MINUTES OF THE AVON GROUP MCC COMMITTEE MEETING HELD AT WASHINGPOOL FARM, EASTER COMPTON ON SATURDAY 29TH OCTOBER 2016.
Present: Jane Winkworth, Paul Lobley, Phil Underhill, Kay Norman, Mary Newport, Brenda Evans, Sandra Cook, Mary Lomas, Sue Underhill
Apologies: Mike Stock, Richard Archer, Caroline Archer.
Jane Winkworth, opened the meeting and welcomed the re-elected and newly elected members to the committee. She also thanked the committee members for their hard work and support.
The first item on the agenda was the minutes of the meeting held at Sharpness Dockers Club on 15th October 2016, and after reading through these minutes they were accepted by all committee members.
Jane stated that the names, addresses, and phone numbers etc of the new committee would need to be sent to Head Office in order for their records to be updated.
She also confirmed that she would email in the form of a round robin, any information relating to the group/committee sent to her.
The Treasurer, Kay Norman, then produced a bank mandate which was duly completed by Jane Winkworth as Chairman, Paul Lobley as Vice Chairman, Kay Norman as Treasurer, and Phil Underhill as Secretary. Phil Underhill agreed to present this document to the nearest branch of HSBC
The Christmas dinner rally was then discussed and Jane Winkworth agreed to write the welcome sheet.
Kay Norman will produce a list of the member’s names and registration numbers for booking in at the Christmas dinner.
Kay stated that approximately thirty people had booked and paid deposits or in full for the Christmas dinner but she felt that this number will increase in the next few weeks.
It was agreed that the committee would aim to arrive at the venue by 11.00 on Friday 9th December in order to set up in time for the members to start arriving at 14.00.
Sue and Phil will donate some raffle prizes and with the prizes already in hand no further items need to be purchased. Two small tents will be erected in order for mulled wine and mince pies to be served to the members on the Saturday afternoon. Fruit pies will be served as an option to mince pies.
On Friday evening there will be a social and a Christmas themed quiz will be provided by Phil Underhill.
The venue will provide a mini bus at approximately 6.30 pm to shuttle members to and from the Farmers Tavern on the evening of Saturday 10th December where the meals are served.
Kay Norman agreed to do the Christmas cards for the tables and on arrival guests will take their seats. A list of the starters as ordered will be placed on the tables.
The main meal is a carvery and the sweet trolley is brought to the tables after the main course has been completed. The raffle will be held after the meal.
At the New Year rally at Whitstone School, Shepton Mallet, which commences on Thursday 29th December 2016 and finishes on Monday 2nd January 2017, it was thought that parking would not present a problem. The start time is 2.00 pm and the committee will arrive at 10.00 am in order to prepare for the members arriving. Jane will provide a welcome sheet.
The group will supply a bottle of spirits for the caretaker, and the raffle prizes will be obtained by Val and Mary, and £100 will be allocated for this purpose.
It was agreed that on the evening of Thursday 29th December there would be a social in the school building and tea and coffee will be served all day long
On Friday 30th December there will be a fish and chip supper around 5.30 pm to 6.00 pm and this will be followed by professional entertainment.
On New Year’s Eve evening the music/entertainment will be provide by Pete and there will be a faith supper. The theme for the evening is Farmer Giles and his country yokels.
Members can bring a game or an activity which can be played or discussed during the day.
There will be a prize for the best decorated table.
On New Year’s Day, coffee morning will be held at 11.00 am and in the afternoon there will be general games followed by bingo in the evening with music provided by Pete.
It was agreed the Pete would be paid £30 and given a free rally.
The rally will close on Monday 2nd January 2017
The meeting closed at 16.20.
The Motor Caravanners' Club