Minutes of Mount Helena Whim Festival Planning Committee
held August 2, 2010 at Mt Helena Tavern.
Time Opened: 7.30
Present: Mark Hauswirth, Malcolm Miller, Jenny & Mike Mackintosh, Danny & Anne Lynch, Gwyn Dean
Apologies: Valerie Jenner, Liz Gilead, Freya Hauswirth, Megan Evans, Sam MacDonald, Angela Jeffers, Mary Bennett.
Correspondence In – Replies to letters re 2011 Whim from Stewart Melrose, Mt Helena PS, British Motorbikes Historical Soc.
Email – Marcus Sturrock- 2011 involvement do we wish him to sing?
Phone call Kaye Winterswyk, Kunderdin who wishes to set up a stall
Correspondence Out – Malcolm: to groups and individuals who participated in 2009
Minutes
Minutes of Previous Meeting: moved Mark, seconded Danny that minutes be accepted - carried
Business Arising from Minutes:
Marcus – we need him and would like him to sing.
Sausage Sizzle: Sunday September 19th at Bunnings
Malcolm carried out reconnaissance – water available but we must dispose of it.
Danny has designed signs and will laminate them for display
Malcolm to complete requirements for Swan Shire and Bunnings
Volunteers – Mark, Lizzie, Freya and? AM ,Danny, Hazel, Malcolm and ? PM
Jenny & Mike will take gear to Bunnings and
Contact Malcolm (9572 1357) if you can help
Logistics – Load car and trailer Sat night including ice from Tavern (Mike and Mark to coordinate this) Buckets, gloves Mark, tongs – Danny
Eskies – Mark, Danny who else?
Need sharp knives, boards, trays, egg slice for onions
Meet at Bunnings 7.30am
Danny – will organise $500 float. Mike and Jenny will collect cash at intervals
Aprons - Gwyn
Food
Danny Will ask his supplier for bread rolls, Craig for cheaper sauces, Hill’s Fresh for onion donation or Harvester Fresh for prepared onions and IGA for donation of anti-bacterial hand wash and paper towels
General Business –
Website – not really user friendly and needs to be revamped. Gwyn will ask Val to get advice from Angie
Insurance – Do stall holders need there own public liability insurance? Our insurers made it clear that only members of the association are covered in our policy. Is there any policy that would cover people for just one day? Gwyn to ask Shire, Danny to check with his broker. We will have to assess the risk of particular activities. Waivers are not binding so should not consider.
Planning for 2010:
Portfolios:
Art Activity Coordinator - ?
Commercial Stall Holders – Criteria, selection – Anne volunteered to look at this . Rose will give advice if available – who else? Other matters to consider:
cost of stalls - $50 in other places; public liability insurance for stall holders – others expect to pay their own but this is very expensive for one day; who provides gazebos – various solutions to this.
Suggested that one large open sided shade area be provided and divided to suit stallholders (how?)– is there another spot large enough to accommodate this?
Malcolm will investigate sizes needed on the ground.
Expression of Interest forms – one form should cover, commercial, general and other stall holders. This should also appear on website. Gwyn and Anne
Activities: Anne – paint flower pots and plant herbs? native plants? could be Jane Brook CG activity (native plants only). Will need someone to run this activity.
Stage – as before but need second stage- at side?
Set up cones at entry points very early in the day
Prospectus – Mark and Gwyn to start, Gwyn will contact Hannah
AOB
Pioneer Park: two plantings successful, shade trees under investigation
Graffiti on tables. Gwyn contact Shire
Meeting closed: 9.10
Next Meeting: October – The Monday after school holidays - someone tell us when.