WILFORD OPEN GARDENS AND FETE

MINUTES of SUB-COMMITTEE MEETING

Held 0n Monday 24^th Feb 2005 at Wilford Bowls and Social Club

Organised by Wilford Community Group

Present:

WCG Members Brian Hardy (Meeting Chair), Dave Boulton, Bill Roughton, Kate Clarke, Brian Clarke, Roger Steele, Sheila Atherton

Playgroup Anne Mason, Lynn Turton

Wilford Club for Young People Anne Walters

Red Wyvern Society Amy Waite, Wesley Perriman

National Kidney Research Fund Dorothy Hardie

		Action
1	Apologies Josie Foster (WCG), Karen Gregg (Scouts), Anne Gerty (Allotments)
2	Introductions There were new attendees from Wilford Playgroup, Wilford Club for Young People, Red Wyvern Society Clifford House and National Kidney Research Fund.
3	Minutes The minutes of the previous meeting were approved.
4	Outstanding Actions 3i Walking Tour of Wilford Carried over since Josie wasn’t present. Quiz This will be organised by Scouts, see item 5. 3iii Scarecrow Competition Design of entry form carried over and re-assigned. BH now has four sponsors for the prize money. 3iv Scouts BBQ Scouts are able to provide equipment and food BH has obtained a £20 gift voucher from Sainsburys to use towards the food.	JF SA
	3v Hanging Baskets JF has written to local businesses suggesting that they could support the event with hanging baskets and tubs
	3vi Hand Bells/Musicians from schools Carried over due to absence of JS-C	JS-C
	3vii Battleman See item 5
	3viii Tom bola We now have a large selection of donations.
	7 Additional Gardens JF has written to 2 residents. One is definitely not interested, the other may be.	JF
	9 Advertising See item 8
	10 Costs See item 9
	11 History History Society not present to feed back on display . Carried over.	DBa
	13 Scouts See item 5 b) Map Dave Boulton will produce a map for the day. c) Puppeteer A children’s entertainer is interested in taking part. d) Tables Wilford Club for Young People are willing to lend some tables .
5	Finalise Participation Details a) Church - Not present, carried over. Believed to be coffee shop and Fair Trade stall in the main church hall. b) Historic Society – Not present, carried over. Earlier agreed to be display of some books of memorabilia. c) Women’s Institute – Not present, carried over. Earlier agreed to be stall of home made produce and a book stall. d) Allotments – Awaiting results of a vote from all plot holders. Carried over e) Scouts – BBQ in church hall car park. Also quiz for children, suggestion of a letter in each garden to then make a word, small entry fee. f) Guides- Not present, carried over. Earlier agreed to be assistance by guides with catering and brownies to do maypole dancing. g) South Wilford Endowed School – Not present, carried over. h) Wilford Club for Young People – Could potentially run a ‘Beat the Goalie’ competition with instant prizes. To be organised by youth leader Dave Goodwin. i) Red Wyvern Society - Need to determine numbers who can attend, could be up to 50. They will put on a medieval display covering both everyday life encampment and battles, The ideal venue would be the church paddock but need to check access with the owner of the old Rectory. They will also need firewood, some has been offered by BR, another potential source is The Ferry. j) Playgroup – Hold a second toy and book stall and possibly a lucky dip. Could also possibly have singing from the children. k) National Kidney Research Fund – Can provide badges for entrance ticket, T shirts for ‘guides’ and a number of helpers (currently believe we need at least 20). They can also provide a ‘Safe Cracker’ game and possibly a band.	JS-C DBa PS AG JS-C WP/AW DB
6	Agree Charity Donations It was unanimously agreed that all organisations taking part would donate 50% of their profits to the nominated charities.
7	Gardens DB will design a notice for the notice boards to attract more gardens to open. We need a list of which gardens are currently taking part. Entrance to the gardens will be the same as last year £2. Suggestion to charge 50p for children but this would include the quiz organised by the scouts.	DB JF
8	Advertising National Kidney Research Fund can assist with press releases, although it would be best for them to be written by the Group. They can also include the event in the Community Fundraising magazine. They can also laminate posters . We need to get a list of all possible publications etc where we could advertise. Everyone to bring ideas to next meeting. Could provide flyers at earlier Open Garden events, anyone know of any?	All All
9	Costs 3^rd party liability insurance has been taken out by the Group which will cover this event. SA will apply for a grant once a budget has been established. The main requirement for a budget is the cost of banners. JS-C was making enquiries about this, BH’s son is prepared to print the Scarecrow Competition entry forms for us FOC.	SA JS-C
10	A.O.B. Key outstanding issues which must be agreed for next meeting: - Availability of church and school halls and grounds - Start and end times of the event. -	JS-C/DB
11	Date of Next Meeting Mon 4^th April at Wilford Bowls and Social Club.