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
- Opening:
NA Service Prayer – Read by Natalie
- 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
- 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
- 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.
- 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
- 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
- Next Meeting Agenda Items:
-agree / lock-in registration costs
-agree / lock-in food / catering arrangements and costs
-agree / lock-in programming
- 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.
- Closing Prayer – Serenity Prayer in plural
–Minutes taken and prepared: Amy – Secretary
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