Organising Committee Meeting Minutes

• Date: 12 May 2010 @2.00pm

• Present: Karen Delore, Cathy Green, Sally Kelly, Stephanie, Rhoda (although a few minutes late), Fiona (thanks for offering to lend a hand Fi, we need all the help we can get), and Nicola

• Apologies: Ali Colvin, Phil Sarich

• General Atmosphere: A very good meeting this time, lots to talk about, too much in fact, for the time we had.

• Food and Beverage with Sal
  • Any stalls planning on delivering any food or beverages should go through the F&B Convenors, Sal and Ro. This is to ensure that we don't double up on things, we spread stuff around, we have a good mix of healthy and "fun" comestibles, and countless other reasons.
  • Iain Lawless is booked in to give a Cooking Demonstration and sell the produce.
  • The Cooking Professor is booked in to give a Cooking Demonstration and sell the produce.
  • Other experts in the field are being considered.
  • Thoughts on the Cooking Competition with Andrew Streeton are bubbling away.
  • We are going to try to organise two coffee vans, one on the oval and one up at the school rather than go mad on the day and deliver bad coffees.
  • Fairy Floss machines > deposit amount to be advised. Healthy left-handed sugar to be used.
  • By next meeting we will have summary all requirements for all food related stalls.
• Class Stalls - Karen and Rhoda
  • All progressing well, without any issues and guaranteed to make a huge success of it.
  • Large jars are being called for by Susie Johnston. Place in the hall if you have them.
• Rides - Nicola
  • The Giant Slide is out, and the Climbing Wall is in. This is a great outcome as it provides a more challenging activity for the older kids.
  • So we are going to get a big Bouncy Castle instead, which will provide an activity between the Cup and Saucer ride and the Climbing Wall.
  • Also, let's track down a Bucking Bronco (Yee Ha!) as it was well received last time.
• Sponsorship
  • Steph needs a budget, Alex to prepare one for her and for everyone (so, get those budget requirements in please Team!)
  • We need an ABN and we have an ABN, but Steph needs to know it to put it on our application for a grant - Karen to help out here.
  • All Committee Members to contact their Vincent Ward Councillors to ask them to support our grant when it comes to Council for approval.
• Sustainability
  • We have signed up with Remida, now we need to send some people, perhaps 3, for training.
  • There is a new page on the website called Resources where pictures from Remeda can be added
• Issues
  • Discuss possibility of removing a section of fencing between undercover area and the Pre-School area to allow rear access for sausage sizzle to the near canten.
  • Alex to create an on-line form for Class Stalls to enter in their requirements.
  • Who is going to manage the Auction/Raffle?
• Entertainment
• Murray is currently working on a list of entertainment his aim is do have a similar format to previous fete with some scheduled performances on the stage in the undercover area. He is aiming at having some former students be involved along with current parents / teachers. Murray is checking availability of stage from the hall - this was used last
  fete and work well for everything except dance. Murray will liaise with Tim Stapleton (father of Nicholas - year 6) to work on Sound. Tim helped with the last fete. This will  probably require some funding for amplification - will wait for feedback from Murray. Murray probably won't attend many meetings but be confident he is working away in the background.
• Also, spoke with Teaghen who is also preparing to meet, so would like to get an update on their combined plans as soon as they are ready to reveal them.
   
• Logisitics
  • While rubbish can be put into neighbourhood recycling bins, we are looking to make as little waste as possible, so we need to get the Stall Convenors thinking how they can minimse waste on the day
  • Fiona to talk with Damon re his Fire Fighting Truck and other related prowress.
  • Fiona to talk with Eddie re his police car and any other suitable resources from the constabularium.
  • As we are enthusiastic on having a recycled car show, we need to apportion space so that the number of cars can be ascertained.

• Sustainability Theme - Cathy
  • Cathy to meet with all Stall Convenors in order to coordinate as much of the presenation and fabrication of materials for stalls from recyclable or sustainably produced materials.

• Next Meeting
  • How does 8.00 pm on Thursday the 27th of May sound? This will be held at Alex and Cristina's at 13 Sydney St.
  • A training course on the Website will be conducted there as well.

Meeting closed around 2.59.