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Minutes from Nottingham Green Festival Meeting, 8th Nov 2015 at Sumac

Present: Moby, Russell, Jeremy, Patrick, Ian

Apology for absence: Lynda, Bob & Chris, John.

Corrections to notes from October 19th meeting:

– it was noted that a comment attributed to Richard Mallender was not his own view: he was reporting a comment made to him by a constituent.

– the reference to Notts Nosh bookings was to do with communication re cost/flexibility of stall fees. Feedback was that a designated farmers market area would be welcomed.

– it was observed that the public attendance estimate of between 500 and 1000 on site from noon to 5pm, would give a total of 5000, rather that the 8000 quoted.

Setting the date

Jeremy will liaise with John to submit the booking for the Arboretum for Sunday 11th September, and to keep the group advised of progress.

The reserves in the account advised by John at the last meeting should be sufficient to cover the immediate booking cost, (£800 in 2015).

When the date is in Arboretum diary, formal thanks can be sent / resent to all funders, some of whom it was felt might be willing to consider further support based on their shared values and the great success of the event, that was due in part to their support.

Moby fed back discussion with Amanda Smith (Nottm Trent) re a networking event the day before the Green Festival for public/private sector energy and green living bodies that were not at the Festival. When date known it is proposed to suggest this idea to key people in the network, including Penny Poyser. However we should also including seeking feedback on reasons for not attending the Sunday event.

Structure of the Nottingham Green Festival Organising Group

The understanding from the last meeting is that there is no pre-existing constitution for the group, which is a free association of individuals.

It is proposed to create a loose but clearly defined structure whereby members of the Green Festival Organising Group can share Aims, Values & Principles.

Guidelines may be developed to cover methods of discussion and recording of decisions made for and on behalf of the group,

It is hoped that the Group can agree structure where more members can share some of the responsibilities for taking on appropriate aspects of the organising of the Green Festival, such as Entertainments, Children’s Activities, Stalls, Fund-raising, Publicity etc

Moby will ask Lynn Taylor for a copy of a simple & brief, non-hierarchical basic constitution.

Ian will send a link to The International Co-operative Alliance Statement of Values & Principles to which the group may subscribe, but meanwhile Pat has found them here: http://ica.coop/en/whats-co-op/co-operative-identity-values-principles

Bank account

It was noted that Jeremy & John (& possibly Doreen, now retired, and maybe another) are the signatories to the bank account, which is with Unity Trust. Jeremy will check this with John with view to adding one or two more signatories.

Insurance

Insurance is provided on the basis of the bottom line responsibility being born by the Policy Holder, ie John.

The budgeted cost was £400-600 (actual cost not noted in review). Whilst it felt that the insurance is ‘a good deal’ and is based on the ongoing goodwill & good organisation of the event, Moby will look into the comparative cost of insurance through other providers, eg Unity Insurance / Ansvar (insurers to the scouting movement / voluntary groups), based on a total attendance of 5,000. Once this has been drafted CIS might be approached too. Also Unity Trade Union cover may be possible.

Finances

John is asked to clarify whether the “provisional net surplus of £822”, includes the £550 brought forward from 2013

> “John reported total income £5552.39. Expenditure £4330.40. Veggies loan of £400 repaid. Provisional net surplus £822”
It is asked of John whether any deposit or bond to the Arboretum have been received back, and the loan repaid to Veggies?

Could the £400 loan be repaid to Veggies; although it is very likely that it would be made available again next year.

At a future meeting we should review stall charges, including the £5 info-only fee for large/statutory/commercial group.

Once the Arboretum is provisionally booked we can begin seeking funders, including possible continued support from some of the 2015 funders.

Next Meeting

It is proposed that the next meeting be held on Sunday 10th January at 4pm at the Sumac Centre.

The meeting will be specifically tasked with working on draft constitutional documents which, subject to progress, should be formally presented to an AGM at 5.30pm. The accounts also should be presented at this meeting.


Follow up notes:

Notes on Nottm Green Fest – Jeremy, John, 10 Nov 2015

Date of 2016 event – Provisional booking was made by John soon after our October meeting’s decision of 11 Sep 2016. It is thus already in the Arboretum management’s diary.

Formal thanks – these have already been set to Women’s Environmental Network (WEN) and to Nottm Trades Council. Receipt was sent to Unite union.

Structure of Nottm Green Festival Organising Group – there is no pre-existing constitution. At the time of its formation (1991) the bank required only the names of nominated Secretary, Treasurer, Chair. Current signatories are John, Jeremy, Doreen Gower.

Insurance – this year extra public liability was added. This increased the basic £404 by £51 to £455 total.

Finances – Veggies loan of £400 has been repaid. (The deposit bond of £500 to the Arboretum was uncashed.) £547.84 has been brought forward. The net surplus for 2015 event totals £887. Current account thus stands at £1434

Booking requirements in 2015 were as follows:

  1. Event Safety Management Plan
  2. Traffic Management Plan
    The above were accepted as ad hoc status having been amended by John and Jeremy from standard texts supplied.

  3. Risk Assessment
    Submitted and accepted – this document consisted of multiple sections to different departments, whose comments were incorporated by us.

  4. Lost Children Policy
  5. Lost Property Policy
  6. Missing Persons Found Report format
    Texts for the above three are on hand, fully up to date and were accepted.

  7. Site Insurance Policy
  8. First Aid Contractor contacted and arranged
  9. The above two must be in place for the site booking to become a fixture, although for First Aid, payment is not needed for booking fixture to proceed.

Thus Insurance Policy is the up front cost required for the provisional booking to become a fixture.


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