Organising Committee Meeting Minutes

• Date: 12th August 2010 @ 8.00pm

• Present: Colin, Karen, Rhoda, Fran, Rowena, Cristina, Teaghan, Sally, Alex

• Apologies: Nigel, Phil, Nicola, Andrea, Cathy, Nicola, Steph, Murray, Fiona - not on the list.

General

• Karen to write invoice to TOV for Cultural Development Seeding Grant
• No to the Snake Man
• Budgets - need to be in to Colin.
• Location and space need to be finalised.
• Schedule to be done.
• Colin - has confirmed that we have insurance for all volunteers

Finances

• All requests for reimbursements must be made to the Stalls Committee members with a receipt
• When you seek reimbursement, you need to provide receipts
• Colin to come up with system for collecting money on the day
• Talk to Chubb - re sponsoring a Security Guard on the day
• Each stall will need to work out what their float might be
• Colin to manage invoice and reciept books
• Receptacles for money need to be thought through - ice creams containers for coin, bum-bags for notes.

Marketing and PR

Currently Working On:

• Bumper stickers are printed and will be distributed to children on Friday.
• Poster is underway, will be printed and displayed around school on election day, August 21, to let voters know the fete is on.
• Also hoping to have a banner ready by then, for the same purpose.
• Facebook site is up.
• TOV has given permission for the erection fo banners in three parks. Will approach state govt for banner in Hyde Park, which is state govt owned.
• Marketing meeting next Friday to thrash out remaining issues, but so far on we are on track.

Issues (if any):

• None

Help Required:

• No, Everything's going swimmingly~

Comments:

Class Stalls

Currently Working On:

• All stalls seem on track
• Preferred stall locations are required
• Busy Bees will be published
• Andrea to get the Stalls Banners sorted
• Sustainability is marching along
• White Elephant will need to be published in the newsletters once we have the storage location sorted.

Issues (if any):

• None

Help Required:

• No, Everything's going swimmingly~

Comments:

Entertainment

Currently Working On:

• Only one sound stage
• Busking Boxes to be around the Fete
• Are funds requried for any aspects?

Issues (if any):

• None

Help Required:

• No

Sustainablity

Currently Working On:

• Remida is very good
• Recycling Bins for on the day need to be sorted

Issues (if any):

• No

Help Required:

• No

Comments:

Food and Beverage

Currently Working On:

• Coffee vans booked - 50 cents per cup donated to us
• Fairy floss booked - to be confirmed and paid for - cost?
• Ice cream order - to be followed up - Karen
• yr 7 confirm sausage sizzle menu - to be confirmed - Karen
• We need the schedule for appearance - Sally
•  

Issues (if any):

• Power and noise coffee vans

Help Required:

• No, Everything's going swimmingly~

Comments:

Rides

Currently Working On:

• Rides to book:
  • Climbing Wall
  • Pony rides - Shanon to confirm
  • Inflatable slide
  • Bouncy Castle
  • Mad Cow
• Nicola to work out pricing for each rides
• We are going to cancel the Teacups
• First-aider needs to be on site for the rock-climbing - Nicola to identify candidates prepared to be "on-call"

Issues (if any):

Help Required:

Comments:

Logisitics

Currently Working On:

• Updated site plan for locations and spreadsheet for tracking stall requirements and other logistics issues.
• Car and tractor display - Alex to follow up with and Corrallee and Tracey
• Looking to form a general helper pool, which will help out wherever during the day
•  

Issues (if any):

• We have rides set for the oval and possibly a second sausage sizzle.
• We have Tom's small marquee. Will there be a car display or anything else requiring space?
• Other than that, all going swimmingly thanks.

Help Required:

• No, Everything's going swimmingly~

Comments:

• Neither Nigel nor I can make it this Thursday due to a mutual commitment so you'll have to do without our wit, charm and certifiable good looks.

Raffle and Auction

Currently Working On:

• Fiona to organise these two - We need decision here so as to coordinate with marketing and sponsorship
• Review situation and get back to us.
• Meeting coming up to let us know where from here.

Issues (if any):

• Review situation and get back to us.

Help Required:

• ??

Comments:

Next Meeting

Meeting closed around