Brook Farm Residents Association

Barry Jones (part time), Neil & Debbie Thomson, Frank McGowan, Terry Barrow, Ian Tickle, Lorraine & Andy Rodway, Alison Norman, Tracy McMullan and Brenda Gibberd.

Apologies were received from Kurt Norman.

Frank reported we have £414 in the bank.  All outstanding bills have been paid except for Adnams to whom we owe £492.22.   As Frank has £70 in petty cash and Tracy is holding a bar float of £100, we will be able to settle the Adnams account.

The last Music Night was not as successful as we would have hoped, and showed a loss to us. This was due to a variety of factors including other functions on the same night and the fact that it was Halloween night and people had private parties.  We have a quantity of beers left which can be used for the Music Night on 5^th December. (See details later).   If the next Music Night is as popular as most of the earlier ones, it is hoped we may possibly end up with about £500 in credit.

The children’s Halloween event cost us £215.

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Children’s Halloween Disco

Neil reported that the children’s Halloween Disco was a success, although there were not quite as many children as last year.  The disco was excellent and provided  a lot of extra things for the children to enjoy.  Several parents mentioned they would be  prepared to pay a small entrance fee if we run the event again, and we will consider re-introducing a charge next time.  A quantity of sweets remains and Neil suggested these be placed on the tables at New Year, which was agreed.

Music Night 5^th December

As mentioned in the Treasurer’s Report, we have a quantity of beers over including l barrel of Carlsberg, half a keg of Stella and half a keg of  beer. It is likely we will need another keg of Adnams, but Tracy will wait until the week before the event to see how ticket sales are progressing before placing an order.  Tracy volunteered to run the bar with Matt for the evening,  Several committee members agreed to give Tracy and Matt a break from the bar on occasions.

Terry already has orders for 70 tickets and hopes to get a few more from his contacts.  Ian also will canvas a few of his friends and neighbours and hopes to achieve more ticket sales.

The meeting agreed it is essential this event is a success to ensure the continuance of BFRA and to this end we discussed how best it can be promoted.  Ian has already produced some laminated signs to put up at the top of Rendham Road and elsewhere.  Andy kindly offered to put these up. So far Terry has not been able to locate the A-board which we need to erect outside the Market Hall.  Barry said it should either be in the lock-up or in his garage and he undertook to look this out for us.  There is a slight chance it may still be with Maddie who, it is believed, borrowed it at some stage.  Barry will check this.  The event has already been mentioned in the press and a number of other publications have also been advised.  Tracy said that she and Matt have some wood available and she will get Matt to make another A-board for us, which will prove very useful.

New Year’s Eve

Ian offered to do some flyers and Andy, Tracy, Terry and Neil offered to distribute these via letter-boxes.  Neil confirmed it will be mentioned on the web site.  Tracy and Matt will do the bar but if ticket sales are good she could get some extra assistance at the last minute.  She will make contact nearer the time to establish what beers need to be ordered and whether extra bar staff are required. If things behind the bar get too hectic, various committee members will step in to assist.

Ian has already been asked by a number of  people when tickets will be available.  It was agreed that he will prepare these as soon as possible. The ticket price is £5 per adult and children free of charge. Neil suggested we might consider a separate children’s bar area for soft drinks, but no firm decision was reached.  This is something that could be organised at short notice, so long as there is someone to run this.

We need to apply for a licence as soon as possible as the Market Hall

licence will not cover us for the extensions we need – i.e. 11.45 for 5^th December and 12.30am for New Year.    Tracy volunteered to arrange this after liaising with Terry on the details.

Barry

reminded the meeting that any promotional material should be in place by 4^th December to catch the additional crowds who can be expected in the Town for the Street Fair (4^th), Music Night (5^th) and Italian Market (6^th).

Details will also appear on the web site and Ian said he was happy for his telephone number to be given and he will be responsible for the co-ordination of ticket sales.

Terry will email Saxmundham Primary, Kelsale, Benhall and Middle School with details of the New Year event for inclusion in their newsletters.

12^th December

Terry has made a reservation at The Poachers for all the committee members and partners.   Terry has already circulated details of the Christmas menu but Brenda undertook to check with Kim as to what other meals may be available from their usual menu board.  As we will be a fairly large party, we will let The Poaches know our requirements in advance.  They need this information in advance – in particular for numbers choosing from the set Christmas menu.  The evening will start with a brief committee meeting, but will followed by a meal and a glass (or two) of pre-Christmas cheer.

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Makro

Brenda advised that both Frank and she now have Makro cards in respect of BFRA.  We are permitted up to 10  in all and each card holder must attend the store and provide a passport of photo driving licence for identification purposes.  Brenda will contact Makro again, just to check these facts.  Neil, Ian and Tracy will require cards.

Parking in Brook Farm Road.

Following what was contained in the Minutes dated 20^th October 2009,

Neil was able to find no reference to the survey on the council’s web site. He telephoned them to learn that an identical survey was sent out to a number of similar style estates throughout Suffolk to find out what residents felt about the parking arrangements provided.   This information will be analysed by the Highways Department of the County Council and any decisions about parking restrictions (or not, as the case may be) will be made by them, in due course.  Barry confirmed this fact and said that BFRA would have no influence on the outcome.

Web Site

Neil explained that analysis of the number of ‘hits’ on our web site has previously been based on visitors who have posted a comment. In fact, however, in all about 13 people per day are visiting the site, which is a very good level of interest.

Loan of bar equipment to White Hart

As previously agreed, we are prepared to loan the portable bar equipment to the White Hart for an outside event.  Tracy will liaise with them on this. Originally it was suggested we ask them for a donation towards our funds, but it was decided we would ask them that if we run out of lager at the Music Night they would again be prepared to loan us one.  Tracy will ask them about this.

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This will be a combination of meeting and social event on 12^th December at The Poachers pub in Carlton-cum-Kelsale.  Time to be advised.