Minutes of the Tourism Committee Meeting held in the Town Hall, Bideford on Tuesday 17 December 2019 at 6.00 pm
Councillor Mrs J Gubb (Chairman)
Councillor C Hawkins
Councillor Mrs K Corfe
Councillors Mrs S Langford
Councillor P Lawrence
Councillor D Bushby
Mrs L Dixon-Chatfield, Town Clerk’s Asst
049. APOLOGIES FOR ABSENCE
Cllr B Edwards – Northam Town Council
050. DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA
There were no declarations of interest at this point in the meeting.
051. PUBLIC PARTICIPATION SESSION
No members of the public were present.
Proposed by Councillor Lawrence and seconded, the minutes of the meeting held on 22nd October 2019 were approved and signed as a correct record.
(Vote – For: 6, Against: 0)
053. TO RECEIVE AN UPDATE ON BIDEFORD FAIR 2020 PROGRESS, AND, IF APPROPRIATE, RECOMMEND TO COUNCIL ANY ACTIONS REQUIRED
The Chairman asked the Clerk if any more bookings had been received. The Clerk read out the confirmed bookings that had sent in their paperwork and the ones she was still waiting to hear from. She would draw up a comprehensive list for the next meeting.
The Clerk had not heard any more from the Ferret Racing man after explaining to him about birds of prey being on the site. She would chase up. She also asked Councillor Mrs Langford about paperwork for the Boxing Club sparring area and the Racquet Club, Cllr Mrs Langford gave the Clerk the contact names.
The Chairman asked Councillor Mrs Corfe if she would like to have an awareness stall for the group she was involved with, the Councillor affirmed this and also asked if the Belly Dancers would be required. The Clerk said she would send the booking forms to Councillor Mrs Corfe.
The Clerk informed members that she had quite a few calls to make to chase up certain participants, including the Sea Cadets, who she had contacted as soon as a date had been set. She would also contact the Animal Ambulance about the bat information tent, the Kingsley Judo group and would chase up the Gymnast Display team.
The Chairman would confirm the Pipes and Drums as well as contacting a Morris Men side.
Members discussed a Dog Show and the Clerk agreed to call into Creature Comforts to see if they would like to be involved with Sponsorship.
The Chairman concluded by saying she and the Clerk would get together in the New Year to go through their list of participants.
054. TO RECEIVE AN UPDATE ON EVENTS IN NORTHAM BOROUGH
There were no updates.
055. TO RECEIVE AN UPDATE ON UP CLOSE THEATRE AND FINALISE PLANS FOR THE FORTHCOMING PRODUCTION AND, IF APPROPRIATE RECOMMEND TO COUNCIL ANY ACTIONS REQUIRED
Councillor Mrs Langford was pleased to inform members that all had been arranged, and whilst ticket sales were not as high as expected, she was confident that the performances would be successful. She was of the opinion that the date (so close to Christmas) may be a factor in poor ticket sales. She added that the licence had been obtained from the Authority.
Councillor Bushby asked if tickets would available on the door and asked the Clerk to produce 4 x A3 posters and he would affix them to A boards and position them in the centre of the Town. The Clerk would ask the Admin Assistant to put a message onto the Town Council social media page.
Councillor Mrs Langford added that posters, banners, social media and promotion earlier this week had been helping to get the message across, as well as the Mayor appearing on the Voice FM to promote the event, adding some history and importance to this “first”. She had also managed to get some raffle prizes.
Councillor Mrs Langford continued that she and Councillor Bushby would be meeting with the Deputy Town Clerk to go through the rigorous security and locking up procedure for the Town Hall, this coming Thursday morning.
The following running order will be in place
Maintenance team will set out chairs for audience
Clerk to set up an area for the raffle
Clerk to set up area for donations
Cllrs Mrs Langford and Bushby will arrive at 6.30pm (the building will be open) at the same time as the Theatre Company. As it is Factory Friday it is essential that the front door is manned at all times while it is open.
Councillor Mrs Langford has a raffle book and suggested that we would need two floats, one for raffle and one for ticket sales on the door. The Clerk will arrange that.
Clerk to send the procedure for locking up to TDC
Councillors Mrs Langford and Bushby to secure and lock the Town Hall
Councillor Mrs Langford to unlock the Town Hall at 4.30pm
4.30pm Up Close Theatre will arrive.
4.30pm the Clerk will arrive
There will need to be one person on the door, one person to sell raffle tickets (or give out tickets to those who have brought a donation) and one to usher the public to their seats.
Councillor Bushby would ask Mrs Bushby if she will assist with the raffle tickets.
The Chairman will be able to assist, with Mr Gubb, with the second performance at 8pm
Two performances – one at 6pm and one at 8pm.
Councillors Mrs Langford and Bushby will lock up after securing the building, at around 10pm.
The Maintenance Team will re-set the Town Hall.
Councillor Mrs Langford asked if any other Councillors would be able to help, the Clerk said she would email the whole Council to see if there were any volunteers forthcoming.
Councillor Mrs Langford felt that perhaps there should be a mention in the direction of the previous Tourism Committee Chairman, the Clerk assured her that this had been put across with the Mayor in his radio interview.
Councillor Mrs Langford was hopeful for the future, working with Up Close Theatre on more productions and the original idea of re-enacting The Three Witches would be discussed again.
The Chairman thanked Councillor Mrs Langford and hoped the event would be the first step of many.
056. TO RECEIVE AN UPDATE ON THE CREAM TEA EVENT AND, IF APPROPRIATE, RECOMMEND TO COUNCIL ANY ACTIONS REQUIRED
The Clerk had handed out the provisional form and posters for approval.
