Greetings to all you lovely people,

We are sure you will find something of interest in the attached minutes and for
those of you who do not want to open attachments, the minutes are copied below.

Please scroll down to the end, where you will find details of the next get
together at which you can have a say in the creation of the 25th to 29th January
06 Festival.


Here are the minutes:
Sydney ConFester's Meeting



Minutes



23 November 2005





Meeting held at Benny & Sophia's Unit 7 111 Duncan St, Maroubra





Present: Benny, Sophia, Jimmy, Gail, Ross, Marie, Karen, Dianna, Vi,



Apologies: Greg, Rob, Adrian, Fiona, Tristan, Supatra, Jacqui, Profth, Elieen,
& Kev



Discussion about previous minutes, need to be located for legal reasons. Could
be on CD or on Yahoo group.



1. Previous minutes read by Sophia. Accepted by Vi and seconded by
Karen.



2. COMMITTEE PROCESS How to do.

- Everything to go through Cup of Chai group.

- Individuals to attend to various matters

- Needs to be efficient

- How to take action

- Setting boundaries



CO-COORDINATORS - what parameters? To be set by committee. Coordinators

Entrusted with responsibilities. They can then delegate.

Coordinator roles:

Syd ConFesters festival facilitation - Jimmy & Sophia

Web site - Kev
Infrastructure - Benny

Facilities (Hot Tub, shower etc) - Ross

Kitchen - Vi
Waste & lost property - Marie

Utilities - insert your name here

Front Gate - Nirvano?? Hopefully - (anyone else??)

People Services - Currently taking applications

Chai Tent & chai kitchen - Karen & Fiona
Children's tent & safety -
First aid -
Notice board -
Art area -
At festival
Conflict resolution -

Concert & activities -

Eggs - Dianna



GENERAL INQUIRY EMAILS TO SYD CONFESTER'S - A touchy subject

Could require group consultation. Jimmy is happy to do. The process
needs

To be transparent. The group authorised Jimmy to respond or delegated at
his discretion



QUESTIONS TO DTE - legalistic. Jimmy delegated to initiate discussions with

DTE. Marie to copy Don's questions and answers - re meaning of ConFesters.



FLYER

Sophia & Jimmy to locate October flyer to convert to January flyer.



ON-LINE BOOKINGS

Sub group to convene before commencing on-line (electronic) bookings for January
Sydney ConFesters.



WORD WIZARD

Tristan to do some word smithing on Contribution Festival.



MAGIC MAN

Karen will check-in with Adrian to see if he has contacted Winter Magic Festival
organisers regarding running a Syd ConFester's Chai Tent. Would ANYONE like to
organize a Sydney ConFesters chai tent at the Winter Magic Festival??? Brian ??
If it is a Syd ConFesters event, it will need to have close input by SCF crew.
however if someone would like to arrange the Winter Magic Chai we would give
blessings along with a clear brief : )



1. PROMO MATERIAL

We'd like flyer and business card size hand out (subject to cost).

Sophia will contact Ravian to arrange. Benny to organise Printer quotation.
Dates on flyer. Have ready to hand out at Peats Ridge. Sophia advised that the
Chai Tent organizers (Peats Ridge Festival) were happy for Sydney ConFest flyers
to be handed out, thus no need to contact the Chai Tent Organising committee.



Flyer wording changes: Clothing optional to go onto flyer. Question - when to
alleviate ambiguity. ConFesters is a clothing optional festival. Not to be
written near hot tub. Your choice to wear clothes or not is respected
(contributed by Ross).



2. SITE SPECS

Dianna will jazz up email asking for tip offs of good sites. Email to
communicate that January site is secure and confirmed (with dates) but that we
are always on the look out for suitable sites. Dianna will send her site spec
email to Cup of Chai group first for comments. Sophia will forward to Dianna
the email that has previously been created.





3. REPLIES TIMEOUT

Replies from the Cup of Chai group to be made within 48 hours as a standard.



4. FUN

Cup of Chai celebration 21 December - Sophia to arrange.



7. MUD TRIBE INVITATION

Dianna Holistic Parties to restart. Is organizing a Mud Tribe for Holistic
Parties promotion. May be good opportunity to hand out ConFesters flyers. How
can ConFesters/Cup of Chai support Dianna? But Dianna's events are commercial.
But ConFesters not for profit. We shouldn't muddy our relationship. Handouts
need to be clear that Syd ConFesters has no ties with "Holistic Parties". No
ambiguity - actual or implied. Totally separate. Jimmy, Sophia & Dianna will
discussed at The Grove weekend. Dianna to prepare proposal for Cup of Chai.



8. FOOD AT FESTIVAL

The main kitchen is vegan. Needs more clear signage.



We need to ensure clean water and fresh food at our festival.



Group generally felt that eggs shouldn't be included. However, eggs will be
made available during meal times at special requests.

Eggs, cheese and milk need to be chilled. There could be liability issues if
participants were to fall ill.

The group generally felt that our meals should be plant based with the addition
of tofu and nuts.



We will amend Flyer & handouts stating ConFesters is a vegan environment (no
animal products) and that participants should advise if they have specific
dietary needs.



We also recognized the need to cater for other people with special food
requirements where we can, e.g. gluten intolerances.



Child friendly meals were available but not known to all - next festival it will
better communicated. Probably at evening circle, in kids space & at meal times.



9. MUNCHIES AT MEETINGS

Light food was originally brought into the meetings because we all lead busy
lives & it helps make things easier. People generally bring a contribution & we
snack throughout the meeting or share a meal together prior to the meeting.

It was suggested that the group has not discussed if the meeting are meat free.
Most of organizing crew are vegetarian. Some find the smell of meat etc off
putting. Meat eaters of group are happy keep meetings vegetarian, which is
simple and easy.



Also, there are other considerations such as wheat-free & gluten intolerant
people. (Spelt out too & be aware that sometimes cornflour contains traces of
wheat).



The host will advise if it's convenient to bring a plate or if food will be
provided (vegetarian please). If food is happening, meeting will begin
earlier, say 7pm munch for a 7.30 meeting.



10. OTHER BUSINESS

Trailer DTE has provided registration seems to have expired on 18 December 04
(VIC). Jimmy& Sophia to follow up DTE. trailer is property of DTE.



Budget needs to be discussed next meeting.



11. NEXT MEETING !! 7 December at E J Ward Centre, Paddington. Meeting

after Christmas, prior to the January Festival will be weekly.



12. NEXT FESTIVAL

January ConFesters 25-29 January - Wednesday to Sunday inclusive.





Next meeting

Wednesday 7 December at E J Ward Centre Paddington 7.30 to 9.30pm J



ALL WELCOME

The meeting is full of great people who are keen to continue to create a
fantastic festival who would love your feedback, meeting attendance &/or smiles.



Thanks



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NEXT MEETING / MINI GATHERING:
7:30 Wed 7 December at E J Ward Centre, Paddington.
EJ Ward Centre 189 Underwood Street Paddington

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