Apologies: Elsa, Naseem

Minutes:  Minutes available at http://sneintonfestival.wordpress.com

The festival week
The coordinators went through the ideas for the week beginning Sat 28th June.

Saturday
Farouk proposes that we launch the festival on the Dale perhaps in
front of the Wilde Brother store.  There would be stalls, drummers,
stilt walkers handing out flyers, balloons, face painting etc…

It was suggested that we also put up a banner to advertise the festival.

Farouk was thinking about getting the road closed however this seems
unlikely.  200 people can’t congregate on this pavement.  There is a
possibility of having the main event somewhere else like the Jester
carpark.

On this day it was suggested that we put on a Comedy fundraiser at
Victoria bath hall.  It would need a buy in from the save the baths
campaign.  David to approach them to see if they are interested.

Monday

The idea here is to have a family funday on the windmill park with
games such as giant jenga and acoustic music.  Unfortunately as Nicola
Hayes points out it is very similar to the windmill day organised by
WIND on the following Sunday.  Nicola will see whether WIND ok this
event.

Tuesday
The proposal is ‘tribal night’ with a drum workshop and African food
etc.  David wondered whether this could be incorporated in the MIS
party since that will also have a tribal feel.

Wednesday
Caves will be open 5-7pm
MIS party 6.30-8.30pm

There was a suggestion of a woman’s only event including an asian
fashion show.  However this could be moved to Tuesday.  Holly to liase
with Naseem on this.

Thursday
The international food evening.
This year and due to its popularity it should not cost us anything and
could in fact make money for the festival.  However we still need to
be flexible about offering certain people money for ingredients….Ida
pointed out that it’s hard work and she often has to pay people to
help her.   Elsa and Farouk to work on this.

Friday

Film night.

David has been working with Maria and Bea on an idea for an
international film festival.  There would be a film shown every night
during the festival in different centres around Sneinton each with a
different theme.   It should be cheap since all that is required is
use of a projector and screen and the rent for the room.   David and
Bea to look into this further.  The main night would be Friday and
perhaps the choice of film could be won in a raffle….

Saturday 5th July

Main festival day.  Stage needs acts from 2-6pm although actually we
could go on past 6 – it’s just that everyone is normally a bit tired
by that point.
Captain Dangerous are booked and this year it would be good to have a
sound check about 11am.

The Carnival parade starts at 12pm from the old school hall by the
windmill.  Wendy volunteers to lead the procession and be in overall
charge of that bit since both coordinators will be down at the
Hermitage square.

The procession is meant to take 1 hour but was a bit quick last year.
 Holly will talk to the bus company about the possibility of reducing
the number of 23/24 busses during that hour.

Tasib said that he has spoken to the police and they need a timetable
for the week asap in order to plan the policing of all the events
taking place.  Also the police might pay for a stall.

For the square we need more turf and more plants this years.   It is
possible that B&Q will give us the turf for free.

The after party is usually at the Nelson Pub however this is not
suitable for Muslims so it was suggested that we put on one suitable
for them.  Farouk to look into this.

Sunday
WIND are the windmill improvement neighbourhood group.  They are
promoting positive uses for the park.  They have some funding to
improve the area and also to put on a funday, picnic in the park with
activities such as face painting.  Nicola (from wind) was hoping that
we could jointly promote our events.

There are other events also taking place on this day:  Cowlick woods
have an open day and there is the artist trail and also Dale
allotments open day.  Dave will contact all these groups to set up
meeting regarding the publication of a ‘guide to the festival’

Finances

Need form signing from Wendy and David to change signatories on chq book

AOB
Maggie from the brownies said the local brownies group would like to
play a part at this years festival.

Beata said that her and husband would like to be part of a photography
project.  They will see Julliet at TRACs about hooking up with like
minded people on this.

Farouk proposed and interfaith event – he is trying to get hold of
Amir Khan the boxer to attend.  However he is fighting in June and so
the earliest he could make it would be Sunday 6th – there was some
concern from the committee that there was too much going on Sunday
anyway.

