Minutes of planning meeting held 31.03.10

1. Based on the feedback received from residents, most people (around 83%) prefer the party to be on the 10th. No one objected to the planning of another party, so it was agreed the date for the party should be Saturday July 10th 2010.

2. The general consensus was that the party should be held on the street again and should continue to be a free event for Elmfield Road residents and their friends.

3. It was agreed that some kind of shelter / marquee should be constructed again. Cliff volunteered to liase with interested residents about how the structure might be improved this year. Anyone with suggestions or who wants to volunteer to help with construction can contact Cliff at number 11 (not number 9, sorry – correction to original minutes).

4. Bridget agreed to become the treasurer. Bridget will keep track of any money that is raised or donated and monitor how it is used.

5. After costs were deducted from last years party (e.g. insurance) we still have £160.00 to help cover costs this year. Bridget will use some of this to pay for the event insurance. Ideas for how the remaining money might best be used were discussed. These included the purchase of a heavy duty tarpaulin / cover for the marquee (so this can be re-used every year) and/or hire of PA/Karaoke equipment. Quotes will be obtained for the next meeting so these ideas can be discussed further. A raffle will be organised again to help raise funds and some of this money can be used to reimburse costs that people incur in advance that aren’t covered from the money left over from last year.

5. The request for an application for the road to be closed to traffic on the day has been submitted to the council and we’re just waiting for the paperwork so this can be completed and returned as soon as possible.

6. Ideas for possible events on the day were discussed. This included asking residents if they know of a band that could play on the day (probably for free, but they’d be fed and watered). A party band that could play using mostly acoustic instruments would work best. If anyone has any suggestions please come to the next meeting or contact us via the website https://elmfieldroad.wordpress.com

7. The best venue for the meeting was discussed. The Coppermill Pub is convenient for residents but can be busy and noisy, making it difficult for everyone to sit together to hold a discussion. If someone can suggest a better location that is local, free and could accommodate a large group discussion, please let us know. Otherwise we’ll just stick to meeting at the Coppermill for the time being.

8. The next meeting was agreed to be Thursday 22nd April 2010 at 8pm at the Coppermill Pub and, as usual, anyone who lives on the street is welcome to attend.

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