MINUTES
Drybrook Parish Platinum Jubilee Planning Meeting
23rdth March 2022
- Apologies – Cllr Roy Bardo
- 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
- Update of Allocated Tasks by Ref No: See updated Task Log
- 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 27th 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 1st Aid required = Designated 1st Aiders and 1st Aid Kit – need to explore 1st 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
- 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
- Timings of Events & Competitions etc…Volunteers to be recruited and
Allocated Tasks
- To be decided when ‘Jobs List’ completed
- Drybrook Parish Contacts List:
- Ongoing
- 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
- Visit to School:
- 1pm Friday 1st April – JP can attend, or after 9am Saturday 2nd April (SL & SW both will be there)
- Contingency Plan:
- If Queens dies before Event – will be ‘Queens Life Celebration’
- Contingency needed if Members away, ill of unable to attend.
- O.B
- JP to contact Pann Todd Friends Association re: Lighting of Beacon on 2nd June @ 8pm
- MW to check Memorial Hall as Venue for future Meetings (£6p/h?)
- See about Maypole & Morris Dancers (RB)
- DONM
- 6th April – At Beech View House 7pm