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Present: Gordon Allgood, Stuart Bond,Robert Clarke, Harry Foren, Elwyn Hughes, Patrick Hull, Judith Kay, Alison Legatt, Phil Leveret, Charles Looker, Richard Morton, Will Morton, Charlotte Oldwood.

Apologies: Wyn Binns, Shirley Brown, Fred Carter, Nina Collier, Geoff Larcombe, Jean Morgan, Stephen Spencer.

Previous Minutes
HF pointed out that in the minutes of the meeting held on 13th February, in AOB the words “Junior Red Cross” should have read “ St John’s Ambulance Cadets.” With this proviso the minutes were accepted as a true record. In addition it was pointed out that Huntingdon District Lions would also like to affiliate.

Election of Chairman for 2003
As was required by the Association Articles, the Chairman is elected at the first meeting after the AGM (Held 27 February 2003). SB indicated that he was prepared to stand down from the position of Chairman of the Association and asked if any nominations were to be made for the post. No other nominations being raised, HF immediately proposed that he should be re-instated and AL seconded. SB accepted the invitation.

Agreement on Donations/Expenditure
SB pointed out that at the previous meeting, it was agreed that £300 of the Association’s funds should be made available to Charles Looker to help fund the celebration of James 1’s visit to the town in 1603. He felt that as a courtesy to the Treasurer, who had not been present at the meeting, such large allocations of monies should continue to be agreed by the committee as now, but the Treasurer should advise if there were strong grounds to question donations in light of the current status of accounts and commitment to expenditure e.g. Insurance. After some discussion, this was agreed.

Gala Day
GA informed the meeting that Mr C Campbell had agreed to provide sponsorship of £500 and was 95% certain that the final figure would be as high as £1,000 in collaboration with another organisation. Mr Campbell would require a breakdown of how the money would be spent and SB agreed.
Action SB

Gala Princess
Copies of the posters for the Gala Princess were given to CO and SB for the two schools.

Gala Parade
In the absence of FC and ShB, HF gave an assurance that plans for the procession were on target. The meeting was told that 30 to 40 members of the Sealed Knot society would be at the head of the procession and, after some discussion, it was decided that the theme of the parade should be “ Historic Godmanchester.” The theme would need to be publicised.
Action ShB/FC

Tent for Gala Day / Picnic in the Park
SB informed the meeting that the bar had been booked and questioned progress over tent purchase. He suggested that a lightweight marquee/gazebo (3x9m) might be purchased to replace the tent agreed at the previous meeting. PH felt that it would not be sufficiently robust. RM offered to store the tent once it was purchased. He felt that there would be some opportunities to rent it out to other organisations but we would need to explore the costs of insurance before such decisions were taken.
Action PH to check with NR on progress on the purchase of the tent.

GMC Rovers
RC informed the meeting that Godmanchester Rovers will be holding a participatory golf pitching event as their Gala Day “stall”. SB asked that the Rovers consider being a “fall back” in the event of a slot in the itinerary appearing at short notice e.g get children up to practice ball control skills etc
RC to discuss with AH the physical layout required for the golf
RC to discuss fall back option for arena if required

Raffle / Instant prize draw
There was some discussion about the raffle. SB felt that it was perhaps now an out-dated way of raising money, consumed energy in getting and distributing prizes and an “instant win” may lead to better results. He had received the catalogue from AS of other money raising activities such as scratch cards. PL offered to obtain another catalogue if it was required. PH suggested that AH should be invited to run the lottery. SB was unsure about the need to obtain a lottery licence or indeed whether such a licence would enable the lottery to run for the weekend or just for the day. He would investigate further and check with AS and FC on possible options such as scratch cards.
Action SB with AH and FC

Sealed Knot
SB asked CL about the arrangements for accommodation needed for members of the Sealed Knot to camp on the Friday and Saturday nights. CL agreed to check with AL about this, but thought it was in-hand.
Action CL

Other arena events
SB felt that the dogs were not now required. He checked with CL about the degree of help he would need to erect the maypole. CL felt that no further help was needed. It is assumed the children's activities are in-hand for arena?
JM and ShB to confirm

Bunting
As well as the decision taken at the previous meeting that AH should purchase new bunting as required, he should also check whether new rope/wire was needed to hang the bunting.
Action AH

Arena Layout – Concessions
RM asked that the stall selling ducks for the Duck Race should be sited well away from the burger van generator as last year both those selling the ducks, and those in the queue to purchase them, had been adversely affected by the diesel fumes. It was decided that AH should consider siting all of the concessionary food vans well away from the voluntary groups.
Action AH

Assistance on Gala Day
It was noted that in previous years when “new” Members had arrived at the Arena layout it was difficult to know what they should pick up (despite our calls for help!) It was suggested that AH should run through his arrangements for Gala Day at the next meeting, in particular a listing of tasks (marshalling concessions, stall payments, arriving groups etc). It was felt that it would be a valuable exercise if “newcomers” could shadow the “old hands” on the day in order to find out how things were organised and thus make life easier all round and ensure active participation by new Members
Action AH

SB suggested that CA officials should wear high viz. jackets on the day.

Picnic in the Park
GA assured the meeting that everything is in hand. The only issues outstanding were the provision of toilet facilities and security. He was having a meeting with the rest of the team on 31st March when these should be resolved. CO offered to research local security firms.

Ducks
RM asked if he could purchase more ducks for the Duck Race. This was agreed.

Bowls
SB asked for a volunteer to shadow Linda Heseltine while she was organising the Bowls competition. AL offered to do so.

HF offered his formal congratulations to SB on the organisation of the AGM.

The Bridge Magazine
SB reported on the contents of this year’s magazine. It was hoped that there would be some colour pages in this year’s edition. The advertising rates would be in hand once quotes were received and it was hoped that this would generate a small profit. The deadline for receipt of copy for the magazine was 19th April.
NEXT Bridge Meeting: Wednesday 19 March, 8pm, 64 Crowhill – all welcome to attend

GA explained that he had indicated to C. Campbell (following discussion with SB) that the sponsors would have a full page advertisement in the magazine in return for their support. Details were to be finalised, such as a banner and allocation of a pitch on the day.
AH to note

Articles for the magazine had been commissioned included:

What do children/young people like/dislike about Godmanchester.
Action SB to talk to Cherie Williamson in addition to action in hand with SS and AH
The Friends of Queen Elizabeth School would produce directions for a guided walk around Godmanchester, including photographs of things of interest to look out for.

CL would produce an article on James 1.

CO would produce an article on her experience of completing the London Marathon.

SB asked for photographs of previous Gala Days to be sent to him. Action All Members

EH and JK would produce an article on why they chose to live in Godmanchester.

CO would produce a short piece on the Teddy Bears’ Picnic.

GA had a contact with 8 historical tokens relating to Godmanchester who was willing to contribute an article about them.

AOB
CL gave a detailed update on his planning for the commemoration of James 1’s visit to Godmanchester, including a list of the special events, exhibitions and the timing on the day.
It was proposed, and agreed, that as the President of the Association, HF should be our representative on the day.

CL was asked to provide SB with a running order of the events as soon as possible so that it could be posted on the Web Site.
Action CL

CL was thanked for presenting such a thorough report.

SB closed the meeting.
The next meeting will be Thursday, 10th April.

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