BROADLAND DISTRICT MILLENNIUM CAMP COMMITTEE

PLANNING MEETING

Blickling Park 09:00 Sunday 13^th February 2000

MINUTES

            Attendance:

Site Visit

The meeting convened in the Greenhouse Park field following a visit to the Old Schoolrooms.

It was decided that the Schoolrooms would have been perfect had they been large enough to house the district beavers.  It was decided to approach St. Michael’s First School to see about the possibility of using the school hall.  If there are no on site cooking facilities the beavers will have to join their respective groups for food for Sunday Breakfast.

There are two access points for vehicles on the Greenhouse Park field and it was suggested that the bottom entrance should be “IN” and the top entrance should be “EXIT”.  It was suggested that the portaloos be put along the hedge in between the gates to allow easy access by the sewage trucks.  A copy of the site layout is attached to the minutes.

Millennium Camp Co-ordinators Introduction.

The Chairman welcomed everybody to the meeting and thanked everyone for turning out.  He passed around a contact list and a VIP invitation list.  A revised contact list is attached to the minutes.  There were a few names put forward by Coltishall and Buxton but the other VIPs were to be confirmed by the next meeting.

Gary collected survey results but some were yet to be handed in.  Once they have been collated the permission to camp form would be drawn up and distributed.  The zones would also be planned pending the results of the survey.

The contract had been received from the National Trust allowing the Scouts to use the field at Blickling Hall.

Millennium Camp Committee.

The Chairman reported that Mr. Kevin Baker, GSL Coltishall, has offered to be the MT co-ordinator.  He passed around the list of committee members and asked for volunteers to fill the gaps.  A revised list is attached to the minutes.  There are still a few gaps to be filled and we are in desperate need of a treasurer and communications co-ordinator.  Graham from Mundsley suggested help for communications, but would get back to the committee by the next meeting.

It was decided that the committee would camp together as a team so that if anyone had any problems they could find the respective member of the committee with relatively little fuss saving a lot of time if they were all in the same place.

Event times

There are to be four three-hour sessions.  Saturday morning and afternoon and Sunday morning and afternoon.  The water world zone would be at the Mike Thurston Centre and the other three zones would be on site in the Greenhouse field.  

The Opening Ceremony would be at 8pm to allow enough time for registration.  During the day the timetable would be the responsibility of the district but after 10pm it would be at the discretion of the group.  The whole weekend is to be alcohol free!

Camp Site Services

Letters have been sent out to all the emergency services.  The Transport Department in the council are to be contacted with regard to the supply of signs letting the public know to be careful along the relevant stretch of road. 

The Fellowship will be contacted by the next meeting.

Colin reported that the only showers would be at the Mike Thurston Centre but that there would be toilets on site.  These would be individual portaloos, which would be emptied daily.  He had contacted Broadland Council to supply a skip for rubbish.  There is a water supply to the Greenhouse Park Field and there would be a generator available.  The service team would use this for lighting for outside the toilets and for running computers.  The generator would not be available to groups. Contact has been made with the Food Festival people for stores.  More details to follow.

Colin would like tentage estimates as soon as possible so that he could begin to allocate space in the field.  There would be three separate camping sites to correspond to the activity zones.  On reciept of numbers the district would be divided into groups of approximately 125 campers.  (Groups staying together to make up the 125 i.e. Coltishall with Buxton and Aylsham with North Walsham etc.)  Each zone would have a zone co-ordinator and would be allocated a colour to make it easily identifiable.  The leaders in each zone would stay put to run the activities and the children would move from zone to zone.

First Aid cover was proving difficult.  Aylsham were already booked for the 26 May and North Walsham were not able to cope with the scale of the camp.  Norwich would come back to the committee with an answer by the next meeting.

There is to be a meeting of the Site Services Team shortly.  Any queries regarding site services are to be directed to Colin.

Camp Cost

The cost of the camp remains the same.  Beavers £4.50, Cubs, Scouts and Venture Scouts £7.00.  Leaders would only have to pay for food, activities and camping was covered.

Administration Dates

Attached to these minutes is a Permission to Camp form and a Registration form.  Both are to be completed and returned with your cheques by the 22^nd April.  No acception would be made for late registration or payment.  On reciept of the camp fees the dog tags/ID cards will be issued via the group contact.  ID cards must be carried by all on camp at all times.  Members of the service team register as part of the group but will camp together in the main committee tent.

Programme

A programme for the beavers has been sorted out and will follow shortly.  The programme for the rest of the camp will follow pending the results of the survey.

