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Tourism Committee Minutes 14 June 2022

Written by Claire Parsons. Posted in Tourism Committee Minutes

 
Minutes of the Tourism Committee Meeting held in the Council Chamber, Town Hall on Tuesday 14th June 2022 at 6.00 pm
 
 
PRESENT:
 
East Ward:
 
Councillor Mrs J Gubb (Town Mayor)
 
South Ward:
 
Councillors Mrs S Langford
Councillor P Lawrence
Councillor S Inch (substitute for Councillor Mrs Corfe)
 
North Ward:
 
Councillor D Bushby
 
West Ward:
 
Councillor C Hawkins
 
IN ATTENDANCE:
 
Mrs L Dixon-Chatfield, Town Clerk’s Asst
 
001.  TO ELECT A NEW CHAIRMAN
 
Councillor Bushby requested, that in light of Councillor Mrs Corfe removing herself from this Committee at the Full Council meeting to be held on Thursday 23rd June 2022, that members consider co-opting Councillor Inch to take her place, at this meeting..  Councillor Inch had expressed a keen interest in joining the Tourism Committee.
 
Councillor Bushby made the proposal and Councillor Mrs Gubb seconded.  All members agreed to co-op Councillor Inch onto the Tourism Committee.
 
The Clerk asked for proposals for Chairman.  Councillor Mrs Gubb nominated Councillor Inch as Chairman.  Members asked her if she was happy to stand down from the Chair, she was happy to do so as she felt with her Mayoral duties that she would be having a busy year.  There were no further nominations.  
 
Proposed by Councillor Mrs Gubb, seconded by Councillor Mrs Langford and
 
RESOLVED: That Councillor Inch is appointed as Chairman of the Tourism Committee for the coming year.
 
(Vote – For: 6, Against: 0)
 
002.   TO ELECT A NEW VICE-CHAIRMAN
 
Councillor Mrs Gubb nominated Councillor Bushby for the position of Vice-Chairman, Councillor Bushby was happy to accept.
 
Proposed by Councillor Mrs Gubb, seconded by Councillor Mrs Langford, and 
 
RESOLVED: That Councillor Bushbyis appointed as Vice-Chairman of the Tourism Committee for the coming year.
 
(Vote – For: 6, Against: 0)
 
003.   TO RECEIVE APOLOGIES AND REASONS FOR ABSENCE
 
No apologies had been received.
  
004.   TO RECEIVE DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA
 
There were no declarations of interest received at this point in the meeting.
 
005.   PUBLIC PARTICIPATION SESSION
 
There were no members of the public in attendance.
 
006.   MINUTES
 
Proposed by Councillor Bushby and seconded by Councillor Mrs Langford, the minutes of the meeting held on 26th April 2022 were approved and signed as a correct record.  
 
(Vote – For: 6, Against: 0)
 
007.   DE-BRIEF ON THE JUBILEE CELEBRATIONS
 
The Clerk asked  if the de-brief could be discussed in three sections, for ease of minuting.  The Chairman agreed.
 
Councillor Mrs Langford wanted, firstly, to thank the Clerk for her hard work and dedication to pulling the whole day’s events together.  All members agreed with her and they thanked the Clerk collectively.  Councillor Hawkins requested that this was minuted.
 
Procession
 
All members were very pleased with the Procession and were delighted with the response from the public.  Councillor Inch remarked that the lovely weather was a key factor in creating a great atmosphere throughout the Town.  
 
Bideford Fair
 
The Clerk advised members that most of the invoices had been paid and that there were only a small handful that had not been received so far.
 
The following points were noted:
 
• Not enough food vendors and those that were there had queues.  On the other side of this, the Town benefited from this.  Councillor Lawrence advised that he had been present since the conception of this event and that, traditionally, there were not too many food vendors.  Councillor Mrs Gubb noted that there was a shortage of food outlets currently available.
 
• Not enough rubbish bins.  Councillor Bushby suggested contacting the Authority in advance of the next Bideford Fair to request more waste facilities in the Park.  Councillor Mrs Langford noted that the bins were, in all likelihood, already full before the event started – there had recently been complaints that the bins are not emptied in the mornings.  
 
• The Dog Show was a great success and thanks to Councillor Mrs Hellyer for the great job she did in judging.  
 
• Positioning of the PA in the future.  Councillor Lawrence suggested that the PA is positioned in  way to give maximum sound to more of the Park, he felt that only the arena area benefited from announcements.  He added that there could have been more arena attractions for children and younger people.
 
• Contracting South West Event Management Solutions (SWEMS) for Bideford Fair in the future.  Councillor Mrs Gubb explained that SWEMS had done a great job with the event and had a wealth of contacts.  She suggested that it would be a good idea to ask SWEMS to organise Bideford Fair in the future, for Bideford Town Council.  She added that the organisation had worked closely with the Clerk which had been successful.  Members agreed this would be a good idea and to look at dates for 2023.
 
• Successful for stalls.  The Clerk advised that she had received glowing feedback from various stall-holders, who had remarked about the lovely atmosphere and the success they had enjoyed, whether commercial or not-for-profit/charity.
 
All members agreed that the public made a complete day of it.
 
Beacon lighting
 
The Clerk advised that some invoices had been paid but she was waiting for three more.  She had not received a bill from Pollyfield for the buffet.
 
The following points were noted:
 
• Fireworks were spectacular.  All members were delighted by the Fireworks and agreed that it was a marvellous display and fitting for the occasion.  There had been high praise from the public and other members.  Councillor Lawrence had filmed the spectacle.
 
