FoBS minutes 12th January 2005 19.30 held at Bedford Square. Present Mary, Michael, Jo, Liam. Apologies received from Jane. Kirsty. Minutes of previous meeting were reviewed and agreed.

Chairs report. The chair only had to invite the Mayor and check diary.

Secretary. There were no new official members since last meeting. Jo asked for a count of the number of members. Liam advised that there were 34 people on the e mailing list, 2 people on a physical mailing list. That includes organizations and members prior to the introduction of the application form. Along with committee. LM asked if the paper leaflets be continued as there was some apathy in people responding. He gave thanks to Pieter for delivering the last ones, and asked for ideas. Jo suggested the original list be invited back with a personalised letter. to a new meeting with Bins, Parks and neighbourhood watch. LM agreed. LM asked for ideas on posters in the square, locations etc. All agreed that one at the top and one in the middle. LM to provide a list to the committee with addresses as the last list he provided was a committee only one. LM and Jo discussed a notice board with regards to the festival. It was suggested LM contact parks with regard to a temporary sign. LM is on terms with parks and said he would ask at a later date after asking if someone could build one. LM offered to approach NW to attend meeting as well if KS was not available to do so. LM said that NCP had advised him the Big Blue Box was due to go in 2 weeks. LM had also asked the committee to use the forum more to reduce phone bills and x emails. A 'mess around forum' has been made. Other work by LM done on festival.

Treasurer Report. Bank account is now open and all paperwork received. Jo asked that all expenses, such as photocopies, envelopes etc be recorded. £460 scheduled gone in the account. CFG grant has gone in. Other grants are being reviewed. Jo and LM decided to send in the grants application now for 2 reasons,      a: that we may get the money!      b: if there are errors or more information needed. We can sort them out for next time. Sage is in operation on Jo's computer. She has promised to practice.

Festival Discussion. LM issued a list of discussion notes on topics for the festival. Jo stated she had to speak C Patmoore as some items originally stated as being funded were now found not to be. She will clear with the HLF. LM passed a copy of the greenspaces email and requirements for participation. Will call or email them and follow up. Jo started to discuss the date of the festival, 3rd July. LM asked that they should officially vote on the date to be within constitution. Chair agreed, and LM said that as JC had already 'technically' motioned a proposal for the date, he would second it. He then asked for a vote. Motion for the 3rd of July carried by all present. LM did a run down of the list and asked for comments. //Discussion points Ideas for the festival. Insurance -public liability. - a quote has been received. Consent form - LM has started the forms. Permit - By parks. Risk assessment - LM is not sure what risk assessment is needed. Road Closure - the council advised that it should be via NCP and the police. Which section of road should be closed off? To suspend a parking bay is £10 per bay per day. Attractions using their insurance.- LM has requested all attractions have it. Cleaning - This is possibly the organisations! Music - a discussion on the music type. Jo suggested a regency band. LM liked this idea. MaryW suggested the local silver band or similar. The idea of amplified music was not liked that much. P/A - MiW asked if this was needed. LM said it would be a good idea. Jo agreed. LM to look at this. On Site Comms - LM said his company may have some spare radios. Mi.W also may have some. Else there are other cheap radios around. Possibly reuse for the NW. Marquee - Size/quantity/furniture - LM had received some quotes, passed to Jo. On the results of today he will approach more. LM had a map from parks, but there was no sizes so he might have to measure the park. Toilets - Jo said that she had costed 2 normal and one wheelchair accessible toilet. LM was concerned over the location, but agreed it was essential. Jo and LM then discussed other DDA issues. History of the Square. - geoff mead has been contacted and asked to provide some details. LM has again emailed for stories, pictures etc. Notice board - parks have been asked, and any woodworking members asked to get in touch. Original plans/photo's - parks have been asked, but it may mean a trip to county archives for this. Adverts - cost- to be decided later. Banner- a banner was considered needed. but the style and cost etc can be looked at after risk assessment. Attractions - LM had details from various entertainers. Jo expressed concern over the type and size. LM said that claire had sent through some regency games also food ideas. Jo asked that we only really consider face painters and clowns etc. All agreed. Chair voiced an opinion that there were no children in the square! Stall (NWA, regency society). - LM expressed an interest to invite the regency society and other interested parties, eg the St John ambulance. Ma & Mi W said good idea. Catering - paid - sponsored. - LM is not sure if people pay to come or how it works. Will look into the various ways discreetly. Alcohol - licence? - A bar would be most appreciated, LM concerned that it would possibly upset the local bars. Mi W asked if we could invite the L & L to provide the bar. MA W said that could Mi W possibly do it from the Army Bar. LM advised that special Licence would be an issue, however the L&L may have one suitable. Grants Vs Costs. - hopefully the grants would cover this. Fundraising Aims. - LM advised that some people may ask what are our aims. Jo said they are covered by the constitution, to improve the square. LM said that people would still ask! Committee! - Mi W has said that there is often a roller coaster effect. LM has offered to consolidate the details at present and see what happens. Jo asked that we hold another meeting at the Brighton Hotel to show people what is happening, and find who is interested.

AOB. Mi W to show Jo Sage Basics. It has been suggested that we arrange a meeting with parks to sort out the planting for the square. LM to ask if they are interested. LM has a letter from the local support officers and will also look into NW over the next week to assist Kirsty where needed, 2 areas previously of concern are being monitored and will continue so.

Jo asked about the next meeting, LM asked if a social, 'off minutes' meeting be organised. Jo and MI agreed good idea. All thanked Jo for use of flat, Ma W and LM for biscuits.

Meeting ended at 9.30pm Next meeting to be decided.