Councillor Lawrence would like to launch the event on 30th January 2020. A venue was discussed and the fact that the Pannier Market would be technically closed, members agreed to hold the event in the Pannier Pantry, Custom House. The Clerk would book this with Carol Wawrychuck. Invitees will be the Press, photographer, BTC Councillors, the Mayor and whoever else the Committee feel should be there. Promotional boards would need to be on show and a strong social media presence.
Councillor Lawrence asked Councillor Hawkins if he would be able to assist in setting up a website. Councillor Hawkins said it may work that a dedicated page could be included on the One Bideford website. He has a meeting to discuss the website in the New Year and would report back to Councillor Lawrence.
The subject of a trophy and rosettes for commendations would be discussed further at the next Tourism meeting.
Members discussed judging and the different machinations of judging. It was decided to keep it as simple as possible for this first year. Members agreed with the Clerk that to have 3 or 4 local well known personages from the Tourist industry as the figureheads of the voting public, would be a good idea, but deferred further discussion to the next meeting.
Councillor Lawrence did have some concerns about the organisational side of this event and had, originally, discussed it in depth with the former Market Development Officer. Councillor Bushby suggested perhaps getting her back on board on a contract basis to help with the marketing side of the event. Members all agreed that this could be very useful, especially seeing as how successful Late Night Shopping had been at the Pannier Market which was accredited to the Market Development Officer.
Proposed by: Councillor Bushby and seconded by Councillor Mrs Gubb
RECOMMENDED: That the Council contracts Mrs Helen Persson, on a self-employed basis, to assist with organising the Cream Tea Event on Sunday 17th May 2020, using her Marketing expertise, for a set fee.
Vote: (For: 6, Against: 0)
057. TO MAKE A START ON ARRANGEMENTS FOR THE VE DAY 75TH A CELEBRATIONS ON 8TH MAY 2020 AND, IF APPROPRIATE, RECOMMEND TO COUNCIL ANY ACTIONS REQUIRED
The Clerk read out the plan in place as given to her by the Town Clerk.
3pm Battle’s O’er – A lone Piper, the Mayor, Beadle and Town Clerk will go to Chudleigh Fort to lay a wreath, then the waiting taxi will drive them down to the Royal Hotel (lower car park) to meet up with the Pipes and Drums and the Councillors and other Town Council officers.
The Mayoral party and all Councillors (and wives/partners), will be escorted by Pipes and Drums from outside Royal Hotel over the bridge, along Quay, turning into High Street, turning into Grenville Street and on to the Pannier Market. This will require a road closure – cost is approximately £500 (the Town Clerk has added here that this will be paid for from the Events budget). The road closure will need to be booked in January.
Permission will be required from the Royal Hotel for Councillors etc to gather in their lower car park or, if wet, in their foyer.
A taxi will need to be booked.
On reaching the Pannier Market, originally the idea of a street party type event was planned.
Councillor Bushby was not keen on the idea of a road closure for such a small party of people, some of his fellow members agreed. After much discussion they all agreed that if £500 was to be paid for a road closure then the procession/parade needed to grow and to include Cadets from all the affiliated services. He also suggested that the Town Band be at the Pannier Market playing music from the period when the Parade enters the Market Hall.
The Chairman asked Councillors Mrs Corfe and Hawkins if they would be able to work with the Market Management Committee together with the Tourism Committee to put an event of this type on in the Pannier Market. Councillor Mrs Corfe said it would be important to get the item onto the next Market Meeting. She came up with ideas of having children’s games of the period, a free buffet for the public. The Clerk suggested that tickets be issued to those who applied for them. With advertising them, there would be a fair spread across the electorate. Tickets free of charge.
Councillor Bushby suggested music of the period in the background with some live acts. The Chairman offered her PA equipment free of charge.
Members discussed the marketing of the event and again, it was considered that perhaps the services of Mrs Helen Persson could be contracted. All members felt that this was an important event and should be something for many people to remember.
Proposed by: Councillor Bushby, seconded by Councillor Hawkins and
RECOMMENDED: That this Council contracts Mrs Helen Persson to assist with organising of the VE Day 75th Anniversary celebrations, on a self-employed basis, in the Pannier Market on Friday 8th May 2020, using her Marketing expertise, for a set fee.
And, furthermore, that a road closure is set up for a Parade from the Royal Hotel to the Pannier Market, including the Pipes and Drums, the Mayoral Party and Councillors, and cadets affiliated to the services.
Vote: (For: 6, Against: 0)
058. TO OPENLY DISCUSS IDEAS AND PROJECTS FOR THE TOURISM COMMITTEE TO PROGRESS AND, IF APPROPRIATE, RECOMMEND TO COUNCIL ANY ACTIONS REQUIRED
The Chairman felt that there were some large events already in the pipeline, and that perhaps there was enough to be getting on with.
The Clerk asked Councillor Mrs Langford if she would be pursuing further events with Up Close Theatre. The Councillor agreed that she would begin talks with them early in the New Year and would aim for a Three Witches production.
It was suggested that perhaps a Busking Saturday could be introduced, to come in a week before the Music Day event. The Clerk offered to approach the Authority for an amnesty on busking licences for one day a year, but that buskers would have to register with the Town Council beforehand.
The Chairman asked the Clerk to make Busking Saturday an agenda item.
059. DATE OF THE NEXT MEETING
The Chairman thanked everyone for attending and wished them all Festive greetings.
Tuesday 28th January 2020 at 6pm in the Council Chamber.
The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 7.30 pm.