Date of next meeting May 12th 6pm TRACS

Introductions by the Committee. The Committee was then introduced to the new Festival Co-Ordinators: Holly and Farouk. They briefy spoke a bit about themselves.

The Treasurer (Dennis) then talked about the 2007 accounts. They were finalised and signed by the chair. At the start of 2008 the Balance was £4060, left over from the Previous year.

There are outstanding issues surrounding claims by an artist from last years festival that she is owed more money, for workshops she did at the festival (with Schools). Dennis said that this is not on the list. She is asking for an additional £160. No Invoice exists, so this claim cannot be verified, no records kept. Also no records of the Art sessions on file. Committee members felt that Procedures should be in place for the future, and mistakes should be learnt. Committee agreed that records should be kept and all artists used should have invoices.

£94 paid for Audit done by Community Accounting

Wendy has done some funding bids. Neighbourhood Renwel (£2000), and through ‘Gateway (City Council)’ – £3000. These should be confirmed by early May. Budget should be (projections)  around £11,000, less than previous years.

Suggestion made that future funding bids should be made in the Autumn for the following years festival.

Question raised as to why money has been sitting In the account and not making any Profit by the way of interest, committee felt that this was a mistake.

David raised the issue of Local businesses and potential funding. Farouk was nominated to approach local businesses, Taasib said he could help with this. Holly suggested getting the help of ‘Inkfish’ to fundraise. Suggestion also made that there should be a standardised letter drawn up to approach businesses when requesting sponsorship.

Holly is to be in charge of Publicity and communications list.

CRB Checking discussed. Hazel explained a bit about this. May not apply to the festival co-ordinators as no direct contact with children.

The Open Day was discussed as was 31^st May, an event taking place at Sneinton Market site to raise awarness and funds for ‘save the baths’ campaign.

Naseem suggested doing a fashion show at the festival. Asain fashion. It was also suggested that there should be more involvement by the Muslim Community in Sneinton, and more things for them to experience at the festival. There may be scope to have a Muslim Band to perform.

There was discussion about changing the theme for the festival.

It was agreed that the new theme for the festival would be ‘Celebrating Difference’.

Next Meeting to be on Monday 21^st @ 6pm.

TRACS

Present:

Wendy Honeyman-Smith (Chair of Sneinton Festival and Chair of Sneinton Alchemy)

Elsa (Local artist and activist, organiser of last year’s ‘international food evening’)

David Jones (Secretary of Sneinton Festival, Coordinator of Sneinton Business Forum)

Dennis Sanderson (Treasurer of the Festival, finance officer for the SHCC &TRACs)

Naseem Moeen (Volunteer for Music in Sneinton and last year’s Festival)

Sayiiyah Moeen (Sneinton Young Person)

Maria Carroll (MIS and Local Parent)

Apologies: Hazel, Ken, Zib

Minutes: Agreed to be a true record

Matters Arising:

Harry has agreed to cease involvement in the Festival this year, due to his move to London. He has sent Wendy all the work that he has done so far.

Ken can’t be here today, however David will get an update from him this week.

Coordinator:

The job ad is going in the Post on Wednesday. The board reworded the ad to reduce the number of words to hopefully get a price around £300.

The deadline for the applications is 7th March – then Easter clashes with preferred interview date so will have to arrange around that.

Since applications will be sent out this week it is necessary to draw up a job spec asap. David and Wendy to do this.

Overview of where we currently are and some ideas for festival week:

The festival theme is provisionally ‘communication’ or ‘Sneinton Village’ however it was agree that children in local schools will be asked to come up with their ideas for the festival theme Maria and Elsa are organising this for the next meeting.

Wendy is going to apply for funding from main sources and David is contacting some local business (e.g. Pak Foods)

Naseem is planning a fashion show for the main festival day.

It was agreed that David should approach the Samba school to play again this year. Also to add an Asian flavour it was agreed to find some Asian drummers (TJ perhaps?)

Also on the festival day we could ask DJ Shelley to play because he is popular with Local people in the Jester.

David will organise sound system (talk to Anthony who has done the sound for the last two years)

Elsa agreed to take charge of the food night this year. It was suggested that the location be moved to the larger St Chrisopher’s hall – only problem is size of kitchen..

