THE BOURNE SHOW COMMITTEE

Minutes of the Meeting held on

Monday 30 June 2003

Present:        Les Walton, Hugh Batchelor, David Crosby, Gill Keighley, Sue Bowness, Paul Hopwood, Steve Warnock, Robert Gale

Apologies:   None

Previous Minutes:  These were accepted.

Matters Arising:      The Farnham Herald has sent a cheque for £150 as sponsorship from Sir Ray Tindle.  Inchcape Toyota will be invoiced for their sponsorship this week.

Finance:       Reserve Account       2053.82

Current Account          513.83

                        Total                            2567.65

                        Various monies have come in and gone out over the month, with an invoice for rosettes and prize money still to come out.  A lot of capital expenditure has gone out this year, and now only essential expenditure will be approved until we are sure of our financial situation.  HB to purchase a gazebo for the sale of programmes at the tennis courts and football registration. A 10’ banner has been purchased for the exit to St Martin’s reading-

Flower Arranging in St Martin’s Church

                        Teas in Church Grounds

                        This will be too big to fit on the side of a gazebo so supports must be provided.  PH to action.

Bourne Show Party 2004:           No issues were raised

Bourne Show 2003:          Sponsorship – Inchcape Toyota did not get their artwork for an advertisement in the programme to LW in time for inclusion; the space was sold elsewhere.

                        Marquee – Chairs will need to be left out for the evening after being used for teas, the band and around the band.  PH will be late on Friday evening for setting up the electrical supply to the marquee, LW to begin.  Power and lights will be required for Saturday evening and Sunday morning.  PH/LW to clear away power etc on Sunday afternoon and will require keys to the Pavilion.  The Hedgehog sound system will be taken away after the Show but the Church will need one for the Sunday morning service – DC to organise.

                        Programme – 100 have been sold in shops already, SB to supply to St Thomas’ and GK to St Martin’s on Sunday.  Excellent feedback on the new cover. 

PW did a superb job in printing the programme, and has done 500 covers and 400 insides, so more can be available if necessary.  Stasys have been acknowledged more in the programme as they have provided the printing of programmes, posters and flyers.  These should be pushed hard at the Show and pre-show at the shops. 

Money from Raffle and Programmes to be kept separate to enable better analysis. 

Roger Hobbs is also acknowledged in the programme as his company have provided sponsorship to the tune of £100 to be used for a major prize in the Grand Draw.  LW has purchased a portable TV and integral VCR.

Dog Show – Sue Thompson has not yet responded to emails.

Grand Draw – Café Uno have offered a meal for two.

The order has been placed for printing the tickets (minimum 5000) but they are not ready yet. A selling rota was drawn up for the weekend before outside the newsagents.

Insurance – Cover through Putticks has gone up £43 to £150.  HB to check out Leisureinsure.  James Wesley’s Fairground to be asked to show his insurance cover.

Checklist – This was updated.  The Mayor is now opening the Show after Nan Walton bullied her into it!!

ARC would like to sell national ARC Grand Draw tickets from a fixed point – this was agreed and a table will be provided.

Ceramic Café have approached LW to offer a smashing crockery stall in aid of the Bourne Show.  This was agreed and an advertisement was placed in the programme accordingly.

Primetime (youth club) have asked to run a tuck shop and cake stall at the Show to raise the funds needed to replace the lights they broke at the Hall – this was agreed.

SB has purchased yellow fencing for football and will collect road pins from Woodlarks.

Fire Prevention Team – need a large area.  SW to organise

Maypole Dancing – DC advised that there would be no dancing as the music teacher has left (therefore not in programme).

Freezer LLW to check availability, as Leggett’s are away.

Setting up – LW will be up at the school by 4.30 pm, SW beginning to collect other tables at about the same time.

Banners – Fox and Reservoir site.

Web Site:      This has been updated.

Open Gardens:       This was not discussed

Any Other Business:         SB advised on the cost of a portable display stand as used by the ARC, but it was decided that it was too expensive.  HB to make an Asset Register

Date of Next Meeting:       The Show Review Meeting to be held during lunch on Sunday 20 July from 12.30 pm at Sue Bowness’ house.