Brisbane Bayside Unity Day Planning Committee – Meeting Minutes – 06/08/2022

Brisbane Bayside Unity Day Planning Committee – Meeting Minutes

NA on the Bay – The Spiritual Way – 2022

Saturday 6th August 2022 – 4pm to 5:15pm

Venue: Anglican Church – Corner of Windermere Rd & Newhaven St, ALEXANDRA HILLS QLD 4161

Chair / Facilitator: Gretel

Secretary: Amy L

 

  1. Opening:

NA Service Prayer – Read by Natalie

 

  1. ID (attendees) and apologies:

Gretel – Chair

Natalie – Art subcommittee

Stevo – Entertainment subcommittee

Nicole – Treasurer

Holly – Art subcommittee

Archer – Food / Catering sub committee

Amy – secretary

Apologies:       Sarah, Clay, JJ, Brett

 

  1. Event Details:

DATE OF UNITY DAY:

  • 26TH November 2022 – consensus agreed by all to lock in this date

VENUE:

  • Cleveland (Redlands Memorial Hall)

Very limited availability – not available for agreed date

Group consensus to not proceed with this venue

  • Victoria Point Uniting Church is a possibility
  • Wynnum meeting venue: behind Saint Peter’s Anglican Church (77 Charlotte St), 86 Bride St, Wynnum QLD 4178

JJ has sent email to the venue managers to confirm availability and price

TIMING

  • discussed 7am to 9am: set-up time
  • discussed actual event: 9am till late (10pm)
  • required time after for clean up

 

  1. Food / Catering Proposals:

Four options provided via email by Sarah and Clay (Nicole presented)

  • Food Trucks: $350 to $500 + GST, plus charge people for the actual product ($8 to $15 per meal). Seven different vendors were contacted, and most are already booked out on weekends. Would need to provide minimum 2 months’ notice. They all set-up, serve, pack-up and are covered by their own insurances.

Coffee Van: $275 Inc. GST. Includes 50 small cups of coffee. They all set-up, serve, pack-up and are covered by their own insurances.

Group consensus to not proceed with this option, too expensive and too much commitment

  • BBQ cooking, cans of soft & bottled water – Sarah and Clay to provide BBQ, esky and marque. Volunteers to assist with set-up, cooking, serving, pack-up and cleaning. Options to do a ticket system to avoild cash handling clean-time limitations.

Approx. $200 ($2per sausage, $2per drink).

Also set up a self-serve coffee station for instant coffee, tea etc.

Group consensus to proceed with further investigation into this option for lunch.

  • Catered options: Three vendors contacted: Subway, Smoked and Loaded & La Bouche. Food would be collected or delivered, and we would have to do the rest. Approx. $10 per head for 50 to 100 people.

Group consensus to not proceed with this option, too expensive and too much commitment

  • Costco Platters: options of prepared sandwiches, wraps, burgers, pastries, cakes etc. Reasonably priced – can be further priced on website.

Group consensus to not proceed with this option, too expensive and too much commitment

 

Overall group consensus – proceed with BBQ and drinks options for lunch, along with self-serve coffee / tea station. Break for dinner and access local restaurants etc at own discretion and expense.

 

  1. Entertainment Update:
  • Stevo has approval from Ben W’s wife to present the play he wrote
  • Nicole said she had previously gained a quote for a karaoke machine for a previous event at approx. $200
  • Need to start announcing at meetings for people to offer their talents and entertainment suggestions

 

  1. Programming

-agreed on Welcome to Country acknowledgment

-Gretel (Chair) to MC the day

-Further programming discussion to be tabled for next Unity Day planning committee meeting

 

  1. Next Meeting Agenda Items:

-agree / lock-in registration costs

-agree / lock-in food / catering arrangements and costs

-agree / lock-in programming

 

  1. Next Meeting Details:

Saturday 20th August 2022 – 4pm

later postponed TBA due to lack of attendance on the day

Venue: Anglican Church – Corner of Windermere Rd & Newhaven St, ALEXANDRA HILLS QLD 4161

NOTED: $15 donation paid to venue today to cover venue hire for this meeting and previous meeting held at same venue on 2nd June 2022.

 

  1. Closing Prayer – Serenity Prayer in plural

 

Minutes taken and prepared: Amy – Secretary

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