BOURNE SHOW COMMITTEE
Minutes of the Meeting
Held on Thursday 6 April 2006
Present: Les Walton, Sally Wooding, Hugh Batchelor, Paul Hopwood, Gill Keighley, Steve Warnock, Chris Smith, Pat Wilkinson, Sue Bowness, Rosemary Brown
Apologies: Sue Bowness (late arrival), Robert Gale
Previous Minutes: The minutes of the meeting held on 22 February 2006 were accepted
Matters Arising: LW reported on an informal meeting held with Paul Wheeler, solicitor, GY and GK to discuss our insurance issues. It is necessary for us to demonstrate that we have taken reasonable care, with risk assessment, to eliminate risk as far as possible. Our insurance value of £2 million should be raised to £5 million. Accident cover for sports is excluded from our insurance policy, but if we can show that we have taken reasonable precautions, such as having experienced supervision, we should be ok. Disclaimers being signed before participation actually are not worth anything, but notices to say that we accept no responsibility for accidents would be useful around the Green and in the programme. Areas such as the Dog Show, Classic Car movement, sports activities etc all need to show that we have taken as many precautions as possible, whilst keeping things in perspective. The Show has run for many years without problem. Problems arose last year at the end of the Show and we need to be especially vigilant when breaking down and clearing up as there are a lot of people and vehicles moving around.
There is a warranty in our policy stating that anyone exhibiting has to carry 3rd party insurance cover and we have to see it and note its contents. SW to ask stall holders for a copy of their insurance when they make a booking, with a proviso that if they do not have insurance they must give us a description of the contents of their stall to see if we will accept it. It is our responsibility to look around on the day to ensure that no stalls look unsafe, and to take action if they do.
Each committee member to look at their particular area of responsibility and to write a procedure in the form of a risk assessment of possible problems and solutions which will then be kept in the committee tent as a pack for the day.
It was advised that we take out insurance for a number of “employees”/volunteers on the day and the number agreed was 20 people. HB had talked to our brokers and has taken out a policy to insure 20 employees as well as increasing the sum insured to £5 million as advised. These 2 changes raise the insurance cost from £300 to £450.
Finance: Current Account 241.29
Reserve Account 3856.26
Petty Cash 33.50
Total 4131.05
Money had been transferred from the reserve account to the current account in order to pay for the insurance.
Signatories to the account are currently LW, HB and GK. It was suggested that perhaps PH should be a signatory too and HB to investigate if it is possible to have 4 signatories or whether someone should be removed in order to allow this.
Bourne Show Party 2007: 20 January 2007
The Hall has been booked and due note taken of our complaint about the state of the toilets in 2006.
CS to book the Irish Dancers for entertainment
SB to book Brian and Nicky Cotterill too.
Caroline Gale to be asked to provide entertainment during the intervals and for community singing.
Bourne Show 2006: 15 July 2006
RB to write to ask Jeremy Hunt to be the opener for the Show.
Church, Green, Band, Marquee, Fairground, Punch & Judy all booked. PW to ask 88th Connaught Rangers if they can attend this year.
It was suggested that in order to raise more money we hold a silent auction again in 2006. SW has 2 bikes he will auction and Sally Wooding has 2 trouser presses she will auction. Committee members to get as many prizes for the Grand Draw as possible and we will decide on about 6 items for the silent auction and the rest for the Grand Draw. PW reported that Cannons are offering 2 months membership again.
PH to try to get the Fire Prevention display again and to contact the TA to see if we could have an army assault course. The Goscombe family are prepared to run the Dog Show again.
Sponsorship – LW reported that the local manager of Inchcape Toyota is very interested in sponsoring the Show but is leaving and does not know whether his successor will want to be involved. LW to report again at next meeting.
LW to ask Sir Ray Tindle for sponsorship again
SW to ask the Bat & Ball for sponsorship
PH to contact Seekers Agency and Abigail Daykin & Co to ask whether they want to be involved in any way this year.
PW has already secured sponsorship of the Punch & Judy from Hone Properties.
The marquee is available for hire again for a donation of £180+ for Saturday evening – committee to ask around to see if anyone is interested.
JH to be asked to coordinate the advertising again.
PW to see if her firm will continue to print the programmes and flyers etc as in previous years. She asked for copy as soon as possible, in small chunks if possible. Flyer to be available from end of April to advertise schedule availability online and in several places locally. This is also to advertise the Flower arranging, photographic competition and tennis competition. Schedule to be on view at Bourne School, Tennis Courts, on the website and possibly at South Farnham School. LW and SB to organise flyer production.
Photographic competition to be on display in marquee for additional colour and to be decided by public vote.
Flower arranging in St Martin’s to be organised by Sally Wooding.
Reservoir site for banner to be booked by LW.
Any Other Business: PH to report to next meeting on the format of the tennis competition.
SB reported that the rosettes had been ordered.
SW presented several requests for funding from Scouts and Weydon School – these to be discussed at next meeting
Rosemary Brown was welcomed as our new Minute Secretary, with Chris Smith taking over other secretarial duties.
Date of Next Meeting: This is to be held on Monday 15 May at 8.00 pm at Gil Keighley’s house.