Dorchester Deanery Children's Group - Meeting Minutes

Minutes of meeting held on Monday, 6th June, 2005 at ‘Lydia’s’, 14, James Road, Dorchester.

Present: Lydia Hampshire (Chairperson), Chris Brown, Phyllis Brown, Richard Cox, Lauretta Kerridge

Welcome: Lydia welcomed everyone to what would be a short planning meeting for the forthcoming Deanery Picnic.

Apologies: These had been received from Gill McCourtie (Martinstown) who also regretted she would be unable to attend the Picnic, Sarah Godfrey (Charminster), Jane Pryce (Broadmayne), Jill Vines (Frampton).

Correspondence:
• Letter from Revd. Dr Jean Coates thanking the group, in particular Allen, for the book vouchers given to Watercombe Benefice.
• Message from Jill Vines thanking the group for book vouchers given to Frampton
• Message from Revd. Mel Durrant thanking the group for book vouchers given to Moreton.
• Email from Revd. Deb Smith requesting information on the Deanery Group for the Synod children’s working party presentation.
• Email from Justyn Hopkins, Youth Pastor of Dorchester Baptist Church, notifying all group members that this year’s Dorchester Fun Day would be held at Sandringham Fields on Wednesday, 17th August from 2 – 5 p.m. with an evening event beginning at 5.30 p.m. Anyone wishing to help with the event or find out more should contact Justyn on 01305 262045 or by email at justynhopkins@dorchesterbc.org.uk
• Lauretta had uncovered some correspondence which showed that the first meeting of Deanery Sunday School teachers, at which the original Children’s Group was formed, had taken place on 10th July, 1996. It was noted that 10th July was the date scheduled for this year’s Deanery picnic. It was agreed that a 10 year anniversary would be cause for celebration and hence, this would be discussed further in 2006.

Matters Arising:
• Book Vouchers: The group was pleased that the Herrings Book vouchers were being so well received and appreciated throughout the Deanery. Lydia proposed that because of all his assistance in this and in the publication of Allen’s book of poetry, David Herring be given a donation towards resources for the Church which he attends. Chris noted that there would be sufficient funds to be able to do this and it was therefore agreed unanimously that the sum of £50 be given to David Herring for Acland Road Evangelical church.

• ‘Family Day Full of Fun and Games’ would be the title of this year’s Deanery Picnic. The meeting congratulated Lydia on the poster she had produced and it was agreed that this was eye-catching and contained all the information needed.

It was felt that the afternoon should follow the same pattern as in previous years. From the beginning there would be opportunity for games to join in with; the children being free to ‘have a go’ at whatever activity they chose in the safety of the school environment. Tea, coffee and squash would be available throughout the afternoon and families would have the chance to eat their picnics in the grounds. The afternoon would climax with an act of worship. P.T.O.

- Running of the event:
• Lydia had confirmed the booking of Sunninghill Preparatory School for the afternoon.
• Rich would speak with Chloe Coward regarding having a fairtrade stall at the event
• Lydia would approach Steve Kinnersly to ‘MC’ the event and to lead the worship. It was felt there was a possibility that Steve may not be available. Lydia also considered contacting Alex Lyons.
• Steve will ‘MC’ with Alex if available
• Rich would contact Allen to ask if the group could borrow his P.A. system
• Steve and Lydia would produce the worship sheets
• Lydia would ask Fraz to accompany the singing on the piano
• It would be useful for helpers to arrive at 2 p.m.

- Advertising:
• Lydia would email posters to Rich and Chris
• Chris would then place an advert about the event in the Charminster Church magazine
• Rich would advertise the event on the Dorchester Parish Website
• Lydia would make sure the afternoon was mentioned in Dorchester Parish’s ‘Pew’s News’
• Lydia would arrange for the Dorchester Parish Office to copy the poster and produce flyers
• Lydia would then drop these to Lauretta who would arrange distribution to the Deanery Reps.
• Deanery Reps. would be asked to encourage attendance and to help out on the day or suggest possible volunteers.
• Phyllis and Chris would arrange for a poster to be put into the ‘dalek’ display board in South Street
• Lydia and Lauretta would display some posters around Dorchester, in newsagents’ windows, etc.
• Other means of publicising the event were discussed: Sarum Link newspaper, etc. Any other advertising would be at the discretion of the Pub. Officer

- Refreshments:
• Rich would supply tea, coffee and milk
• Phyllis would bring squash/juice
• Phyllis would take care of the refreshments during the afternoon

- Games and activities:
• Lydia would get hold of the games advertised on the poster.
• Chris would look into how difficult it would be to construct a ‘walk the plank’ game

- Face Paints:
• Chris would contact Aileen Goodger regarding helping with face painting
• Rich would find out if his daughter, Mollie, would be able to help with the face painting
• Lydia has the face paints

- Quizzes & Lucky Tickets
• Rich would ask Allen if he would be able to produce a quiz sheet for the adults
• Lydia would produce a quiz sheet for the children
• Phyllis would supply raffle tickets in two colours (an adult and a child draw could then be held)
• Lauretta would bring prizes for the children
• Prizes for the adult draw and quiz would be needed.

- Sponge throwing:
• Lydia would bring sponges for sponge throwing
• Phyllis would bring buckets for the sponge throwing

There being no other business the Chair closed the meeting at 8.20 p.m. to attend to an urgent matter.

Thanks go to the Hampshire family for the mugs of hot chocolate & nibbles and to Elizabeth Hampshire for acting as ‘Assistant’ to the Chair.