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Minutes of Core Group Meeting
24th June 2011
Present: Martin Calvert (Chair), Debbie Calvert, Adam & Carol Bull, Joan Clayton, Paul Ellis, Adrian Coltman, Mike Betteridge.
1. Apologies for Absence
Mervyn Clayton.
2. Minutes of the Meeting Held 7th April 2011
Agreed as a true record.
3. Matters Arising
To be dealt with at next meeting.
4. Correspondence
To be dealt with at next meeting.
5. Action Mornings
To be dealt with at next meeting.
6. FunDay 2011
Paul talked the Group through the Fun Day costs and the amount taken for each of the activities.
- Permission LCC - A lot of issues were raised by Leeds City Council in the week before the event. They expected risk assessments to be submitted before the event whereby in previous years we have completed them on the day. The Group had to purchase a PRS music license for around £30 and there was an issues over Public Liability Insurance. These issues need to be picked up and dealt with earlier if the next FunDay is to go ahead.
- Tables & Chairs - The Group hired 38 tables and 50 chairs from Heerevents, and 2 toilets from Convenience Hire, plus 8 more Tables from Steve Clavering. It was suggested that more chairs were needed for next year. One complaint was received regarding the lack of a disabled toilet. Martin has consulted with experts on this issue and we do not think it is necessary to alter this for next year. Also there wasn't any water in the male toilet.
- New Manager at Potternewton Park - Grass cutting was completed.
- Risk Assessments - These have been completed, including a new one for Juggling.
- Local Councillors - Fabian Hamilton attended.
- Programme - Boards were put up advertising the timing of events instead of printing a programme. This was very successful and it was agreed that we would do this again.
- Refreshments - Only Tesco donated £30 to the event to buy refreshments and sent a representative to help out on the day. Roundhay Tesco has put up a photo on their Community Board. The Ice cream man provided a donation and it was agreed that he would be welcome again next year.
Home baking is now costing more than buying the refreshments from local supermarkets, this may need to be looked into further next year. The Group received suggestions that other food alternatives should be provided however this was rejected.
It was also suggested that some bottles of hand sanitizing gel would be useful in this area.
- Gazebos - Some gazebos get damaged each year. However, there was a general feeling that we still had enough to spare for the time being. It was suggested that we stick with the smaller pop up ones as these are less likely to get damaged.
- Turns - Daftasadrum and the New World Steel Orchestra were very good.
- Tombola - This was a new event this year and went down really well with the public. It sold out around 4pm and Martin asked if Penny would consider doing this again next year.
- FGVW Display - The position of our display changed to the centre this year and Adrian confirmed that it was better and he had spoken to a lot of people about the Group's work. There was a problem with the display boards in the windy weather so Adrian suggested looking at getting more robust boards for next year.
- Parachute Games - Very popular.
- T-Shirt Design - Worked well this year due to the young volunteers manning the stall.
- Firefighters - Turned up briefly and were very popular.
- Police/PCSOs - Some turned up early but then others arrived later on in the day.
- Birds of Prey - Some visitors were concerned over the handling of the birds but overall very popular.
- Beekeeper - Enjoyed the day.
- Lion Learners - Very popular.
- Bird Boxes - Very popular.
- Plants for Sale - Very successful and any plants left over were sold at the REAP event the following week in aid of St Gemma's Hospice.
- Clay Modelling - Very successful, especially due to the volunteers involved. It was suggested that next time we provide cloths and hand cleaning supplies.
- Face Painters - More than 1 face painter recommended for the next event.
- Henna Artist - Some complaints over the length of time the Henna lasted. More clarification and promotion needed over this if the event is to be included again.
- Tailwaggers Display Team - A new event this year proved very popular with visitors although there was a mixed reaction from the Group, particularly over the car parking on the field.
- Radish - Were given a more prominent position this year and gave a donation to the Group.
- Community Groups - the Group discussed if there were too many on the day. We need to consider this next year.
- Straw Bales - Were very popular and used as seating. They were also given away to various groups for a donation at the end of the day.
Adrian suggested booking in a meeting around March time next year to sort out any paperwork that needed doing for the FunDay especially around getting Local Council permission for the event.
Paul invited the Group members to a BBQ. A suggested date was 23rd July in the afternoon. This is to be confirmed at a later date.
9 June 2012 was suggested as a date for next year's FunDay.
7. AOB
- FGVW Christmas Cards
Adam agreed to look at photos suitable for Christmas cards and bring them for the Group to look at during the next meeting.
8. Dates of Next Meetings
- Core Group Meeting - Thu 21 Jul 2011 (Gledhow Sports & Social Club)
- Action Morning - Sun 24 Jul 2011
- Core Group Meeting - Thu 18 Aug 2011 (Gledhow Sports & Social Club)
- Action Morning - Sun 21 Aug 2011
- Core Group Meeting - Thu 29 Sep 2011 (Gledhow Sports & Social Club)
- Action Morning - Sat 1 Oct 2011
- Core Group Meeting - Thu 3 Nov 2011 (Gledhow Sports & Social Club)
- Action Morning - Sun 6 Nov 2011
- Core Group Meeting - Thu 1 Dec 2011 (Gledhow Sports & Social Club)
- Action Morning - Sun 4 Dec 2011
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