MINUTES

Drybrook Parish Platinum Jubilee Planning Meeting

 4^th May 2022

 

Present: John Print (JP) (Chair), Cathy Blake (Secretary), Stacey Wakefield (SW), Maxine Williams (MW), Kathy Garland(KG), Sarah Lowe(SL), Rachel Ferris (RF) Matt Reading (MR) (Events & Catering Manager Drybrook Rugby Club)

 

Welcome: Neil Burue – Pan Tod

 

1. Apologies:

Cllr Roy Bardo (RB), Cllr Michael Garland

 

2. Matters Arising:

 

           

 

3.   ENTERTAINMENT:

            Stage: Committee need to know about the Stage set up as will need to be         set up by 9am on morning of event.

MW Action – will liaise with RB

            JP Action – will get full costs from RB

 

MW feedback – had made contact with Choirs, but Steam Mills unable,             Ruardean unable, Ladies Choir already booked, Five Acres School –still       awaiting feedback.

Drybrook School will be singing

SW Action – to find out details and liaise with MW

            MW Action – Fancy Dress Parade, Colouring Competition, & Gazebo – to          follow up

           

            RF feedback – had contacted ‘Immediate Studio’ and is awaiting feedback.

Circus – may be possible for ½ day

Birds of Prey and dog Agility a possibility – will follow up

Dene Magna – a contact is needed and MW will try and obtain

 

SW feedback – Candi Floss machine now purchased (Funded by Drybrook      PTFA

Ceri Large (England Women’s Rugby) has agreed to do Judging for       Competitions etc…..

Natasha ‘Mo’ Hunt (England Women’s Rugby – will be lighting Pant tod            Beacon

SW Action – will message Mo directly to see if she is available for ‘Jubilee       Opening’, as Piers Gilliver (Drybrook Para Olympian) unable to attend for Opening

All Medals now purchased

Union Jack Bunting – kids started, to be completed by last week of term

 

            SL feedback – First Aid course now booked with GDR Solutions, Newent

Also need to purchase First Kit – £100 to hire for the day

 

Pan Tod

            NB feedback – Risk Assessment accepted by Forestry England

Funding for Fuel for Beacon in process, and in the process of seeking   Marshalls for Car Parking.

Funding need for a Ride On Mower – NB to speak with either CB or JP to          put forward to Parish Council

JP/CB Action – to raise at next Parish Councill Meeting on 17^th May

Queens Official Pagent Master (Bruno Peek) has confirmed lighting of the       Beacon.

KG handed over the Flag for Pan Tod

 

CB feedback – Jackie Pierce (Pan Tod) contacted, email now correct.     Barrier Tape and Stakes for Pan Tod now purchased & invoice sent to SL

FODDC Jubilee Working Grp emailed to alert Parish Councils to collect 30        x Rubbish Sacks for use at Event

CB Action – to collect for FODDC

 

Drybrook Rugby Club:

            MR attended meeting, but Rugby Club has been very busy and so not yet         had time to complete items – will update for next meeting.

 

 

 

 

4. Chair – Feedback & Update:

            JP feedback – National Jubilee Website Events site, doesn’t seem to be working, had tried to input Event x2, and SL had also tried to add info to           website

            JP Action – will look into and try again, also advised that Pan Tod might          like to add Lighting Beacon event too

JP Action – check Instagram message

 

 

           

 

 

5. ASSET LIST:

            JP Action – Not yet started

 

6. STALLS LIST:

            To include: Rugby Demo, Bks, Candi Floss, Cakes, First Aid+Info, Flamin         Edges, Rugby Club Soft Drinks

8 x Art Stalls confirmed

SL Action – to ask whether Art Stalls happy to be in a Marquee, and to look into cost of Hire as this will also ensure Liability – especially for         treasured Art & Paintings etc….

CB Action  – Stalls Info/Prep Letter to be written for all Stall Holders

 

7. COMMEMORATIVE MUG DISTRIBUTION:

      Need to be distributed to all schools before half term – ie 27^th May

Leaflets to be distributed & Letters sent to Head Teachers. JP has          produced ‘draft letter’ – all agreed OK.

JP Action – to ensure correct numbers for each School. As a quick ‘Head          Count’ for each school it seems we may be a few short – (507 Counted, v      500 Mugs produced)

      JP Action – to contact Mug Company to request a further 20/30 Mugs

      ‘Slips’ for Mugs to go to JP when ready                  

 

8. TREASURER UPDATE:

            SL put forward update:

 

£6,513.18 spent to date

£480 Committed = £180 Music + £300 Inflatables

 

Total = £6993.18 – leaving

£3006.82

 

Outstanding Payments to date:

Stage & Bunting for Shops within Drybrook

£500 to Rugby Club (50% Band contribution)

 

SL requires Invoice from RB for Stage costs

Rugby club Invoice needs to go to SL

 

A.O.B

            KG to source 500 gold tokens for complimentary food (Flaming            Edges), and to seek ‘Food Contingency’

Start a list of Named Volunteers – CB Action (any potential names to   forward to CB

PTA Instagram Page – add message about Volunteering

Melanie Print – will be making some cakes – ie Victoria Sponge

Posters – SL to send to KG, MW & RF

Queens Jubilee Tart – NB to email ‘how to make’ to JP!

CB – to add NB to Contact List

DONM – 17^th May RF to check with Rugby Club?