Dorchester Deanery Children's Group - Meeting Minutes

Minutes of the ANNUAL GENERAL MEETING
held on Tuesday, 8th June, 2004 at ‘Allen’s’, 8, Augustan Close, Dorchester

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

Welcome: Allen welcomed everyone and opened the meeting with prayer.

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

Minutes: The date of the Deanery Picnic was amended to read ‘Sunday, 11th July’ from ‘Saturday 11th July’. The minutes were agreed and signed as being a correct record.

 ‘And Another Thing!’- Sale of Allen’s Poetry Book: Chris reported that income from book sales stands at £1,051.82. Allen asked for the group’s approval to the suggestion that the book be sold in the Cathedral gift shop as ‘Poems from Salisbury Cathedral’. This was agreed unanimously.

How the proceeds would be put to best use was discussed. It was agreed to send a letter to all Deanery Reps offering parishes the opportunity to put in a request for between £60 and £70. The money could be used to fund opportunities for children’s work within their Churches or buy Sunday school resources. All bids would need to be received by the end of July and should detail what the money would be used for. The book’s illustrator, John Herring would be consulted regarding the distribution of the funds.

In addition, Allen noted he would like to pay for some theological books for All Saints’ School reference library as a ‘thank you’ for all the support the school had given him during the production of ‘And Another thing!’. It was agreed that £560 of the profits would be given out; the remainder put towards future Deanery events.

The meeting felt that it would be appropriate to make an occasion of the distributing of the money to the recipients. A provisional date for this was Tuesday, 19th October, 7.30 p.m. in St. Peter’s Church Hall. Lydia would check the availability and let Allen know. Lydia could also create a large poster of the poetry book’s cover to detail the event. Bishop Tim Thornton would be invited to give out the cheques to Church representatives. Wine and nibbles would be provided.

 Finance: Chris reported that £230 had been received in Deanery subscriptions; coupled with the proceeds from the book sales, the Current account now stands at £1,534.97.

 ‘You can come too!’- Family picnic & worship; Sunninghill Sch., Sunday, 11th July, 3-5 pm:
Allen had contacted first the Diocese and then Ecclesiastical Direct as regards Insurance cover for future Deanery events. Ecclesiastical Direct have offered cover for events consisting of a maximum of 100 children and 10 adults. The cover will begin immediately with payment scheduled for the next policy date and continuing annually. The approximate cost would be £90. Allen would feedback the Insurance Company’s decision to the Diocese.

* Tea, coffee, etc.: Provisions would be bought by Phyllis and Rich and prepared by Phyllis. Rich would look into the possibility of a stall selling fairtrade goods to be present during the afternoon.

* Activities: Lydia had made arrangements for a number of games and activities to be available.

* Sponge throwing: Lisa had offered her help with the afternoon and it was agreed that she could oversee this activity. Lydia probably has sufficient equipment for this but would liase with Lisa. Rich volunteered to be on the receiving end of the wet sponges. Phyllis could bring some buckets.

* Lucky tickets: Wendy had supplied a number of wooden toys ideal for young children; Lauretta had bought some items suitable for the older child. Lauretta would bring different coloured raffle tickets. Everyone would receive one on arrival and prize winners drawn at the end.

* Publicity: Lydia was congratulated on her work on the posters and flyers. Copies would be sent to Deanery Representatives and a copy emailed to Rich for the Parish website. Lydia would make sure the event featured in the weekly Dorchester Parish newsletter ‘Pews News’.

* Other items:
- Allen would bring a PA system. He would also arrange the worship and quiz sheets.
- Those helping were asked to arrive at 2.15 p.m.
- A donation would be given to Sunninghill school for use of their premises.
- Lauretta would ensure an invitation went to the new Archdeacon of Sherborne.
- Copies of ‘And Another Thing!’ could be available for sale (signed by the author).

 Carols on the Green; Friday 10th December; Fordington Green, 6 -7 p.m.:
Allen would make provision for the road in front of the church to be closed off allowing safe access to the green. St. John Ambulance had confirmed their availability to provide First Aid cover. Allen would look into booking a table at Judge Jeffrey’s Restaurant for a meal afterwards. All are welcome to the meal including relatives, friends and ‘other halves’.

 Election of Officers:
This being the Group’s Annual General Meeting, the following were elected for the coming year:
- Allen Knott – Chairperson (proposed by Phyllis and seconded by Chris; agreed unanimously)
- Richard Cox – Vice-Chair (proposed by Phyllis and seconded by Lydia; agreed unanimously)

It was also agreed without opposition that:
- Chris Brown continue as Treasurer
- Lauretta Kerridge continue as Secretary

Since the Group’s activities were increasing and to divide the workload it was agreed by all present that additional posts be created. Therefore the following were voted in:
- Phyllis Brown – Publicity Officer
- Lydia Hampshire – Secretary’s P.A./Assistant Treasurer

Having held the role for some years, Lauretta stated that she no longer wished to continue as the Deanery’s Link Representative with Salisbury. The following nomination was therefore agreed:
- Phyllis Brown – Deanery Link

Wendy would gratefully continue as an ‘Ordinary Member’!

A.O.B.:
- Resources Show: Allen would sign and sell copies of ‘And Another Thing!’ at the Young Sarum Team’s Resources Show, United Church, Charles Street, Dorchester, 7.30 p.m., Thursday, 17th June. The evening would be free and open to all.

- Family Service: Members of the Mothers’ Union are putting on a Service for the International Year of the Family 2004. This will be taking place on Saturday, 18th September at 2.30 p.m. in St. George’s Church, Fordington and will be followed by family picnic and games. Lydia will be helping at the event and more details would be available later.

- Dorchester Fun Day: Rich reported that a Fun Day was being held in Sandringham Fields on Wednesday, 4th August. This would include a variety of activities for children and a free barbeque. A Christian Evangelistic event would follow in the evening.

- Dorchester Carnival: This year the town Carnival on Saturday, 19th June would be around a Space theme. St. George’s would be putting on a float and the Parish Youth Group may be involved.

- Cathedral Event for Young People: Lydia followed up the discussion at the previous meeting by noting that she would be happy to arrange a minibus or a coach to take young people from the Deanery to the Salisbury Cathedral event for 10 – 14 year olds taking place on Saturday, 16th October from 6.30 – 9.00 p.m. It was agreed by the meeting that the Deanery Children’s Group could help by offering up to £30 towards the cost of transport and a maximum of £20 for any young people who required funding. Any Reps. who feel that members of their Church would be interested in attending, would like more information or to share in transport from the Deanery should contact Lydia on 01305 260836 by early September.

There being no other business, Lydia closed the meeting with prayer.

Date of next meeting:
Tuesday, 21st September, 2004; 7.30 for 7.45 p.m. at ‘Allen’s’, 8, Augustan Close, Dorchester.

Addendum:
- Apologies have since been received from Diocesan Children’s Officer, Janet Delaney, who will be unable to attend the Deanery Family Picnic on 11th July due to a prior commitment. Janet sends her best wishes to all.

- The address for Charminster’s Parish website is www.charminster.info

- The booking of St. Peter’s Hall for 19th October for an evening event to distribute poetry book sale money to the parishes has been confirmed.
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The group would like to thank Allen for opening both his home and his wine bottle for the meeting.