Activities

There are to be four zones as follows (these are only examples and are yet to be confirmed):

Water - Mike Thurston Centre with an overwater activity course instead of the usual canoeing, sailing and rafting. 

Inflatable – Bouncy Castle, “It’s a Knockout” type games.

Nature – Tree loving, scavenger hunts and orienteering course.

Activity – Quad bikes, Mountain bikes and parachute ground training.

The possibility of the overwater course is to be discussed by Clive Gritten and Mark Preston before the next meeting.  It was suggested the services might use it as a recruitment opportunity in return for running the activity with the use of their equipment.  This raised a health and safety issue and the possibility of signing a disclaimer was mentioned.  The next meeting would look into both issues.

The cinema and the Karaoke had been confirmed but the ice skating was looking to be expensive.  The quotes were read to the committee and it was decided that the larger rink for £600.00 should be used.  There is to be a 2000 challenge for each zone and prizes were to be given for the quickest, longest challenge etc.  It was suggested that the prizes be small and individual or that local business should be approached to sponsor a zone and provide a prize.

There may be a problem with the wheel world site as Blickling had refused permission to use its site.  However talks with a local farmer were ongoing. 

VIP Reception

The list on VIPs to be invited went round and so far only two groups have made suggestions.  Can each group contact Mark Preston with the full name, title and address of their VIP as soon as possible, you are allowed up to four per group.  Mark’s wife has offered to provide the buffet for the guests, which will be strictly for guests only.  Each group should contact Mark with their VIP guides as soon as possible.  A Venture Scout, Scout and Cub is needed from each group.

The archive tent is to be put together by Daffy so those groups with old photos or bits and pieces relating to their history should contact Daffy.  Please remember to clearly print your group name on the backs of the photos and to labels bits and pieces so that they can all be returned after the event.

Mark Preston will contact the local media regarding the reception.

Millennium party celebration

No parents are to be allowed to attend the party.  Those attending are the campers and VIPs.  Each group has to provide a sketch for entertainment value and the National Trust will provide the judges.  Those of you who would like to request specific campfire songs should contact Mark Preston with a copy of the words so that they can be sent out with the welcome packs.  Each camper (child) is to be given a Glow toy to add to the theme of light.  The money raised from the 2000 Challenge is to go to the East Anglian Hospice and a cheque will be presented to their representatives at the party.

There is a budget if £500.00 for the fireworks and Daffy is in control.  He will use one of two companies, Jordan’s and Fireworks Intl to make the necessary provisions.  No contact has yet been made with a band, as there was some doubt as to whether Blickling Hall’s entertainment’s licence covered the Greenhouse Park field.  This is to be checked by the next meeting.

T-shirt / Logo design competition

The design that has won the T-shirt competition is not practical so a variation on it will be produced.  The logo/picture will be printed on the front of the T-shirt and the words will appear on the back.  Mitchell Bruce Smith from Salhouse is to investigate T-shirt printing companies.  Baseball caps in one colour with the design on the front in a different colour will also be produced.  A polo shirt for the committee will be looked into.  The cost for this will be on top of the food fees.  Matthew from the Scout Shop will look into the possibility of cloth badges.

Basic site rules

There are to be no parents allowed on site during the weekend except by prior arrangement and those that will be providing help to their groups.  All adults that are to help over the weekend will have to be vetted by the Scout Association prior to the event.  All visitors to the site will have to report to the committee tent and wear ID badges whilst they are on site.  These are to be handed in when they leave. 

The issue of siblings was raised and it was agreed that all leaders on site would be responsible for the children in their group and siblings would only be allowed to camp on site at the discretions of the Group. It is to be noted that only members of the association are covered by insurance in the event of an accident and that only association members may use any of the activities supplied for the weekend.

Date & Venue of next meeting

AOB

The next meeting is on Sunday 12 March at Wroxham Scout HQ at 9am.

The question of laminating the ID cards was brought up and Brenda Taylor from Stalham said that she had access to a laminator.

It was decided to approach Fitt Signs in Norwich to see if they would sponsor the signs for the camp.  Coltishall offered to help paint one.

It was thought that communication between zones could be by CB radio or mobile phone.  It was discovered that everyone with a mobile phone had no cover at Blickling so Graham (Mundsley) said he would look into the communications problem.

Mark Preston mentioned a roadshow to tour the district to help promote the camp.  The committee decided that this was probably a good idea.

Send mail to mark.preston@tesco.net with questions or comments about the camp.

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Copyright © 1999 Broadland Scout District Camp 2000
Last modified: March 24, 2000