Reading Borough Council

· Tony Roberts, the Events Co-ordinator for the Clubs proposed 75^th Anniversary Celebrations called a meeting to discuss the event. It had been decided that we needed to start our planning with a letter to the Reading Borough Council, seeking their assistance.

A draft letter was submitted to the committee for consideration. A revised draft was emailed to the Chairman and Secretary, so that all could submit revisions, if required by Monday 23 January.

Planning and Finance

· TR expressed concern regarding the volume of work and finance the event may require. Already contacts have been made with allied associations and much telephone / written administration will be required prior to the event. The sub- committee will need help. With this in mind, the following items were considered and agreed.

· Venue. It was agreed that the use of the Richfield Avenue Thameside Park be requested. It has previously been used by the Club in 1975 and 1981 and was considered to be the most useful site in the Borough. The Clubs site is not suitable for a public display. This also applies to the Kings Meadow Park. Other sites may be available, but these, such as Bulmershe Park and the Abbey Rugby Football Club, are outside the Borough.

· Date. It was decide that the best date for our event at Thameside Park would be in the June / July period. This could avoid unsuitable surface and access problems and the WOMAD / Reading Festival arrangements. The date could also be dependant on events, such as Enstone and the Beale Park Lake meetings. It was agreed that dates could not be decided until a reply has been received from the Council, which may involve a meeting with its Officers.

· Structure of the Event.

· The event should be regarded as a one day open field event for the display and exhibition of club’s models.

· Having regard to the site, it is doubtful if a charge could either be made or be required. Other methods will be considered to recover costs.

· As an actual flying display of all types of models should be the principle aim, assistance would be needed from ‘B’ certificate flyers.

· A secure covered display area for models, both flying and static, will be required.

· Associated bodies such as the local model shop, the kite shop, ATC, RAFA and Air Ambulance are to be invited, some already having declared interest.

Health and Safety.

· A full assessment of the venue, whichever site is finally used, will need to be carried out by the Club in liaison with the landlords concerned.

The Club Officers are already aware of these requirements, which could also include the use of the Leisure Centre for toilets, parking, etc.

· To save any problem with members, the St. John Ambulance should be contacted for First Aid cover.

Costs.

· The Treasurer confirmed that member’s expenses regarding the organisation of the event would be covered.

· It was agreed that we should attempt to cover our cost by possible sponsorship.

· Costs could be recovered by the sale of programmes and model aircraft products, such as, chuck gliders and BMFA Darts.

· A contribution could be requested from any other ‘sales’ unit on site.

Other Considerations.

· It was agreed that there were many points to be considered.

· All club members would be required to assist.

· The response from the Reading Borough Council is the hinge pin for the event.

· Future meetings will be scheduled as soon as a reply has been received.

· It was also agreed that the above request to the Council could be of great value to the Club and enable our presence to be known to their officers and departments. At present, we are not on the Councils list of approved clubs and societies, but this will shortly be rectified.

· Other methods of celebrating our 75^th Anniversary were briefly discussed and there is no doubt that these can be developed if required.

The meeting ended at 21.45hrs.