Minutes of the third meeting held at The Bell Inn, Leigh Upon Mendip.
1 The meeting was opened by the Chairman, John Phillips, there being no apologies for absence the minutes of the previous meeting, held on 20th February, were read and signed.
2 Matters arising
Treasure Hunt
This matter was raised with the Fete Committee on the 26th February, there were no objections to it being run on the Golden Jubilee weekend and the village hall has been booked in that respect. Details to be included in the next Parish Magazine insert.
Parish Magazine Entry
50 copies were run off for delivery to those persons not receiving the Parish Magazine.
Celebrations by School
Pat Simpson liaising as no decision has been made.
Planting of Trees
It was agreed that a meeting would take place after Easter at The Recreation Ground.
Sponsor a Seat
Steve Anderson told the committee that Linda Lyons of Somerset CC had details to be settled on 1st March and will be in touch in due course.
Entertainment
June Wolstenholme had ascertained that the Drum Workshops were available on that date but at a cost of £75 per hour. In view of the uncertainty concerning funding, this matter will be debated at a later date. She also informed us that Damon was available and willing with a colleague to arrange games. Damon will be invited to a later meeting to finalise details.
Recreation Ground
The bar will be available at the Recreation Ground on the 3rd June and will be manned by Cricket Club Members.
Funds
Steve Anderson and John Phillips had applied to the Parish Council for funding and reported that they had been awarded £250. A copy of the application is attached. John Phillips informed the Committee that, naturally, we must be accountable concerning these funds and that a suggestion from the Parish Council to plant a tree at the school was noted.
Public Liability
It appears that Public Liability Insurance is held by The Recreation Ground Committee and no further cover is required. John Phillips to ascertain whether an Entertainment Licence is in force, if music is to be a major aspect of the event.
Gill Baker informed us that the Millennium Committee were meeting next week and she would seek their support.
The bunting owned by the village and the school apparently is with Vicky Higgins, who is currently on holiday and Pat Simpson will liaise upon her return in order that the condition be checked.
John Phillips was still awaiting a reply from Phil Davey concerning the PA system.
3 Parish Magazine
John and Steve are to produce an entry for the next Parish Magazine calling for volunteers and any other relevant matters.
4 Barbecue
It has been agreed that enquiries will be made as to whether a single barbecue facility would be available as it was felt that a number of unsupervised barbecues would not be advisable. (The result of this enquiry to be published in the Parish Magazine.)
5 No Go Areas
The only area to be protected from the public will be the cricket square, which should be roped off.
6 Marquee
It has been ascertained that a marquee may be available from a local person. Steve will continue to investigate.
7 Tree/Seat Position
The meeting after Easter at The Rec will determine positions, obviously dependant upon funding available.
8 Outline Programming
It was agreed to commence the event at 12.00 noon on 3rd June, final programming to be sorted later.
9 MC
Neville Park OBE has agreed to act as Master of Ceremonies for the day
10 Funds
Gill Baker will open an account with two of three signatories and the accounts will be kept in simple form. Other funding is to be sought from Somerset CC and sponsors. Steve and John decide to whom letters seeking sponsorship should be sent. Draft letters were produced by Steve and their content agreed by the Committee.
11 Any Other Business
Encapsulating facilities are sought for public advertising of the event. Committee members were making individual enquiries.
Pat Simpson made a point that the National Anthem should be played at some time during the event.
There being no further business the meeting closed at 9.15 p.m. The next meeting to be held at The Bell Inn, 7.30 p.m. Wednesday 3rd April 2002.