Music in Sneinton will do a party on Wednesday.

David had an idea to do a chess competition on perhaps Tuesday.

Friday could be a film night (Greenway have a screen and could host it)

Monday could be a Dance to attract ‘older people’ perhaps a 60s night or ‘Grab a Granny night!’
Wendy’s father is involved in Dance plus Elsa goes to a Dance club in town, and there is a club up at BANCA.

Date of next meeting: 3rd March Monday 6.30 TRACS

9nd February 2008 1pm -2.30pm

The Sneinton Hermitage Community Centre

Present:

Hazel Honeyman-Smith (Local Resident and parent)

Wendy Honeyman-Smith (Chair of Sneinton Festival and Chair of Sneinton Alchemy)

Elsa (Local resident and activist, organiser of last year’s ‘international food evening’)

David Jones (Secretary of Sneinton Festival, Coordinator of Sneinton Business Forum)

Dennis Sanderson (Treasurer of the Festival, finance officer for the SHCC &TRACs)

Ken Williams (Local Councillor, resident of Bakersfield)

Naseem Moeen (Volunteer for Music in Sneinton and last year’s Festival)

Richard Brown (Friends of Colwick woods)

Apologies: Harry Rackman, Zib Swierkot,

Minutes:

Confirmed to be a true record

Matters Arising:

The group confirmed that future meetings should not be on Saturday.

It was agreed that Wendy would write to Harry Rackman thanking him for his help but turning down his offer to work remotely form London on the Festival.

Harry has now moved to London and has done a lot of work already on organising the festival. The costed plans that Harry produced were handed around. Harry has also informed many people that the date is set at the 5th Feb.

After a discussion on the various possible dates, it was agreed that the main festival day should be on the 5th. The only conflicting event is the Caribbean Carnival. Friends of Colwick Woods are having their festival on Sunday the 6th and it should be possible to tie the two together with joint promotion.

Funding:

Dennis informed group that the audited accounts were not available until the end of Feb. However we can complete funding applications and send accounts on later.

One possible funder ‘Awards for All’ don’t fund repeat events. However they should fund the arts project.

Ken has emailed all the big local business asking for sponsorship and/or a coordinator. There was a reply from Capital One saying that volunteers may be available. Other businesses have yet to reply.

Other sources of funding are the smaller local businesses (e.g. Pak foods) that Dave will contact as part of his SBF role. Also worth looking into the Incinerator (Not WREN who only mainly improvements to infrastructure)

Coordinator:

It was agreed that we should go through the process of advertising for a coordinator as soon as possible. David will put a advert in the paper asap (taken fro last year, cost about £250), except that we are looking for one individual connected to Sneinton to work 20hr per week from late march to August. David will administer this process and Ken felt someone from the council should be on the interview panel to ensure fairness.

The timetable for the process is still to be decided.

Wendy said she was interested in the post but would need to resign as chair. She will make a decision and inform the group asap.

Friends of Colwick woods:

Richard advised that FOCW do an event every year on a budget of at least £500. There are stalls, music and activities planned. They would like the area to be used more by people of Sneinton. The event is from 11-4. The festival group agreed to support it in any way possible. The arts trail may be on the same day however it wasn’t felt to be a major problem.

Any other business:

There was a discussion on the food night. Elsa said that it should be costed differently this year. Naseen said that cooks would pay to have a stall since some made over £60 last year. However the festival should still offer money for ingredients to some cooks (refugees etc) in order maintain a good amount of variety.

David to liaise with Karate re use of Hermitage upstairs during Festival. David to invite local landlords to next meeting.

Date of next meeting: 18 February 2008, 6.30pm TRACS

The successful candidate will use their knowledge of, and connections
to Sneinton to actively engage the local community, groups and
schools in running the week-long festival, including the carnival
parade. Duration May 1st – 21st July (negotiable), 20 hrs p/w, £9.80
p/h.

