Minutes CWMF Management Meeting Nov 2003

1	Matters Arising DF showed us the new website which we all thought was brilliant We have bought all three domain names but straw poll has chosen www.clare-music-festival.co.uk
2	SS raised the point that the County Council is to strictly enforce the 2,500 person site limit, ST asked for a definition of 2,500 (ie does the figure include performers etc or not) & SS confirmed it did mean everyone on site. PC pointed out performers etc mostly in playground area and strictly speaking not "on site". ST mentioned a turnstile counter system he saw in Italy, perhaps we could use this. DF thought this easily adaptable to a lap top display showing actual number on site. DF to implement.
3	PC stated that in view of limit, we must be much more circumspect about complementary tickets this year
4	Finance and Budget ST feels strongly that we must not allow an unmanageable financial situation to arise, even in the event of very bad weather. PC has therefore drawn up 2 budgets, an optimistic one with £10K surplus & more realistic one with a £5K surplus. Best ever sponsorship was £18k, in 2003 it was £11k. We must aim to achieve £20k for 2004 for budget to work. ST asked SS to sort the Speedy invoice situation within one month. PC to finalise 2003 accounts when resolved or use contingency figures. DF has taken over the contact database which he will update and distribute on a regular basis. Invoices outstanding include Speedy, SIR, bar fridge repairs. Income DMS ticket sales still in doubt (due to staff problems at the time & payments difficult to trace taken through card machine) To be estimated if necessary & paid over. Précis of accounts for 4 years & provisional for 2003 to be published on the website
5	Friday Evening Proposals Garden Opera Company available Friday 30th July as is Stoke College (no weather issues there). SS suggested a "Glen Miller" Orchestra for Friday. RE suggested Drive-in-Movie (picnic Movie) Team to think about Friday plan & bring ideas to next meeting, ST suggested complete culture change for Friday eg Classical, Opera, Shakespeare )
6	ST discussed running the bar with Gerry Taylor (intro through Trish), He is a round table member so could get staff and has run outside bars at Stoke.
7	Those members who had prepared plans for implementing their key tasks discussed them with the Management Team. SE had not thought to list under "Space Available" promotions posters & under "Specific Items" photos of the bands etc amended page attached. RE, SW to book town hall as close to Valentines as possible. It was suggested that Iceland would make ideal sponsor for RE's suggestion to approach NBZ again & PC thought there was money to be made from street vendors in town. SW making a list of local organisations to encourage them to support us SS reiterated his responsibility for all site issues & music co-ordination - ST still wished to see key roles listed please DF outlined his responsibility for design, printing, technical and website matters. HJ re-iterated his press/media co-ordination responsibilities. ST one for bar, one for Chairman.
8	ST suggested we invite all SW's local organisation contacts to the proposed barbeque event
9	SS, RE & DF went to a John Ottway performance and all three thought he would be a good choice for the festival, (ST did not.) Bands discussed with SS, and opinions sought. SS described how line-up was shaping up. Bands budget is £17,000 but ST wanted to reduce this to £12k if possible to allow for increased costs expected for 2004 and the budgets proposed earlier.
10	Meeting closed at 10pm, Next meeting Tuesday 16th Dec at 7.15. Unless advised otherwise, venue will be Cock Inn