St Michaels Village
Community Group 
www.stmichaelsvillage.com

Minutes of the Meeting held at the Crown Public House on Monday 20th June 2009, which commenced at 8.00pm

Present:

Ken Mulholland - Chair., Andrew Bennett - Secretary, Colin Gould - Treasurer,  Sandra Sutters,  Bev Killan, Trevor Bingham, Rob Solly, James Entwistle, Brenda Walker, Mick Jennings, Michael Dewdney, Ian Foreman, Gladys Barnes, Lindy Gould, Joanna Vos, B Goldsmith, D McDonald, Mr. and Mrs. P Kidd and  Mr. and Mrs. B Ladbury.  

1.  Apologies for Absence had been received from Martin James, Lorna Mulholland, Dave Anstiss and J GW.

2.  The Minutes of Previous Meeting held on Friday 26th June 2009 having been previously circulated were confirmed. ML asked for details of item 9.1.  KM explained the concern on projected expenditure for those who were not at the last meeting.  MJ was able to confirm that the outlay had been over estimated to be on the safe side. CG stated that we should have an incoming amount from the Fun Day that would hopefully well exceed our outlay. Irrespective, it was agreed by all that a successful event for villagers was as important as raising funds.

3.  Matters Arising.  KM wanted to give anyone not present at the last meeting the opportunity to comment on the Snack Shack issue.  BW and others thought the signage was one of their main concerns. CG said he would pass this on and see if more appropriate signage could be arranged. CG also mentioned that  “Snack Shack” might be prepared to donate some of their takings during the Fun Day as a good will gesture.

4. Financial Status.  Current funds stand at £473.58 with a bill of £28.75 from Gold-hosts outstanding.

5.  Website update.  It was noted that some ad money still owed. This will be chased up.

6. Inter Pub Darts Match.  This is being organized for a future date to be confirmed.

7. Calendar 2010.  GB is to lead this project when St Michael’s children return to school.

8. Fun Day.  MJ discussed Fun Day progress.  He and others from the Fun-Day group had visited High Halden’s Village Fete where they had gained some useful contacts and ideas for our own event

8.1. Admin - PA - Power - Parking

MJ informed the meeting that all the admin elements with T.T.C. and A.B.C. had been taken care of. 

High Halden had used Kent PA Hire and MJ recommended to the group that we consider using them at a cost of £150.00. The group agreed that MJ should book.

A source of power was still to be found BG suggested we speak to “Joe” a Crown regular. (AB has since spoken to Joe post meeting and will leave his contact details with CG).

It was agreed that we could not provide parking for visitors on the day however, it is hoped that most people attending will walk.

8.2. Kiddies Corner The stalls are to be located at the “play equipment” end of the field.

Volunteers were requested for the “hook the duck” stall.  KM and GB both volunteered to do a stint.

Those who attended the High Halden fun day mentioned that the face-painting stall had a disclaimer concerning allergens. It was agreed we should do likewise.  PS and others will run this stall.

JE is arranging two bouncy castles. At High Halden these were “roped of” which is now an H&S requirement.  AB to source orange netting.

The “pros and cons” of a football target versus “goal and goalie” were discussed. Target was thought best.  DA can borrow one from a contact.

The army could not provide an assault coarse as we had hoped they might do.

8.3. Food and Drink

The BBQ will be provided by the Scouts and be positioned on the basketball court. Hoads, St.Michaels butchery and Brakes to be used for sausages, burgers and buns. It was felt important that we provide good quality local food where possible.  A source of gas will also be required. 

BW and ML, who are running the tea stall, suggested doing cake as opposed to scones. Following discussion it was agreed that both cake and scones should be sold with many volunteering to make homemade cakes. Consideration is also to be given to purchasing cakes from the new cake shop in town.  LM thought that Waitrose might be prepared to donate cakes. BG is to arrange chairs and tables from the village hall for the stall.

RS is organizing the beer tent. This will be a Marquee borrowed from the scouts. It was suggested that Tesco may do cans on a “sale or return” basis and Waitrose may supply free ice. It was also felt that a shop such as Poundland would be ideal to purchase plastic cups.

DA is to organize an ice cream delivery bike.

8.4. Health and Safety

All stalls would need a risk assessment.  The forms for this had been secured.

Members of the fun day group had spoken to and booked the St. Johns ambulance at a maximum cost of £120.00.

There is no contingency in place for “loos” if the recreation toilets are closed however, GB and others agreed to clean them if necessary and do hourly checks on the day. JV said she would try and organize someone in authority to have a presence the day previous to the event   to help deter potential vandalism.

All agreed to help clean up at end of day and ensure the recreation ground is left tidy.

8.5. Marketing

It was agreed that programmes should sell for £1.00. Sales would not be compulsory however, each programme would have a “tear of” slip for purchasers name and phone no. The slips will be entered into a raffle, the prize for which is a bike generously donated by SS. TB to design the programme.

TB also agreed to design  “fliers” for the door drop. These will be distributed about two weeks before the Fun Day.  All agreed to participate in this and AB will provide a list of all addresses.

Posters are also to be designed by TB and the idea of a banner to go along the recreation hedge is also being considered at an estimated cost of £120.00

8.6. Main Arena

All possible routes to secure straw bales at a viable cost had been exhausted.  Bunting or similar is to be used as an alternative 

Possibilities for lanes to be painted were also discussed.

SS is arranging for six teams to contest for a SMVCG cup, which will be kindly, donated by St Michaels Car Hire. There will be six events split by age group.

Other features will consist of Fancy dress, Smiles Dance Troupe.  Acropolis has kindly agreed to play for free in-between events.

9.  AOB

9.1 Many had concerns about the cars parking on the A28 along Boresisle especially those near Chalk Av. This will be discussed at the next meeting.

9.2 KM suggested a Karaoke night at the Crown.  CG thought the Village Hall would be more suitable for this.

10. Date of Next meeting - Monday 10th August 2009

Meeting closed at 22.10 GMT