Call 07794343697 (email sneintonfestival@yahoo.co.uk) for an
application form (deadline for returned applications: March 14th)

The Sneinton Hermitage Community Centre

Present:

Hazel Honeyman-Smith  (Local Resident and parent)

Zib Swierkot (Volunteer for Music in Sneinton)

Wendy Honeyman-Smith (Chair of Sneinton Festival and Chair of Sneinton Alchemy)

Gul Khan (Local Councillor and Lord Mayor of Nottingham commencing 12th May)

Elsa (Local resident and activist, organiser of last year’s ‘international food evening’)

David Jones (Secretary of Sneinton Festival, Coordinator of Sneinton Business Forum)

Dennis Sanderson (Treasurer of the Festival, finance officer for the SHCC &TRACs)

Ken Williams (Local Councillor, resident of Bakersfield)

Naseem Moeen (Volunteer for Music in Sneinton and last year’s Festival)

Apologies:  Harry Rackman

Harry is moving to London next week, however he has been paid recently to coordinate preparations for this year’s festival.  Need to clarify for the group his level of involvement this year.

Dennis Sanderson & Financial Report:

Last year there were two coordinators – one for the carnival and one for the festival.  Dennis didn’t think it worked that well.  There are still out standing bills to be paid to artists working on the carnival workshops.

Dennis is currently working on the evaluations for the Arts Council, LNF and City council grants spent last year.

Current finances are as follows

Income received last year:  £13,280.70
Monies spent last year:  £16,230.83

Leaving a deficit of 2,950.13
Total reserves brought forward form previous years:  £7553.79
Minus last year’s deficit:  2950.13

Current Balance £4,603.46

This figure includes recent spending on Harry’s admin work and the AGM etc

We are expecting to receive  (once the Evaluation is complete) %10 of the Arts council grant : £466.00

Nominations:

Wendy and Naseem were confirmed as the Chair and Vice-chair of the festival (respectively by majority vote: no other candidate came forward.

General discussion:

Everyone expressed that 2006 festival was very good and Dennis said that it was mainly due to Kate Hemsley being such a good coordinator.

Wendy moved the discussion on to how this year’s festival might be funded.

She suggested we move to lobby support from local business.

Ken Williams proposes that he contacts local big business such as Virgin Media and Virgin Active to ask for money and/or a coordinator.  He will ask for £15000 a year for three years.

They may be interested in releasing someone to take on the role of coordinator.  This would be a great training opportunity for one of their staff.

Elsa questioned whether this outside coordinator might detract from the community feel of the Festival.

It was agreed that any candidate should be interviewed first by the committee and that Ken should go ahead with his fundraising ideas.

Wendy will look at fundraising thru grants (Awards for All etc).

It was suggested that she try area 6 committee for up to £2,500.

Wendy feels that with the support of Sneinton Alchemy and SBF the festival could grow year on year.

Ideas for the festival:

Hazel asked whether a winter festival was viable.

It was also suggested that the festival need not be in the Hermitage square.

Traffic is a problem both on the Dale with the parade and on the Boulevard and Cowlick rd by the square.  However it is impossible to close the Dale, but like last year the Boulevard may be ‘unofficalially’ closed.

Elsa asked the group to decide whether or not the Festival was definitely going ahead this year in July.  Everyone was in agreement that it should.

There was an idea to have another festival on the 14th Aug as part of ‘Cricket Day’ (being organised by another group) which could have more Asian feel to it.

It was agreed that a Winter Festival could not be organised this year.

It was proposed that a meeting be held next week when Ken can report back about fundraising with business, the exact festival date can be set, and issues about arts and festival coordinators resolved

Date of next meeting:  9 February 2008, 1pm Sneinton Hermitage Community Centre

My name is David Jones and I have the dubious honour of being the new Sneinton Festival Secretary for 2008.

I know we are only just into the new year, however, for the festival to happen we have to get cracking straight away on organising it.

So I have arranged a meeting at the Sneinton Hermitage Community Centre, this Saturday (Feb 2nd) at 12pm to welcome new members on the board (Wendy Honeyman-Smith has agreed to be Chair) and to gather up community support for the Festival this year. The festival has potential to build substantially on the last two – the core of it is in place and what is needed are more ideas and commitment from you all to flesh it out into something special,

Look forward to seeing you there if you can make it,

All the best,
Dave