage size and liaise with JP/RB
• MW to pass Contact details to RB for Ladies Choir & Male Voice Choir.
• MW to explore Flag Pole costs
• CB to contact about ‘Face Painting’
• CB to contact about Jubilee Beacon – costs without Gas attachment

Event Safety:

• RA – to be completed once Tasks/Jobs List finalised
• JP awaiting quotes from Newnham based Company
• Basic 1^st Aid required = Designated 1^st Aiders and 1^st Aid Kit – need to explore 1^st Aid training availability – possible sign up of Volunteers?

Event Decorations:

• MW to change timing and all Agreed wording for Banners
• KG sourced Union Jacks Flags & Stickers =72p
• SW to contact Crawney Medal Trophies Agreed x 150 Medals
• Commemorative Mugs will be delivered to JP – need covering letter from Parish Council for distribution
• MW to purchase Paper Confetti Canons x 4 @ £8.99 Agreed

5. Drybrook Rugby Club Contribution:

• RFC put forward list of contributions/collaboration in absence of Chris, Lucie & Matt – inc:
• Stall to provide Passing Drills + Free draw for Rugby Balls
• Rugby Demonstration throughout the day
• Offer of Parking at Rugby Club
• Offer of Drinks counter for Soft Drinks
• RFC doing evening entertainment and Fireworks – awaiting costs
• Interested in having a Flag Pole – with Flag/Banner
• JP to contact Chairman

6. Timings of Events & Competitions etc…Volunteers to be recruited and

Allocated Tasks

• To be decided when ‘Jobs List’ completed

7. Drybrook Parish Contacts List:

• Ongoing

8. Treasurer Update (SL):

• To date = £6,600 spent
• Invoice to be raised for Straw Bales – (KG to liaise with JP for storage address)
• Chq to be raised from Treasurer for Hi-Vis jackets
• BACS details to SL for Commemorative Mug payment

9. Visit to School:

• 1pm Friday 1^st April – JP can attend, or after 9am Saturday 2^nd April (SL & SW both will be there)

10. Contingency Plan:

• If Queens dies before Event – will be ‘Queens Life Celebration’
• Contingency needed if Members away, ill of unable to attend.

11. O.B

• JP to contact Pann Todd Friends Association re: Lighting of Beacon on 2^nd June @ 8pm
• MW to check Memorial Hall as Venue for future Meetings (£6p/h?)
• See about Maypole & Morris Dancers (RB)

12. DONM

• 6^th April – At Beech View House 7pm