Minutes 27/03/2007

Attendees: Hugh, Janne, Mailin, Mel, Paula, Sarah
Apologies: Emanuele, Julie, Maia

Updates:
Julie has finished delivering fliers through people's doors.
Paula reports that Ross from Haddows is interested in supporting the party.
Paula reports that Ross' BBQ has been offered and should be plenty big enough to serve the whole party.
Sarah and Mailin went to the MSCC meeting on our behalf.
Mailin has found several bouncy castle suppliers.
Mailin had found insurance suppliers.
Maia contacted Brian Wilson. He still has the marquees from the Street Party which we may borrow.
Julie has 500 balloons and instructions for making animals.
Report of MSCC Meeting:
Sarah and Mailin described the events of the last MSCC meeting.
They asked for the MSCC to stand as grant holders for the party. The grant would include, approximately:

• £50 - Bouncy Castle
• £50 - Public Address System
• £125 - Insurance
• £120 - Miscellaneous
  

Several council members were dismissive of the chances of successfully applying for such a small grant to the LDC. The MSCC declined to act as grant holders on our behalf.
After much debate and a vote, the MSCC agreed to donate £50!

Finance:
Several members of the group offered to loan money to the party. These loans will be repaid through ticket sales, sharing equally according to loan amount. If the loans cannot be fully repaid, then the loaners agree to donate the remainder to the party.

Loan amounts are:

• £100 - Hugh and Janne
  
• £100 - Mailin and Edd
• £50 - Mel
• £50 - Sarah

Together with the donation from the MSCC that gives us £350.

Tickets will be given with a suggested donation of £2.

Any profits that are made once the loans have been repaid will be used to improve the back green. Suggestions of using the money hire a tree surgeon will be considered once we know if there is a profit.

Decisions:

• Will not get public liability insurance.
  
• All fliers and tickets will contain a "we're not responsible" disclaimer in future to avoid insurance needs.
• Timing changed from 2pm to 8pm.
• Tickets will be free - giving entry through some guarded stair
• We will find one stair where we can persuade residents that we can open it as passage to those without direct access to the back green. This entrance will be guarded and tickets must be presented to show security is being taken seriously.
• We will begin selling tickets and putting up posters on the 1st of June.
  

Action Items:
Hugh & Mel: Ask residents of No.16 if we can use their stair as common entrance (if guarded).
Hugh: Ask Edd Skedd if we can borrow the churches tables and chairs.
Mel: Continue with posters.
Sarah: Invite PC Bert Bruce and Fire department to party.
Janne: Draw up a plan of the day's events and their locations.
Mailin: Check time to order for bouncy castle.
Sarah: Check time to order for PA.
Hugh: Ask businesses on Argyle Place about raffle prizes
Mel: Ask Imagination Shop and Toast about raffle prizes
Paula: Ask businesses on Roseneath Street, Warrender Park Road and Marchmont Road about raffle prizes

Next Meeting: 24th April 7:30pm in the Argyle

Minutes 20/03/2007

Attendees:
Emanuele
Julie
Maia
Mailin
Mel
Sarah
Janne (Minutes)

Apologies:
Hugh
Paula

Issues discussed:

Maia advised goup of neighbours raising their concerns about the garden party. She also gave some useful background information from when she was involved in the street party.

Group discussed the scale of the party and agreed that it should be as inclusive as possible. In order to ensure that neighbours are not concerned about late night noise we agreed on a definite finish time. It was agreed that the party should run from 2pm - 8pm. There were also suggestions to focus on the 'get to know each other' aspect of the garden party and the potential for awareness raising and to create more of a community for the people that share the green. Several examples of what this could involve were put across: eg. get a local representative form the police, fire department etc to speak to us, or merely invite them along to the party; Magpie, someone to talk about regeneration, recylcling, compost etc.

It was clarified that we have 3 gazebos in total.

A discussion followed about the budget and what sort of items we wanted funding for, to put in a fiunding application to the LDC. The following items were listed: bouncy castle, sound system (microphone etc), insurance. It was agreed that people bring their own food.

