3:00 pm 24 February 2009
Present: Selena Grant, Kaye Mueller, Cath Lewis, Bridget Farmiloe, Katrina Hunter, Ritchie Watson, Jenine Abarbanel, Kate McConnell, Barry Torkington, Dan O’Donnell, Stu Greaves, Gillian Watson
Apologies: Kerrin Jamison
Previous Minutes
Reading of previous minutes. Read by Jenine, Move to accept as true and correct by Gillian, seconded by Jenine
Business arising from last meeting
We have registered with the charities commission. We have a notebook from NZPTA with important documents in it. We will keep this in the sick bay on the shelf labeled PTA. We have not yet received a letter confirming from charities commission. Does James have it? Check with him and charities, and when we get the status letter, put in Green NZPTA folder.
Incoming Correspondence
Letter from Gilmour’s asking to renew our credit account. Selena has taken to submit.
Invoice from Mitre 10 for gas cylinder. Paid by Check
Invoice from School Supplies for fire station table. Paid by Check
Invoice from banner company from 2007, not sure if paid yet. Selena will call and find out. (Not really incoming, more like old business)
Number of Carnival donations. Complete list to be tabled next time.
Outgoing Correspondence
250 Letters asking for Carnival donations
Financial Report
Read by Selena in absence of a newly elected Treasurer
Carnival
Wine auction
- Cath could use help soliciting donations.
- Ritchie is going to talk to Gabe of Ransom
- Jenine has already talked to Heron’s Flight, will call Jan at Ti Point
Art auction
- Last year, the set up was a complete cluster f*ck. Need a better solution.
- Proposal, combine art auction set up with general organised set up so there are “many hands”. Get collections people to pick up stands, along with picking up road signs, hire gear, whatever else.
Rides and Amusements
- Rock Up
- Oobleck
Food Team
- sliced white bread-from ted-donation,
- burger buns-new world-discount(better to deal with head baker for discount),
In general: it is better to chase up heads of departments at NW for discounts and donations
- Sheep x2 from martin munroe $80 (dan to talk to him), then to frick aitken (Kay to talk to him) to cook on spit cost: 1 case db beer,
- vegetables from Albert Orange (new owners so need to check what deal will do)
- gilmours, check invoice from last year to get an idea what I used. once we get an order sorted we can get everything delivered. Double check selena has set up our account
- sausages from wiri, matakana butcher donation x100, purchased another 100 (could have sold more),
- organised hireage (Two big barbecues from mcentee, kitchen utensils, trestle tables etc)
- Fish
-gut and head 4 bins of kahwai for smoking for raffle (can’t remember who smoked them) Josh Flaherty (Ruby’s dad) (Need someone to talk to him)
-skin and bone 10 bins of snapper (took about 4 hours for 3 of us)
-gut and gill large snapper for raffle
-cook crayfish
- prep for burgers etc Kerrin and I did this in the hall 3 hours,
- Cool storage Brian wilson,
- set up tent and tables, check gas bottles, bag fish for raffles (bags from leigh fisheries) take all fish waste back to fisheries.
From Dan: “Im sure theres more ill email you as they pop into my head, last year we got a few complaints about the sushi, it sold, but it might pay to get someone who can make it properly, I also got oysters from bio marine but wernt that popular, they ended up in the raffle, the fisheries are easy to deal with as long as 1 person deals with them from start to finish and doesn’t hassle them to much, julie is the best contact.”
Food Issues
- Space for doing the filleting and fish cleaning.
- Dan will ask Jenta/Lisa or Mac’s parents if we can use fish and chip shop, or cafe. and we need a team to do it, probably a couple days before the event.
- Jenine to talk to Julie at fisheries about snapper, kahawai, crayfish, scallops?
- Cooking crayfish: we can probably hand this off to Cam, if we give him plenty of warning and this is all he’s being asked to do. Kate to contact him.
- Middleton transport sponsored sushi last year.
- In general: it is better to chase up heads of departments at NW for discounts and donations
- Try 500 sausages and open up earlier in the morning.
- Drinks: add more options besides water. fizzy drinks, juices, sport drinks. Need them colder sooner. All drinks should be iced first thing in the morning. Include drinks with food stalls so they aren’t so much an afterthought. Dan to manage, and will work Aprile in.
- Barry to provide gumbo again and help out on the stand.
- Friday, fish prep. 2 (+ Dan) all day, need to know how to fillet fish. (Barry, Jason Zane’s Dad (and Zane), Becs, Bruce Ashton from cafe)
- Saturday morning, burger prep, sorting, general prep. 2 or 3 (+ Dan).
- Sunday on the stalls, at least 4, plus relievers. Kerrin, Kahu, Colleen, Dan last year, was not enough. If we combine with drinks, we can add those folks as well. Frick needs one person to help him as part of this as well.
Raffles
- WE do not yet have a “dept head” for Quick fires. HALP.
- Jeanine Greaves with Jane Applegarth
- Selena willing to help, (Jenny Crompton to help Selena on bric/brac).
- Job means coordinating with Dan on fish donations and getting them prepped and organised for the day. Also, sorting other donations and making sure they are labeled with donors names, and sorting out vouchers and having the lots ready to hand out. And being there on the day, handing them out and telling Lucy what to say
- Collections
Turf N Surf
- Road plans.
- Jenine in touch with Rhodes, will sort
- Kevin is man with ticket
- Cath offers to help. She and Ritchie to meet Thurs to sort.
- Need to get hold of the guy in charge of the coastal track because it is in a terrible state and needs a full upgrade/dealing to before the event.
- Promotion
- Bridget working on a sports pack for each area school to encourage schools to register (add to registration form that they can state what school they are from)
- Ritchie to work on a training regimen to circulate
- Volunteers
- See if we can get course marshals or people running Turf/Surf to relieve stall holders afterwards.
School Stand
- Nothing currently in work
- Staffing an issue
- Not a big money earner
- Maybe instead, put the kids on the cake stand
Saturday Set Up
- Set an agenda, and make sure we have a big crew in place.
- Setting up is a bigger job than anyone realises.
- Picking up hire gear, road signage, trestle tables and art stands. Ask Middleton Transport if we can work something with them, getting them up on a returning fish truck. Or ask if they can lend us a truck from the thursday or friday.
Collections
- Collette Taylor, Kerrin Jamison, Karen Tricklebank, Kaye Mueller, James Ross (produce only)
- If Middleton can lend us a truck on the Thursday, maybe do the whole lot at once.
Next meeting 17 March
Meeting closed at 4:50 pm