2010-08-29 - Minutes for Organising Committee Meeting

Organising Committee Meeting Minutes

Present: Karen, Fran, Teaghan, Sally, Alex, Phil S, Cameron, Andea, Ali, Nigel [Via Status Report: Ali, Fiona, Nicki B, Phil S]
Apologies: Fiona, Steph, Rhoda, Rowena

Karen to write invoice to TOV for Cultural Development Seeding Grant
Karen to follow up Ice cream order
Colin to come up with system for collecting money on the day
Colin to organise Receptacles for money need to be thought through - ice creams containers for coin, bum-bags for notes.
Ali organising the banners for the approved TOV sites?
Andrea to get the Stalls Banners sorted
Corrallee is sorting out recycling bins for the day
Sally to confirm schedule for appearance for Cooking Professor, Ian Lawless, etc.
Nicola to work out pricing for each rides
Nicola to identify candidates prepared to be "on-call" and First-aider needs to be on site for the rock-climbing
Alex to talk to Chubb - re sponsoring a Security Guard on the day
Alex to follow up with Corrallee re tractor displays
Alex to ask Sam to confirm details of vehicles for Ali's marketing
See further actions in each section below

Budgeting - $6,700
- marketing - $1,500
- rides - $2,200
- stalls - $2,000
- logistics - TBD
- food and beverage - $1,000

Bumper stickers… 200 – company printed on wrong paper, they are being replaced for free. $95
Letterbox flyer …. Looking at double sided 4 colour A5 flyer, (gloss) rather than 6 page brochure. Print run – 2000 tbc approx $600
Newspaper ads – Guardian Express and Voice Newspaper. 1 10x3 (10cm x 11cm) colour ad in each paper, including logo, pg 5, approx $850
Total market budget $1545 (approx) - $95 already spent - Amount still needed $1450 (approx)
Issues (if any): These are the big ticket items. We will need the money upfront, three separate cheques.
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Roadside signs - are these worthwhile and if so, is the cheapo cardboard option do-able?
Nicola - Are we having pony rides?
Tuesday 31st cutoff for including sponsors in advertising
Teaghan to organise some young'ens to conduct market research on the day
Email flyer for all parents to be sent out a couple of weeks prior

Currently Working On Obtaining wholesale prices for lollies.
Trialling homemade sweet recipes for parents to make at home.
Working out suitable packaging for products.
Issues (if any): Not sure how much $$ we'll need at this stage.
Comments: Few parents in our class think that fairy floss stall next to our stall will affect our sales.
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Labelling is available from Karen, if required, otherwise, it's each stall for itself
Cameron to work with Nicola on providing ride coupons as reward for committment to stall productivity

Rowena has booked the two coffee vans - self funding - may use Leaf & Bean
We've booked 2 fairy floss machines ($300 for two machines and $300 - $600 total)
Sally to work out how we deliver the floss, fresh or by bag
Sally to follow up Rowena about barbecues
Alex to talk to Pete about getting some eggs - we need around 200, also lamb kofta support, and also the bacon cooking (talk to him about a cake from the Glory Box to the value of $?)

Griffin Realty to provide some arcade rides. Details need to provided for placement.

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
Looking to form a general helper pool, which will help out wherever during the day
Issues (if any): Animals - issues with? What else on the oval?
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What's the latest on building availability for the storing the things needed on the day
Nigel to find out from Paola who provide sound system for Goonderup Day and ask them to donate the PA system
Phil to talk to Sharon re requirements for Alpacas
Vanesssa Morris is working on an Plan to ensure we have health and safety issues covered, may need to talk to Colin to ensure we comply with any insurer's requirements
Teaghan to create a list of issues and who to call when we need a response
All plants to be brought to School on the Saturday prior.
Ali to follow up re Security Guard required for Saturday Night - possible ISS
Stall locations are as requested by Stall holders - Phil to walk the Karen and Fran through the locations - this Thursday morning

For the auction Fiona has scored:

a return flight for 2 to anwhere in WA return, with unrestricted travel times return to Albany
5 days at an eco-village resort
2 posters signed, one by Susie O'Neil, and one from a heap of World Championship swimmers, which she is trying to get those framed
And there has been a good response from the various artists at North Perth, so we will have at least 4 pieces of art/sculpture and likely more
And Steph, who is in charge of raffles, has a lot of small prizes already, and still getting them
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Steph and Fiona to decide on format of auction at 12:30