Minutes CWMF Management Meeting Sep 2004

Matters Arising
It was suggested by ST in the light of the CWM&SC gate affair that all pre event agreements are to be confirmed by letter to avoid post event disputes
Maria Shinn has previously been approached by Lou & Sherry about joining the Team but declined at the time due to work load. SW agreed to ask her again
The confusion about the double booked doughnut franchise has been sorted with agreement to reimburse R Rowsell with £100, the sum they requested

ACCOUNTS
PC handed out the spread sheet showing comparative figures for 2004
against other years.
The event this year posted an estimated £9000 loss due again to our failure to achieve sponsorship targets
Nethergate has still not produced the credit notes for returns so we cannot settle that account yet. No immediate problems anticipated paying other bills as invoices are coming intermittently & the proposed Christmas event which will bolster funds
SVT to meet SCC about site fee.
PC stated he had received a letter from the parish Council asking if we could donate funds to some of the current local projects, ie the proposed development of the football field. PC would thank the Parish Council for their letter asking for a donation but point out that since CWMF contributed a two years ago there have been no surplus funds to distribute

STAGE
The subject of the Festival playlist came up & PC commented that it would be very helpful for him to have one in advance next year - especially as it was needed anyway for submission to PRS

Christmas Gig
There followed a discussion about the Christmas gig, was Clare Town Hall the best venue? The Middle School has no stage, no bar but a better kitchen, the possibility of using Hundon Village Hall was raised. It was decided that SW would ring Anita to update on the rules appertaining to Clare Town Hall & the consensus of opinion was to continue to use CTH, which is fine if used with a good sound system. The 11th December was decided upon as being a good date if available, SW would check availability and book that date
Price, tickets should be at least £15 so band chosen must warrant this price
Band, BB Band & Kiki Dee were suggested, as was Paul Young, Alan Price, Zoot Money or a band from the Festival. PC has a meeting with Alan Price & Zoot in November but this is really too late so Paul will ring Alan Price. It was also suggested that John Otway be contacted to see if he would ask Steve Harley & DF will contact the BB Band
License, DE needs to apply for a bar license for 11th December
Publicity HJ will consider publicity campaign strategy

The position of Liaison Co-ordinator was discussed at this point & Sherry was keen to continue in this role & feels she could expand it. Liaison was seen as having 2 functions, good communication within the Clare area & local sponsorship. Role to be shared with SR.

Site Management
The Public Entertainment license procedure will be changing dramatically in 2006 so next year will be the last year of the old system.
It was agreed Stewart has carried this burden for too long and should be rested to concentrate on the music and bands.
The role was seen as having two distinct elements, a) Site planning/supplier contact/ labour procurement and b) PE license administration particularly with regard to H&S, bylaws etc
Options for replacements
Plan A, Martin Walker a local person with the relevant experience, DF would invite him either to the next Team meeting or to meet with PC, ST, SS on an informal basis
Plan B HJ to approach Nick Keeble who has expressed an interest & also will trawl around for someone with the necessary experience who might be interested
Plan C As last resort Steve prepared to take it on but not to also continue as Chairman

Venue and date for 2005
Long discussion on venue but much depends on SVT meeting with SCC
Howard and Peter Shave to reopen last year's dialogue with owner of the land behind Cliftons Barn.
Date to be second Sat in July if no big clashes

Sponsorship
SE did a run through of companies already contacted together with an outline of responses, the majority of which were very positive. Several large local companies have agreed to meetings at a later date to discuss level of involvement, meantime information packs are required urgently - can be last years for sake of examples Action by HJ
The division of the sponsorship role was discussed in detail - in Nick's absence it was decided that as so important the task should be shared, with PC providing the data base to ensuring Nick and Sue's efforts did not overlap or leave gaps

Management Team Structure

Co-ordinater	Support
Chair: ST
Sponsorship & Partnerships: SE/NT
Site Manager: TBA
Clare & District Liaison: SW	SR
Promotions: HJ	PC
Design & Production: DF	LE
Bar & Food Vendors: DE	NT
Music & Band Procurement: SS	PC / DF
Stage Management: PC	RE

Corporate Ticket Sales, new role ? Dave Barber to be approached by NT

Complaints
Main gate damage, ST dealing
Fire Station fence already sorted by SS
Social club gate, lock & parking, sorted by ST
Town Hall, dealt with by PC
PL insurance shortfall for burger man, dealt with by PC
Water supply, ST has ideas to pass to new Site Manager
Dunkin' Doughnuts to be dealt with by PC - SVT handed over the details

Any Other Business
HJ thinks that the business model is wrong because we are not utilising the resources sufficiently Should we have 2 or 3 other events whilst the equipment is on site? Perhaps we should consider inviting some other organisation to pay us for using them e.g. Lazy Kay. To benefit from doing this the increased cost must be less than the revenue but if additional profit feasible it should be considered.
ST put forward an alternative idea, perhaps we should turn things round & instead of the emphasis being on raising private funds we should be asking for a grant for providing the festival, as does Haverhill amongst others. Perhaps we could tie in with, and become, the last day of the Haverhill Festival if the dates coincide

Meeting closed at 10.20

Future meeting dates
12th October
8th November
7th December
11th January
8th February
8th March
12th April
10th May
14th June