• The band, Soul Intention, were just right for the occasion.  Councillor Mrs Langford and Councillor Inch both agreed that the band were fantastic and they thoroughly enjoyed themselves.
 
• Everything well done leading up to the Beacon Lighting itself.  Councillor Lawrence felt that everything leading up to and surrounding the Beacon Lighting went very well and was well organised.  He did, however, think that there was a little dis-join between the outside sound and inside. 
 
• A “wash-up” meeting with Mrs Ferguson from Pollyfield was needed as there were a few issues that needed to be aired.
• Councillor Bushby reminded members of the site meeting at Pollyfield (and it had been minuted) where it had been agreed that the buffet would be set up in the Skittle Alley in order to avoid queueing, and that the second bar would be deployed.  Unfortunately neither of these requests were implemented.
• He further reminded members that he had allocated £1,000 for the buffet in order for there to be plenty of food throughout the evening.  Again this was not forthcoming.  
Members felt that the Pollyfield had under-estimated the numbers, although it had been pointed out that there was every possibility that the 400 capacity would be met. 
 
• All members noted that the atmosphere was great, people were enjoying themselves, despite the queue for the bar, which was a major “downside”, but it did not distract from the overall mood.
 
Members discussed other elements of the whole day and, summing up, felt it had been very successful and that Bideford had done the Platinum Jubilee proud.  They further noted that the Town Cryer had been pivotal throughout the day, as had the Bideford Pipes and Drums.
  
008.   TO RECEIVE AN UPDATE ON CHUDLEIGH COMMUNITY PICNIC
 
The Clerk advised members that she had enquired (following the previous meeting) about a Hog-roast for the day and would email the costs to members for their approval.  Being a Sunday, this would be quite appropriate and the following costs had been sourced:
 
Based on serving up to 100 people after a 10% discount has been applied would be  Gold Package  -  £1245 or 150 people would be £1537. 
Standard Hog Roast (with toasties and homemade gravy) - 100 people at £1075 or 150 people at £1325.  
Vegetarian Options -  £5.95 per head for veggie kebabs or halloumi burgers.  
It is recommended that an additional server for over 100 people which is priced at an additional £50 to help speed up serving times.
 
The Clerk had found costings for a “portaloo” from Brandon Hire at £65 each plus  £30 deliver/collect.  If hiring it would be delivered on the Friday, they would empty it on the Monday and collect it on the Tuesday (they do not collect it until it is emptied).  The units would have a lock on them but it was advised that a padlock be fitted by this Council in order to secure properly whilst on site until and after use.  
 
Councillor Bushby suggested that the Clerk order two Portaloos.  
 
The Clerk had also contacted several Community groups and was waiting to hear back from most of them.  In the meantime she had confirmation from Swiss Miss (for teas, coffees and water free of charge) and that any cakes would need to be paid for.  She also confirmed that Hedwigs Hotel, East the Water in Bloom and the Bideford Archive would be attending again this year.  Still to confirm were the Boxing Club, The Men’s Shed, Bideford Sustainability Group, Bideford Railway Heritage Centre, and various groups who use the Pollyfield Centre. 
 
The Clerk confirmed that there would not be cream teas this year.
Councillor Bushby confirmed that Hockins Ice Cream would attend.  
 
The Clerk asked about music ie The Town Band and perhaps Pipes and Drums.  Members asked her to contact them to see if they were available.  She also asked if a Face-painter would be required – members agreed this would be good.   
 
It was confirmed that the date for Chudleigh Community Picnic is Sunday 4th September from 1pm until 4.30pm.
 
Councillor Bushby requested leave of the meeting – 6.40pm
 
009.   TO DISCUSS BIDEFORD’S GOT TALENT EVENT
 
Members agreed to defer this item until the next meeting as Councillor Bushby has the template for this event. Members mentioned that this Committee would need to work with the Market Management Committee in order to bring the event to the public.
 
The Chairman asked the Clerk to make this an agenda item for the next meeting.
  
010.   TO DISCUSS THE CONCEPT OF AN ELECTRIC VEHICLE/BUGGY
 
Members agreed to defer this item until the next meeting as Councillor Bushby has more detail on this.
 
The Chairman asked the Clerk to make this an agenda item for the next meeting.
  
The Clerk asked the Chairman if she could address the meeting on a subject for the next agenda.  The Chairman asked her to go ahead.
 
She explained that there had been a suggestion to combine the Mayor’s Parade (after the Mayor’s Introduction) with Bideford Fair.  This would mean the Parade would be on a Saturday and would be more like the Procession we had on Jubilee.  This had been briefly discussed with the Town Marshall, the lead for Bideford Pipes and Drums, the Town and Deputy Town Clerks, the Town Cryer as well as the Mayor – all of whom considered it favourably.  
 
Members briefly discussed the Church Service, and the Clerk explained that the Church Service after the Parade falls at Pentecost which means the Church has to make allowance for this – it could be discussed further that a separate Church Service takes place at a better time.  
 
Members briefly discussed the Mayor taking the Salute and how this could be done with a road closure.  The Clerk suggested that perhaps set up the dais in the Bideford Fair arena and the cadets could parade through for the Mayor to take the salute.  This would need to be discussed with the Town Marshall.
 
The Chairman agreed to make this an agenda item for the next meeting.
 
011.   DATE OF THE NEXT MEETING
 
The next meeting would be held on Tuesday 19th July 2022 at 6.00pm.
 
 
The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 6.50 pm.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
                        
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

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