Brook Farm Residents Association

Neil Thomson, Frank McGowan, Terry Barrow, Lorraine & Andy Rodway and Brenda Gibberd.

Apologies were received from Ian Tickle and Kurt & Alison Norman.

There being no matters arising, these were approved.

Frank advised that at the date of the AGM, (3^rd June), we had a credit balance of £1356.  Since then we have paid out £196 to SAVVY; £122  for awning parts; £60 for additional insurance cover for the Fun Day and £17.50 for the flyer.  Receipts include £20 donation from the Saxmundham Football Club and £6 from membership fees.

It was proposed that we write a formal ‘thank-you’ letter to the Saxmundham Football club and Frank undertook to let Brenda know the name and address of the person to whom the letter should be sent.

In addition, we have a bar float of £100 plus some petty cash. This leaves a bank balance of around £1126. However we have the following to pay for:  7 hanging baskets in Brook Farm Road at £27, each (total £189). This means we have a buffer of funds should the Fun Day prove unsuccessful. Neil mentioned he will shortly put in a claim for around £30 for web site costs and we will have a bill to come from Leiston Press for 600 copies of the newsletter. The latter will cost around £320.

The White Hart have not yet paid us for the keg of lager we supplied following the last Music Night and Brenda confirmed that no invoice has yet been sent to them as she was awaiting information as to precisely how much had been agreed.  Neil agreed to investigate this further and let her know the correct amount so that an invoice can be issued without further delay.  Last August we invoiced them for £85 for a similar keg.

Neil reminded Frank that we will need the following change as floats for the Fun Day:

(a) For the Bar:

50p     x     £20

£1       x     £30

£5       x     £50

(in addition to the £100 already in place).

(b) For the sweet stall:

£20 in mixed change.

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5.1

5.2

Fun Day

A meeting of the Fun Day sub-committee was held prior to the main meeting and Lorraine read out a list of the various matters covered. Terry advised he has purchased a 3m x 3m steel framed, waterproof awning for his own use but he is prepared to let this be used at the Fun Day for the benefit of the BBQ staff.  If the committee agrees, a similar model could be purchased for future events. Brenda advised the meeting that her neighbour, Amy at No.9 Bright Close, is willing to assist at the Fun Day if required.

Lorraine has ordered sausages and burgers at 30p and 40p each respectively.  They will be supplied in Polycool containers, so will not require refrigeration on the day. He is prepared to accept a cheque in payment.  Lorraine will let Frank have details. She has also spoken to her Manager, Simon, at Waitrose about rolls and baps.  He has said if we write to him he can put this to Head Office and may be prepared to let us have the bread items at half price.  Lorraine will let Brenda know his surname so she write an appropriate letter.

Martin Gilbert has kindly agreed to provide the straw bales and the meeting agreed we should say thank-you in the form of a bottle of gin. Lorrainw will get this and let Frank know how much. It is also planned to ask Jewsons if they are prepared to loan us a tarpaulin with their name on it to put over the hay bales in case it rains the night before.

The banner for the front of the school is available and signs for each end of Brook Farm Road will be updated from those used last year.

On behalf of Hubbards/Bright Close residents, Lorraine asked if they could again borrow the larger tent for their event on 30^th August, to which the committee agreed.

Halloween

Neil advised he has not yet organised the music for Halloween.  Terry said he will contact Mr Redhead, the Children’s Entertainer & Disco.

LR

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TB

Neil was pleased to report he has sufficient material for the Summer newsletter and this will go to press very soon.   Since the last meeting, he now believes there should be sufficient material for another newsletter just prior to Christmas. This was discussed and it was agreed that should Neil’s assumption be correct, then by all means we could have another newsletter then.

Ian was not available to report on progress as he is away on holiday.  Terry expressed concern that it appears door to door collections have not yet started and it now looks unlikely we shall have renewal funds prior to the fete.  This was discussed and the meeting agreed that whilst fully appreciating that we are all volunteers, if any committee member undertakes to do something and then finds, for whatever reason, they are unable to meet their commitment, it is important they let the rest of the committee know so that alternative steps can be taken, if appropriate.

Neil asked if the caretaker at the Market Hall had ever been paid the £20 which we agreed at an earlier meeting for his work cleaning up after the last Music Night.  Frank confirmed this has not been done. Terry said that last time he was talking to Marian Andrews, she mentioned that the rental charge for the Market Hall may have to be increased by £60 to cover the extra cost of cleaning. Terry explained that although basic clearing up had been done following the event, the floor was very sticky as a result of spillages.  Much of his was, in his opinion, due to the  flimsy nature of the plastic glasses which slopped drink if squeezed even gently.  The meeting discussed this oversight as it was agreed that a payment of say, £30 direct to the caretaker should be made as a thank-you for his efforts. After all, he is being paid by the Town Hall to do this job. Terry will have a word with him to ascertain whether he would like this in cash or some form of liquid refreshment and report back to us.

Andy asked if we would consider making a donation to the scouts as their hut has been burnt down.  Whilst recognising his very worthy cause, the meeting felt we should not commit ourselves just yet but agreed that the scouts be invited to attend the fete with their collection bucket.  If we do well at the fete and funds permit it, we could consider making a donation at that time.

Terry mentioned that he has been approached by Sgt. Dave Goddard asking if BFRA would be prepared to sponsor an additional dog bin on the estate.  As this was not a formal request, the meeting felt this is something we  should bear in mind for the future.

Tuesday 21^st July 2009, 8.00pm at The Bell.