Karapiro, Whitehall, Taotaoroa and Karapiro Hydro Schools’ 125th Jubilee Committee Meeting.
Held Thursday 7th May Karapiro School 7pm.
Present: Kevin Roigard, Deb Robinson, Barbara Smythe, David Graham, Shona McCulloch, Delwyn Sinnott, Kerryanne Walker, Dave Roigard, Vicky Webb, Caroline Webbon, Helen Taylor, Lesley Sewell, Michael Jeans, Betty Newcombe, Jasmine Shen
Apologies: None
Welcome: Kevin welcomed everyone to meeting.
Minutes: Previous meeting’s minutes were read and confirmed by Shona McCulloch, seconded by Delwyn Sinnott.
Matters arising:
Barbara Smythe has been to Westpac bank and has form for office holders to sign so an account can be opened. To be called Combined Schools’ Jubilee.
Menu: Kevin has approached Paynters Catering. Sample menus were discussed. Decided each school group ie Whitehall and Karapiro self -cater for the Friday evening Wine and Cheese. An approach to be made to local couple re Fonterra sponsoring cheeses.
A luncheon menu was chosen from the 2 offered. $9 per head was agreed to. From the same samples, the dinner menu of $28.50 per head was agreed to.
Marquee: Dave Roigard has been in contact with McEntee Hire and Party Hire. Quotes vary from $15,500 for total set up and extras to approx $5,900 for basic marquee set up by ourselves. David will continue to compare prices and services and report back. We can probably supply enough chairs. We will look into raising funding through grants, to help offset costs.
Music: Kerryanne has contacted Paul Taranaki about music for the Saturday night event. Still waiting for him to get back to her.
Souvenirs: David Graham has looked into what is available. Possibly settle on Glass Handles, $7, Wine Glasses, $7.50, Coffee mugs and Pens. Those costs include engraving. Glasses would probably be sold on a first drink free basis. David will investigate further options.
Photography: Michael Jeans is happy to do the photography. No sitting fee just a per photo charge of approx. $25 per 8 x 10. If someone can help with names they can be included (as with school photos). Photos can be taken at both Karapiro and Whitehall schools. Information regarding costs etc would be included with registration packs.
Security: Kevin Roigard has made a contact and is awaiting confirmation of a cost for having 2 men on duty from 7pm on Friday through til 8am Sunday. Total 37 hrs. If cost is prohibitive we could approach the local fire brigade, for a donation to the brigade.
Public liability: This would be covered under the existing school cover. A note is to be made on 2010’s policy.
Accommodation: Caroline contacted some local businesses. As the timing is close to the rowing Champs, motels are hesitant to commit to charges etc. It is suggested we give references to Cambridge info website at time of registration, making people aware of rowing implications. It could be possible to hire space in the local hall for any ‘campers’ …about $10 per head.
Parking: Local hall can fit up to about 60 cars. David G. to approach neighbours about using their space. Could bus people out from town.
Ideas: Maungatautari visits , Karapiro Cruiser , and Power Station tours. Del Sinnott to check latter. We need to be mindful that there may not be a lot of time to venture too far.
Drinks: We will need to apply for a license for the evening events. Members are asked to inquire if any locals have a liquor license. David G and Deb will approach the school BoTs to see if any members would be willing to serve on the Saturday night.
Publicity: Need to consider large signs for highway and outside the pink Church. Publications like Woman’s Weekly and both our local newspapers will be targeted. Also community noticeboards, radio stations. Rural delivery drivers could be asked to do a leaflet drop as needed. There is a list of other free newspapers we could advertise in. Michael Jeans and Jasmine Shen both have computer skills necessary to spread information wider. We will approach the Lotteries Commission for funding with publishing the updated book. We can also get a reduced postage rate after June / July. Members have been asked to see if another person could be found who would be willing to lead a publicity team , assisted by Michael, Lesley and Jasmine. Regarding signage, Jeff Fletcher will be asked about making large boards.
Guests. It is suggested we invite Linda Bendikson from the Ministry of Ed. Lesley will contact Gordon Jellyman to see if he would like to be involved again.
Following our first photo opportunity, the meeting closed at 8.30 pm.
Next meeting June 4th 7 pm.
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