Neil Viney, Tony Roberts, Jack Bishop (attended part of meeting)
It was agreed the minutes were a true record of the meeting
None
A successful visit to the site had been made and discussions with facility manager had enabled an agreement on where the various items should be located.
It was agreed that the leisure centre would only be used if the weather was unsuitable for an outdoor event.
A question was raised about third party liability in the event of someone being injured in the school buildings. The BMFA insurance covers only risks from model flying. It was agreed the secretary would check with the school.
Action: Secretary
(Post meeting note:
site is covered by Wokingham and District Council Insurance and we are using
the facilities with their consent so that insurance covers)
It was agreed that gazebos on the air side of the fence line should be discouraged. There is some shelter provided by the trees. It had been agreed that pilots vehicles can be driven close to the flying site. Again, it is proposed that no pilots vehicles be taken air side of the fence line. All vehicles to be parked in the designated area.
Litter will need to be collected after the event. However, the school provide litter bins and would be emptying them on the Monday morning.
It had been agreed that notices will be put up where the footpath crosses the end of the field. If necessary a steward will be placed there to make people aware of when they may cross. Similarly, some barrier tape may be put up in gaps in hedge line.
The material for the exhibition was in preparation. Material had been collected. The exhibition would include the original gas turbine model. The static display would include models that were to be part of flying display as well as non flying models. Invitations to the event included a request for static display. The aim is to have as many models as possible on display to show the diversity of models that can be flown.
A draft programme for the flying display was agreed and included control line flying. It seems unlikely that aero tow will feature as there is an event elsewhere on that day.
Jack Bishop reported that the replica of the Rook would not be completed in time for the event.
The secretary reported that he had sent out a press release. To date he had received confirmation from the Chronicle that they would put something in their paper. BBC South had said they would consider but could not promise. (Evening Post have featured and discussed with Secretary).
The secretary agreed to try and contact those for whom there had been no response in the days before the event.
Action: Secretary
Posters had been put up in the local model shops. It was agreed to try and get the school to display a poster. In addition it was agreed to email Dave Gray to have one put in the notice board at the flying field.
Kevin now has the fencing and in fact 150 metres have been purchased. It was agreed that some lump hammers would be needed to put up stakes. Those who have such items should bring them on the day.
Action: all
There had been a slow response to the request of stewards. Those who always turn out to assist had volunteered right at the start. It was hoped that some more would do so along the way. It was agreed that some badges be made up for the stewards. There may also be some hi vis tabards available.
Action: Paul Joslyn agreed to make up badges
Paul Joslyn explained he had spoken to printers about the programme but had decided he would probably print them at home. It was agreed that any comments on the draft be provided by the end of the week so that they could be printed over the weekend. This would allow time should there be any problems with the process.
It had not proved possible to secure a burger van as originally intended. However, the school had a large BBQ which could be used. The committee then considered carefully the arrangements it would put in place. Jack’s wife, Linda has a food hygiene certificate and had agreed to take charge of the cooking arrangements. The food would be obtained from reputable sources and would be frozen. There is fridge capacity at the school to enable storage on the day. All the food would be brought in in its original packaging. Proper food hygiene gloves would be provided for anyone handling any of the food. The uncooked food and any bread etc would only be brought out of the storage area as required. Only those directly involved with the food serving and preparation would be allowed access to the storage area to reduce the possibility of contamination.
It was agreed that all reasonable precautions were being taken to ensure that food preparation is in accordance with accepted standards. On this basis it was agreed that no further insurance would be necessary. It was agreed that this record should be used to demonstrate the risk assessment carried out.
The pricing of the food and cans of drink etc should be reasonable, but should ensure that the club covers its costs. Ron agreed to work out the pricing
Action: Ron Perkins
The chairman reported that he had arranged for the attendance of an ice cream van.
It was reported that some club members claimed they were unaware of the event. This was greeted with some incredulity given the references to it in club newsletters and in particular the last newsletter which specifically covered the event. It was difficult to understand what else could be done.
Notification of the event at Tadley had been received. The Secretary suggested that the club should ascertain from the organisers who is running the flightline and whether the BMFA code is being applied. He explained that the last event caused some concern since there was no proper frequency control, no means of segregating the crowd and some pilots did not have B certs. Ron Perkins volunteered to speak to the organisers
Action: Ron Perkins
No events had been organised beyond this show apart from the club’s own BBQ on 10th September. The committee were asked to consider for the next meeting.
Action: all
The next committee meeting will be held on July 4th at St Barnabus Hall at 20:00
Action: all