Godmanchester Community Association
Minutes of Meeting 10 July 2003 at The Comrades Club

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Present: Stuart Bond (Chair), Alan Hooker, Graham Knight, Gordon Allgood, Alan Suter, Geoff Larcombe, Nina Collier, Shirley Brown.

Apologies: Mary Stokes, Harry Foren, Fred Carter

SB welcomed Graham Knight to the meeting and those present introduced themselves briefly. In the absence of EH, SB also took the minutes.

1 Review of Gala Week 2003
All present agreed the week had been successful and very positive comments had been received from neighbours and friends – So well done everyone for the success and thanks for your effortsSB noted that this meeting was to allow us to capture comments and ideas to further improve events next year whilst these are fresh, with the expectation that the August meeting would focus on the arrangements for the Fireworks display.

1.1 Picnic in the Park – Organisational Issues
NC and GA noted that there was a meeting of the Picnic-in-the-Park team on Monday 14 July which would review specifics, but the following were noted by those present todaySecurity: This appears to have been successful and a sensible decision which should be arranged in future when equipment will be on the Rec over night.Rubbish Volume: Due to the volume accumulated this year and disposal issues, it was recommended that a skip be hired to be left on-site. (AH and EM to review and ensure cover for any commercial waste costs in 2004)

Rubbish bags for public: AG noted that at many events he attends the public are provided with a waste sack on arrival to reduce rubbish clearance and suggested this would help in 2004. (GA and EM)

Recycling: Interest was raised in trying to minimise waste and recycle bottles and aluminium cans. GA will contact Andy White in St Ives

Generators: It was agreed that the generators used by the bar and concessions were too loud generally on both days, although it would be difficult to overcome without providing a central gen-set etc. (Picnic team to discuss (Ga & EM))

Toilets: MS had noted that she had to clean the toilets and it was agreed that in 2004 the contract should clearly state need for servicing during the events. EM and MS

Fair ground: It was felt that in view of the fair being present on the Saturday there should be minimal such items there next year, in terms of generators but also the cost to parents when children would rather go on the rides than dance etc. AH to discuss with EM and then contact fair

1.2 Picnic in the Park – Music
As may be expected there was a range of opinion over the music and ideas for next year but agreement that the groups need to be altered to keep the event fresh (if the Town Council will support and the team will arrange). It was agreed that the brass band was only audible close to the staging and it was necessary to have amplified music at the start to draw people in. It was suggested that as Brass Bands insist on no amplification this was not ideal and perhaps a “Big Band” sound would be more appropriate.

Stephen Spencer's note regarding a “Proms” event was noted, but this was felt to have limited breadth of attraction across the entire community, but SS should discuss at a future meeting. SS to raiseNC noted that Start the Car would be invited for 2004 following the mix up with them this year. It was felt that On Route (if available) would be suitable as a headline act and we could look to obtain a number of local groups if contact was made now (tentative until funding has been agreed with Town Council). NC and EM

2 Gala Day Parade
Much discussion centred on the parade and the limited number of vehicle floats (3 off) entered this year. Whilst we understand there are difficulties with vehicle, driver availability and insurance, it was agreed that the younger children enjoy the event and that it assists in “drawing” the crowd to the arena. It was agreed that ShB, PL and FC should contact the local groups with a view to holding a meeting now whilst the event is fresh to review issues and to identify means by which more entries can be obtained for 2004. ShB, PL and FC to contact local groups for meeting in August (if possible) and to also speak with H E Payne regarding their participation and comments they can provide on this matter.

3 Gala Day Arena
3.1 Assistance in the arena: It was agreed that AH needs one other person in the arena to assist with the parade and other items in future (this year we were generally short of hands at the event overall).

3.2 Arena Layout: Whilst this had been undertaken to accommodate The Sealed Knot, there were many positive comments and it should be considered again in future. AH and SB

3.3 Children's Events: It was also agreed that this would expedite the initial aspects of the parade and prizes such that the first arena event could safely be scheduled for 1425hrs rather than 1440. Also it was noted that the children's period in the arena was a prime spot but did not have enough content to be visible to the entire crowd and it was therefore suggested that the two schools be asked to consider a joint contribution which would allow them to better entertain the crowd at this time in 2004. JM, ShB and AH to co-ordinate with St Annes and Community School Head Teachers

3.4 New Idea for 2004: NC noted the offer by Tex to run a balloon race in 2004. It was agreed this was a good idea and the CA should consider what fund raising items to operate (consider staffing and also competition between our stalls). To be discussed in September (also see fund raising below)

3.5 Main Arena Event 2004 and 2005: SB noted the possibility of the Police Dog Unit display for 2004, and hoped to get a contact via Keith Logan (The Sealed Knot) for an East Anglian Middle Ages re-enactment group which we could use in 2005, with The Sealed Knot in 2006. SB to pursue both. All to consider two “support” events we could consider for 2004 and 2005.

4 Chinese Bridge:
4.1.1 Concern was expressed at the state of disrepair of the bridge and concern at the movement noted on both Saturday and Sunday with the large number of people. Marshals are required on both Gala Day and Picnic for the main crowd surges. SB and EM.

4.1.2 It was also noted that many planks appear rotten as per that which broke on the Saturday and the entire bridge needs thorough overhaul. SB to write to the Town Council to assist in their pressing of the Highways Authority for repair to be effected urgently.

5 Fund Raising
5.1 Godmanchester Baptist Church: GL noted the success of their “Cool Music for a Summer's Evening” and provided to AH £80 which the event had raised for charity. As the CA is presently raising funds for its own needs (increased insurance, costs associated with audits for Company House etc), we have not nominated specific charities this year (our remit is to facilitate events and these donations have been in addition to our main objectives in the past.). It was agreed that the monies raised by GBC be sent to Crossroads charity. SB noted our thanks to the Baptist Church for the event and the funds raised. AH to send cheque to Crossroads noting it was monies raised by the Baptist Church for Gala Week

5.2 Lucky Numbers & License: SB noted the background to the move from a raffle to instant prize win. It was agreed that this was a much easier process for both the public and ourselves overall. The position of the marquee was felt to have impacted on our sales and SB noted this should be considered next year such that the marquee is central and on the main “aisle”. We are not able to separate our selves from the bar as they will not also provide a marquee.

SB felt that more assistance would have helped on Saturday (NC noted Doris Anderson's kind offer to help sell tickets next year). It was agreed to use the same approach next year but consider retaining £1 lower prize and then “physical” prizes for the “£10 and £50” prize levels. Details to be discussed in the autumn. It was hoped that the presence of prizes would help to identify the stall. The selling of tickets to people around the arena (Saturday) and on the sluice / picnic area on Sunday had been successful. The profit to our funds was about £316. SB to discuss approach in autumn. AH to ensure Lottery Return is completed and consider renewal of license in December 2003.

5.3 Campbells Estate Agents: Chris Campbell had sent a cheque to AH in the sum of £57 from the monies they raised in the raffle for the Champagne. Many thanks for this additional support.

5.4 Industrial Sponsorship: It would be ideal to gain support from more local businesses to sponsor Gala Day and also Picnic in the Park. SB asked that consideration be given to this subject by all members.

6 Any Other Business – 2016 Local Plan
Time was insufficient for SB to discuss in detail the meeting in the week he attended on behalf of the CA for the 2016 Local Plan briefing. Attached to the minutes to the Members were a few notes to assist which represent my own personal views based on the meeting.

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