The group then filled in the majority of the funding application, with exception of quotations and estimates to be included later.

Agreed that we will need to do another set of flyers closer to the date to mentions things like byo food, drink etc. Date to be discussed.

Action points:

Maia:
Find out more about awareness raising about the greenery in the garden
Investigate recycling, bins and accessible leaflets
Contact Brian Wilson regarding general advice on issues, insurance etc.
Distribute flyers for 12, 13 Marchmont Crescent, possibly some flats on Marchmont Rd - to confer with Paula and julie

Sarah:
Go to MSCC meeting and discuss fudning application and party generally

Mailin:
Attend MSCC meeting w/Sarah
Get quotations
Flyer distribution on Warrender Park Rd

Mel:
Flyer distribution 16 Marchmont Crescent up to the end of the Crescent (Paula's )

Emauele:
Put flyers through flats in number 10 Marchmont Crescent
Create a map over the activities taking place on the green for the event

Julie:
Balloon animal research
In charge of distributing flyers for distribution
Post flyers through doors of 1 - 9 Marchmont Crescent
Call person in charge of LDC grant and forward info to Mailin and group.
Ask Paula if she will put some flyers out on Marchmont Rd, to be shared with someone else

Next meeting arranged for April 24th at 7.30 at the Argyle

Agenda for Tomorrow's Meeting

Here’s the agenda for the meeting tomorrow night. We decided that to be sure everyone turns up to the right place, tomorrow’s meeting will be at the Argyle 7:30 again (we’ll choose the next place as part of the meeting). I won’t be there sadly (I have to be in Moscow tomorrow!) but Janne has agreed to be a pseudo-Hugh for the night (I’m not sure she’ll have the beard and big nose though).

Agenda

• Updates on Action Items
• Grant Application

We are getting close to the date this will need to be ready. We have to know all of the things we want to apply for in the grant and have 2 quotations for each.

1. List of things to apply for

2. Volunteers to get quotations for each item

3. Volunteer to fill out grant form

• Representation at MSCC

The MSCC is going to be asked to front us for the grant on the 21^st. Again I can’t be there. It would be great if several of us were there to answer questions and make our case.

• Next steps and action items for next meeting
• Arrange next meeting venue and time
• Other business

Meeting with Brian Harris

I spoke to Brian Harris on Saturday. He was very involved in the Street Party in 2002 and 2005. He was extremely helpful and so here are some notes I took.

For insurance they went to Zurich Municipal - here are the forms with addresses and contact details:


A different group, MAGPIE, has applied for insurance for something completely different to someone else, so we might try these guys:
He thought we should just write down what our party was going to be - number of people, times, not on the street, etc. and then ask these two companies for quotations.

The permissions they needed to get were for closing down the streets, so they won't apply to us. They put up comment forms on the day for people to vent their anger or happiness. He reckoned this was a good way to make people feel they had a say. Here is a transcript of some of the comments they got:
He thought we should speak to PC Bert Bruce to get his opinions on permissions and to let the police know.

For the grant applications they had to submit two quotations for each item they wanted to get money for. Apparently the council was not pleased that their estimates were not accurate. They had money left over which they had to give back. Here are the budget they worked out for 2002 and a few quotations they got:





Here is some of the publicity material they had:


He said that if we needed tables we could ask the local churches who would probably lend us them.

Brian thought that maybe the Gazebos were in the hands of Iain Forbes at 57 Arden Street.

I told Brian he would get an invite for helping us - I hope you all don't mind :-)

BBQ

Hi all,
just to let you know that I spoke with Ross from Haddows deli and he has very kindly offered to loan us his large BBQ (calor gas) which he says will do the job for our party and will probably be safer than the oid drum option ??
I jumped at the offer but obviously we can discuss this at our next meeting.....
I have the fliers and am in the process of cutting them to size so I guess we will need to be thinking about organising some volunteers for delivery soon...........
Cheers
Paula