Update at 24 January 2012

Diamond Jubilee Committee Meeting

24th Jan 2012

Summary and Actions

Where we are:

•           Monday 4th June daytime

•           Manor Gardens to Darleys Close street closure application made to AVDC

•           No objection  yet made to the road closure application covering  10am - 8pm

•           Money pledged by GU PCC for gift souvenir gift to be

•           A mug for each house and a competition in school to design the logo

•           Street party licence applied for

•           Everyone to bring their own food and drink

•           Scouts and Beavers have offered to clear up and will be lighting a beacon the following day

Who we are:

Jim McBeth Chair  

Peter Harper Vice Chair  

Sue Yapp Secretary note taker by  

Sarah Arnold Treasurer  

Where are we going?

•           Inclusive street party is the main focus

•           To run between 1-5pm

•           Children's entertainer, bouncy castle, skipping and street games

•           Need to establish a Games Sub –committee

•           Need to explore possibility of using field behind Darley’s Close- Action Pat Brazier

•           Marquee or gazebo at the side of the pub in case we need shelter  - Action Jim will speak to Mark Nolan

•           Need some Porto loos Action Rob Dukes to explore

What are the costs?

Activity leads will need to price things up and make an informed estimate of the costs

•           Known costs so far

o          Mugs £1500

o          Food ?

o          Entertainer £500

o          Public liability £100

Activity Leads

•           Catering  organisation Action JM to ask Leoni Leslie to take the lead with Sophie Allen

•           Entertainment sub committee Action Kate D and SY art competition, photoshop

• Liaise with Doug  Knight who has a performer in mind Paul Biswell (comes with a PA)

•           Publicity posters and programme and leaflets Action Kate Duke

•           Formally book the vicar to open at 1pm (arrive 12.50) Action Pat Brazier

•           Games Sub- committee Action Rhianna Yapp to work with Jan  Walker to plan the games including Hoola hoops, Skipping ropes, Hopscotch

•           Caron Horsgood Rickyard Grove has suggested a Running Club and participants to pay £1 a run for the GU Diamond Jubilee Fund – Action Jim McBeth to ask Caron to progress

•           Lead on logistics e.g tables and chairs and barriers bring your own chairs on the invitation Action Jim

•           Fundraiser and sponsorship businesses, some families may wish to contribute.     Action all to think about fund raising ideas

•           Get promotional material in Life Together Action Kate Dukes

•           Check with AA if they will create signage Action Jim

•           Check if there are any trained first aiders in the village Action Emma Dearn

•           Book the village hall as a contingency Action Kate Dukes

•           Start a risk and issues log (liaise with the festival planning committee) Action Jim

•           Brief neighbourhood policing team about the event Action SY

•           Liaise with Nick Ogden re printing Action Kate Dukes

•           Attend and raise the issue with Edgcott Parish Council meeting next week Action Jim

•           Lead on the souvenir mugs Action Babs Hedgecox

•           Ask Rog Lacey if he will photo the event Action Jim

•           Ask Andy Shepherd to fly by and take aerial photos Action Emma Dearn

•           Arrange the hanging of 600m of bunting Action Jim

•           Explore possibility of balloon launch Action Sophie Allen

Next Steps

Everyone agreed to complete the actions they have signed up to

Need to think about a procession /flotilla at the start and about how the event might end

Jim will draft and circulate a draft timetable ASAP

Jim will source prices for children's games

Sarah to circulate the details of the bank account

Date of next meeting to be confirmed