Joanna Ferguson (JF)
Pam Gardner (PG)
Terri Gilbert (TG)
Sally Leech (SL)
Elisabeth Mason (EM) - Apologies
Kirsty Sherriff (KS) - Apologies
Ginnie Stacey (GS)
Amanda Toth (AT)
Judy Venables (JV)
Judy confirmed that she had sent round an aide-memoire about
security precautions to take on the day.
She also provided an update on the situation regarding insurance
using her own experience as an example, ie house insurance extended to
provide Public Liability cover for 400 persons for the event for which the
insurer had generously waived the premium in recognition that it was a
“one-off” event for charity – their logo will be included in the
All others opening their gardens were reminded of the need to
ensure that they too had adequate insurance cover, and to offer their
insurers the opportunity to have their logo in the programme.
Joanna provided an update on the Plant Sale.
She has delivered a note to everyone in the village asking for
donations of plants.
“Tea Gang” provided an update on progress with teas.
After some discussion it was agreed that:
The menu would comprise: Cream Teas; Strawberry teas;
Children’s Teas (probably a Brownie and Squash);
Judy would send Amanda a template menu on which the detail
could be filled in;
Burbidge’s are to be asked for a quote for producing 300 scones on the
basis that, if it was <£0.50p per scone, it should be accepted (in
order to provide scones of consistent shape and size, and to reduce the
baking requirement by volunteers in the village).
Amanda and Ginnie reported that several folk have volunteered to
make a cake or two for selling on the Cake Stall.
Amanda provided an update on plans for the Scarecrow Competition.
After some discussion it was agreed that:
Amanda would draft an Entry
Form based on what had been discussed and circulate it for comment;
Amanda would submit an
advert for the June edition of the Parish Magazine;
Details would be included
in the Programme;
– would be undertaken by visitors by merely writing the number of their
Scarecrow on a slip of paper –
the winner would be the one with the most votes;
Whilst the competition was primarily aimed at children it was
acknowledged that adults could (and possibly would) also enter so the
prizes needed to be non-age specific. It was suggested that the 1st Prize could be a £10
voucher from Waterstones or WH Smith, and the 2nd prize could
be chocolates or similar.
Sally gave an update on advertising.
She will be submitting copy about the event, plus a photo of a
scarecrow being made, to the Andover Advertiser.
Judy gave an update on the Raffle:
Ticket sales to date had
covered the costs of printing the tickets, envelopes and letter, and the
flyers and posters.
The final list of prizes is
on the website and will also be printed in the programme.
Sir George Young MP had
agreed to draw the Top 6 prizes at 4.30pm (the other prizes having been
pre-drawn after 4pm when ticket sales will cease).
Venables will organise the raffle on the day.
Judy showed a mock-up of the Programme and explained that it needed
to go to the printers on 22 May 14 to start the proofing process.
Valerie Oxley and Christopher Walker had volunteered to join Mike
Venables to sell programmes and raffle tickets.
After a discussion about floats and other funding matters it was
Joanna would organise a £40
float for each of: programme sales; cake stall; and teas.
The raffle would use the same float as the programme sales.
would produce an outline total as soon as possible after the event so that
Judy could inform the various people who had kindly donated raffle prizes.
There was a brief discussion about what should happen “on the
- has been booked for Friday 6 June for preparations; Ginnie agreed to
open the Hall on both dates.
– Stuart Stacey has kindly agreed to master-mind the car parking and
will enlist the help of others to marshal the cars.
– Joanna agreed to investigate how we might get the various signs
Baie Heelas has kindly agreed to do this.
was suggested, and agreed, that anyone helping at the event might like to
have a look at the gardens on Friday 6 June as they would not get the
opportunity “on the day”.
Judy reported that she had agreed that Di Haddon-Moore (a local
artist) could sell her work in the Village Hall, and that Di had kindly
agreed to donate 10% of her proceeds to the event.
of Next Meeting.
It was agreed that the next meeting would be on Tuesday 3 June 2014
at 2pm at Drum Cottage.