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ALDENHAM PARISH COUNCIL

Minutes of the meeting of the RADLETT FESTIVAL SUB COMMITTEE held at 7.30pm on Thursday 11 May 2006 at The Radlett Centre, Aldenham Avenue, Radlett.

Present:
Councillor Mrs Viv Charrett (Chairman)
Allan Beaver
Sylvia Cohen
David Crofts
Neil Das
Nicola Day
Ray Gordon
Roger Housechild
Graham Taylor (to discuss site plans)
Jane Williams

Officer:
Carrie Lloyd - Clerk

1. Apologies for absence
   
   Apologies were received from Councillor Howley and Councillor Worthy, Vicky Churchill, Alan Hirschowitz, Stuart Nagler and Caroline Corfield.
   
   
   
2. To approve the Minutes of the meeting held on 20 April 2006
   
   The minutes were not available for approval.
   (Action: Deputy Clerk)
   
   
   
3. Site Plans
   
   Mr Taylor circulated the draft site plans.
   
   

   	ACTION
   Plan for Saturday 17th June
   It was AGREED that Mr Taylor should hire a power cable to run from the pavilion to the marquee/tent.  The overnight security would be asked to ensure that it was safe from vandalism over night. Footnote	Graham Taylor
   The Marquee/tent and toilets would arrive on Friday.  Jane Williams and David Crofts would be on site to direct the delivery.  The marquee/tent would be erected as soon as possible to enable the staging to be put in by representatives from the Hari Krishna Temple.	Jane Williams/David Crofts
   The BBQ area, beer tent and small stage also needed to be added to the plan.	Graham Taylor
   	ACTION
   Plan for Sunday 18th June
   Members were advised that the plan would not be finalised until the number of pitches booked was known.	Graham Taylor/Jan Adams
   The climbing wall and toilets needed to be shown on the plan as did the route for the bullock cart ride.	Graham Taylor

   
   
   
   
4. Sunday Fair
   
   

   	ACTION
   Publicity The programmes had been printed along with the A5 flyers, roadside boards and banners.  The A4 posters were awaited.  Disappointment was expressed that Rotary were not on the back page, it was thought that the printers had mixed them up with Round Table.
   Councillor Mrs Charrett was putting the programmes into packs for road distributors to sell door to door.  Included would be an ID badge, “sorry you were out” letter, the programmes and A5 flyers.  It was agreed that some programmes should be given to the Peace Hospice shop and the Peace Hospice. It was agreed that the road distributor for Gills Hill would post a “sorry for the disturbance” letter through the doors of the houses along the main entrance to the Recreation Ground.	Councillor Mrs Charrett     Councillor Mrs Charrett
   The Harpenden Building Society would have a window display the first week in June and the Peace Hospice had agreed to display hats and summer dresses with a picnic theme in one of its windows with the A5 flyers advertising the Festival.	Jane Williams
   Beaver Travel would have a box for people to return their completed slips in.  Arrangements would need to be made for collection of the tombola drum from Rotary.	Sylvia Cohen/Roger Housechild
   Events Honky Tonks had advised that they could not do their display but the Fire Station had requested time to carry out a Fire Safety demo.  It was considered that the demo would not be carried out on stage and that a small area in front of the stage would need to be roped off for this.	Graham Taylor

   Compères Simon Tomkin and Dominic Ingram had been nominated as the comperés for the day. It was agreed that their acceptance should be confirmed. It was agreed that the compères, Sylvia Cohen and Phillip Eastburn would need to meet to discuss instructions for the day.	Sylvia Cohen Compères, Sylvia Cohen & Phillip Eastburn
   Photographs Guidelines would need to be given to the photographer for the Fancy dress dog competition and the Children’s fancy dress It was agreed that the photos should be taken of individuals with an offer to sell them a print if they so wished. Neil Das confirmed that volunteers from Bhaktivedanta Manor would take photos of both events for press and publicity purposes.	David Crofts   Neil Das
   Abbeyfield Members asked that Jan Adams contact the Abbeyfield Society as they had expressed an interest in booking a table.	Jan Adams

   
   
   
   
5. Saturday Concert ‘Picnic in the Park’
   
   

   Publicity Posters were going up around the Parish and elsewhere.  A5 flyers would also be distributed.  Members made suggestion for other poster sites. A stretch Hummer car firm had offered to drive along Watling Street for 2 hours on the Saturday advertising the event in return for a “pitch” at the concert.  As the concert 2 years ago had sold out days before the event, it was suggested that he be offered a “pitch” on the night and 2 free tickets for the event for a £100 donation.	David Crofts     David Crofts
   Security and the site AJ Security had quoted £8.50 per hour plus VAT for 1 man to guard the site overnight.  He would require electricity for his mobile phone and a source of light. Concern had been expressed at dog faeces on the grass.  Members were advised that on the whole dog owners in Radlett were responsible, the field would be cut before the event which would minimise some of the problem but volunteers on the day would have to be vigilant in clearing up any mess that they came across.	David Crofts     Saturday volunteers
   Programmes The programmes would have the words to sing along at the end of the evening.  A free flag would also be in the programme.  The cheapest source had been 28p so far but Mr Crofts was still looking around.	David Crofts
   Staff 8 volunteers would be needed to staff the 2 entrances during the evening. Tony Smith would be marshalling the car parking.	Jane Williams   Tony Smith
   Additional Tents It was agreed that the Hari Krishna side tents would be placed next to the main marquee/tent and that they would also supply further tents and gazebos. It was agreed that it would be useful to have the Scout Tea tent erected for use on the Saturday night by singers and orchestra members.	Neil Das   Councillor Worthy
   Clearing up Sylvia Cohen requested details of the number of black bins stored at the Recreation Ground so that more could be bought if necessary. The Grounds Staff would peg out for areas for stalls etc to place their rubbish bags at the end of the day and the Grounds Staff would collect the rubbish from those areas.	Head of Grounds Maintenance   Grounds Staff

   
   
   
   
6. PR
   
   

   Caroline Corfield had emailed the following details to the Chairman as she had not been able to attend the meeting at the last minute for personal reasons;

   1)   A press release was issued last week about the tickets going on sale.  The Borehamwood Times had an article in this week.
   2)   Focus newspapers were doing a full page in May
   3)   The Herts Advertiser had advised that they might run an article.
   4)   Nothing further had been heard since issuing a release to Unison.
   5)   Sticks would have a publication re-launch this month with feature in about the Festival.
   6)   Radlett Life would have a feature in the May edition with a competition to win 4 tickets to the concert and 4 entries to the Sunday Fair. 7)   Hertfordshire Life would be doing a piece in the June issue out end of May about the festival and concert with a photo.
   8)   In the Know Radlett would be running a piece in their issue out on 9 May.
   9)   The Black Thunder for Chiltern Radio would be coming to the concert and fair.  They would want a banner on the stage at the concert and the fair.
   10) The Battleaxes pub had agreed to put out leaflets on the concert and the fair.  Caroline requested that some be sent to her to distribute.	Councillor Mrs Charrett
   11) Could copies of any of the press releases be given to Mrs Corfield as she rarely received any publications in Letchmore Heath.	All
   12) Estate agents boards were being prepared and would be up soon.

   
   
   
   
7. Date of next meeting

The next meeting was scheduled for 25 May at 7.30pm