Dorchester Deanery Children's Group - Meeting Minutes

Minutes of meeting held on Thursday, 22nd April, 2004
at ‘Allen’s’, 8, Augustan Close, Dorchester

Present: Allen Knott (Chairperson), Phyllis Brown, Chris Brown, Richard Cox, Wendy Fobister, Lydia Hampshire, Lauretta Kerridge

Welcome: Allen welcomed everyone to the meeting.

Apologies: These were received from Beth Buchan, Lisa Chaldecott and Sarah Godfrey

Minutes: These were agreed and signed as being a correct record.

Matters Arising:
 Sales of ‘And Another Thing!’: Poetry books had been selling well throughout the Deanery.

Allen would be attending a Farewell service for Salvation Army Captain, Shelagh Clift, at which he had been invited to sell further copies.

The Young Sarum Team have planned a Resources Show to take place at the United Church, Charles Street, Dorchester on Thursday, 17th June at 7.30 p.m. Admission is free and the evening is open to anyone “seeking new and exciting resources” to use in ministry with children and young people. There will be stands and displays by local stockists and Christian organisations. Lauretta had contacted Janet Delaney with a view to selling copies of ‘And Another Thing!’ at the show. Janet had agreed wholeheartedly and recommended that Allen be present for ‘book signing’.

Allen had suggested a celebratory party when sales exceeded £1,000. This could be featured in the local press. Allen would liase with illustrator, John Herring, regarding this and also how the profits should be most effectively shared around the Deanery.

 Group Subscriptions: In consultation with Lauretta, Chris would arrange for a letter to be sent to each Church Treasurer asking for a renewal of their parish’s subscription to Dorchester Deanery Children’s Group.

 Deanery Picnic: Saturday, 11th July, 2004; 3 – 5 p.m.
Lydia reported that this could again take place at Sunninghill Preparatory School, South Walks, Dorchester and that she would confirm the booking nearer the time.

Some discussion followed about public liability insurance for any Deanery events. Allen had pursued this with Aitken Insurance Brokers; however the cost of a certificate for an event similar to the picnic would be around £130. Allen had also found out that the Deanery could not be covered by Dorchester Parish’s policy, however, Lydia noted the school insurance would cover any events held at Sunninghill. It was felt that insurance must be kept as a priority, Allen would make further enquiries and this topic would be re-visited.

The outline for the afternoon would be:
3 – 4.30 p.m. Fun and games
4:30 – 5 p.m. Worship
Those attending would be invited to bring a picnic and tea, coffee and squash would be available throughout the afternoon. In the case of bad weather, the whole event could take place in the school dining hall.

* Running of the event:
Allen would lead the Worship, bring a P.A. system and ‘MC’ the event.
Richard would bring an extension lead.
Chris would collect in the money as people arrive.

* Refreshments:
Phyllis would take charge of the refreshments.
Richard would arrange for fairtrade tea and coffee to be provided.

* Games:
Lydia would borrow games from Dorchester Youth Centre and Sunninghill school.
Activities for the afternoon would include space hoppers, twister, jenga, badge making machine, Connect 4, skis, parachute and face painting.

* Face Paints:
Lydia, Richard and Wendy would take charge of the face painting.
Richard would bring some face paints.
Lydia also has face paints and books showing designs.

* Other activities:
- Quiz sheets: Quizzes for both children and adults would be available.
Allen offered two bottles of wine as adult prizes.
- Raffle: A free raffle could be held with all children being given a coloured ticket on arrival.
Wendy and Lauretta would organise the purchasing of prizes for children.
- Sponge throwing: There could be sideshow type games such as throwing wet sponges at a target or ‘willing volunteer’…
Lisa had offered her help with events; Lauretta would contact her to check if she would be available. Lisa could be asked to run the ‘sponge throwing’ or another game of her choice.

* Advertising:
The event could be advertised in Pews News and in the Dorchester Parish Magazine.
Richard is Webmaster for the Dorchester Parish site and would publicise the event online.
The address is www.dorchesteranglican.info
Lydia would produce A4 posters and some small flyers which would be distributed to the
Deanery Reps. who would be asked to display posters in their Churches and give out the flyers.
Lauretta would contact Deanery Reps. nearer the time to check posters had been received, to see if there were any queries and to ascertain if Reps. could offer help on the day.
Lauretta would invite Janet Delaney. Bishop Tim could also be asked.
Lauretta would contact Churches Together in order to extend the invitation to non-anglican churches. The intention is for a fun, worshipful afternoon open to children of all ages and families of all denominations. For this reason it was agreed to call it ‘You Can Come Too!’
It was unanimously agreed that a coloured ink printer cartridge and ream of paper be paid for by the Group in order to enable Lydia to produce the posters.

 Carols on the Green: Friday, 10th December, 2004; 6 – 7 p.m.; Fordington Green.
Allen has booked St. George’s Church and the kitchen. The Durnovaria Silver Band will attend and St. John Ambulance have agreed subject to receiving the completed Booking form. The Handbell ringing group, ‘Appeal’ could be invited to take part. They could also receive a donation from the evening’s proceeds. New carol sheets would be needed this year and buckets to collect the money in. Flyers would again be distributed in the Fordington area and ‘posting’ would take place on 3rd December at 1 p.m. Posters advertising the event could be sent to the Round Table, Rotary Club and local schools in addition to be placed around the town. The Dorset Evening Echo, Wessex F.M. and Radio Solent could also be approached. Wendy noted that South Today publicise community events on a Friday and it was agreed this avenue could be pursued. It has become evident that the Group is now in need of a Publicity Officer. Phyllis was asked if she could fulfil this role. Any expenses she incurred would be paid for.

 Workshop Day 2005: It was agreed that a town venue would be more appropriate for this than a village one. St. George’s church/hall had proved ideal for ‘Bish & Chips’ and was felt to be a secure environment for a Children’s event. Possible dates were Saturday 14th or Sunday 15th May, 2005 from 12.30 – 6 p.m. Allen would check the availability.

 Deanery Meal: It was agreed that Carols on the Green be followed by a Deanery meal. A possible venue could be Judge Jeffreys Restaurant. Numbers would be needed before the event.

A.O.B.:
 Lydia drew the meeting’s attention to two Diocesan events*. The first of these was a
‘Quiet Day’ on 8th May, 10 – 3.30 p.m. at St. Nicholas Church, Corfe Mullen.

The second, a Cathedral Event for Young People (aged 10 – 14) to be held in Salisbury on Saturday, 16th October from 6.30 – 9.30 p.m. It would be an exciting event with the central themes of ‘belonging’ and ‘making a difference’. Any parishes who are interested in finding out more should contact Lydia who is also looking into the possibility of running a coach from Dorchester.

 Richard stressed the paramount importance of thorough advertising for all Deanery events, the lack of which could result in a lot of hard work going to waste.

Date of Next Meeting: This would take place on Tuesday, 8th June, 2004 at 7.45 p.m. at ‘Allen’s’, 8, Augustan Close, Dorchester. This meeting would be the group’s AGM at which Officers (including a Publicity Officer) will be appointed. Lydia would lead the prayers at this meeting. All are very welcome.

Once again thanks go to Allen for his kind hospitality and welcoming words ‘Red or white?’

* Initial announcements of both events were made in Young Sarum Magazine which should be received by all those working with Children in the Church. Anyone not receiving the magazine should email young.sarum@salisbury.anglican.org or telephone the Diocesan Office on 01722 411977.