Minutes of the Tourism Committee Meeting held in the Council Chamber, Town Hall, Bideford on Tuesday 20th July 2021 at 6.00 pm
Councillor Mrs J Gubb (Chairman)
Councillors Mrs S Langford
Councillor P Lawrence
Councillor S G Inch (Substitute)
Councillor C Hawkins
Mrs L Dixon-Chatfield, Town Clerk’s Asst
022. APOLOGIES FOR ABSENCE
Councillor D Bushby (North Ward) – illness.
Councillor Mrs K Corfe (West Ward) - personal
The Chairman thanked Councillor Inch for substituting for Cllr Bushby at short notice and all members congratulated him on his successful election to the Town Council.
023. DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA
There were no declarations of interest at this point in the meeting.
024. PUBLIC PARTICIPATION SESSION
There were no members of the public present.
Proposed by Councillor Mrs Langford and seconded by Councillor Lawrence, the minutes of the meeting held on 16th June 2021 were approved and signed as a correct record.
(Vote – For: 4, Against: 0, Abstentions: 1)
026. TO RECEIVE UPDATES ON CHUDLEIGH PICNIC, DISCUSS AND APPROVE A NOTICE OF MOTION FOR THE REPLACEMENT OF THE CHUDLEIGH INFORMATION PANEL.
The Chairman invited the Clerk to update members. She had spoken to the Pannier Pantry about takeaway Ploughman’s and Cream Teas and showed members the receptacles that would be used. The costs were:
• A basic and simple Ploughman’s (to include salad, good sized piece of cheese, bread, butter, pickles as well as wooden utensils - £5.00 each
• Cream Tea (to include 2 scones, jam and clotted cream) with a wooden knife - £4.00 each
Members discussed numbers as originally it had been agreed that 100 but they didn’t like the idea of any waste, but 50 didn’t seem enough. The agreed with 70 Ploughman’s lunches and 70 cream tea boxes. The Clerk pointed out that there would not be the facility for beverages or cold drinks. Different ideas were discussed, and it was agreed that Councillor Lawrence would speak with a vendor about coming along and dispensing drinks, he would probably have snacks on board ie crisps etc. Members agreed that a voucher for a drink from the vendor would be inside the lunch boxes. The voucher would cover tea, coffee or juice/squash/water. Councillor Lawrence would report back.
Members suggested inviting the Burton to the event with the “Mobile Art Box”, the Clerk agreed to get in touch with them.
The Clerk was waiting to hear back from Jag Signs about the Information panel, the Chairman explained that an alternative to Jag had been considered but it was too expensive, and it seemed sensible to use Jag as they had produced the original. The Clerk asked if members were happy to put a Notice of Motion together once the costings had been received for the Information Panel, all were. The Clerk mentioned that she would push for a completion date to be in time for the event.
Members were advised that Councillor Bushby would pursue the ice cream voucher scheme as soon as he was fully well. Also, that the face-painter would be attending as well as Bideford Archive.
The Clerk pointed out that the lunches and cream teas would be held in the Town Council Gazebo for collection by attendees.
The weather was discussed and the possibility of cancellation. All members agreed to keep an eye on the weather forecast. The Clerk would check with the Pannier Pantry about last minute cancellation.
Councillor Bushby had given permission (in his capacity as TDC Chair) to raise the Town Council flag at Chudleigh.
The Clerk agreed to get started on the licence.
027. TO RECEIVE AN UPDATE ON A BAVARIAN STYLE CHRISTMAS MARKET IN THE PANNIER MARKET
The Clerk had received an email from Councillor McKenzie to say such, but to add it to a Tourism Agenda in January 2022 to re-open discussions.
Members agreed that as this event would not be going ahead, to remove it from the future agendas until the New Year.
028. TO RECEIVE UPDATES ON THE 70TH JUBILEE IN 2022
The Chairman updated Councillor Inch on the proceedings so far and invited the Clerk to update members on her actions.
She had spoken with Mrs Ferguson at the Pollyfield and given her an outline plan of what this Council had planned: a free buffet, a band, the Beacon lighting, the Town Cryer’s cry and a firework finale, so far. Mrs Ferguson said she would check the Beacon but as far as she was aware it was in good order. She had asked if Councillor Inch would be involved in the arrangements and requested a meeting in the near future to get an idea of how the evening would work. The Clerk said that she would ask Councillor Inch for his involvement and would look to set up a meeting.
Mrs Ferguson had also mentioned the need for a PA. Members were keen to keep continuity and use the company they use for their outside events. This would all be discussed at the Working Group meeting.
The Clerk has booked the band “Soul Intention” for the evening as requested at the last meeting.
The Clerk suggested that, as Councillor Inch was not a member of the Tourism Committee, that a Queen’s Jubilee Working Group be set up to include: Councillors Mrs Gubb, Mrs Langford, Inch, Bushby or Lawrence, the Clerk. The Chairman asked the Clerk to speak with Mrs Ferguson and then email this Committee’s members and Councillor Inch with a selection of dates and times that to set up a meeting for the Working Group. Councillor Inch requested that the meeting be held at the Town Hall. It was important to establish that the Town Council are making the arrangements for this Event to be held on Thursday 2nd June 2022.
For the purpose of these minutes and to keep the outline plan fresh in everyone’s minds the running order for the day, thus far, is:
• Procession from Town Hall to Victoria Park
• Mayor to open Bideford Fair
• Bideford Fair – with the people who were originally booked for 2020 and 2021, but to include family games and some more old-fashioned games
• A break in events from 5pm – 7pm
• Pollyfield from 7pm with a buffet and music
• Town Cryer’s cry
• Beacon Lighting
• Fireworks – fully sanctioned at Full Council.
029. TO ELECT A REPRESENTATIVE FROM THIS COMMITTEE TO ATTEND MEETINGS WITH THE BURTON AT BIDEFORD
Members were unsure of the reason for a representative from this Committee to be involved in Burton meetings. The Clerk explained that it was more to do with Tourism within the Town and events. It was not to do with the Art Gallery side of the Burton.
Members agreed that Councillor Peter Lawrence would be the representative for the Burton, in his absence Councillor Mrs Langford agreed to attend.
030. TO DISCUSS ORGANISING A CHILDREN’S PARTY LATER IN THE YEAR, AT THE PANNIER MARKET
Members discuss the possibility of holding a children’s party in the Pannier Market and that enquiries would be made of an entertainer being brought in. But this would need to be co-ordinated with the Development Officer as he did have a schedule of events planned leading up to Christmas.
The subject would be deferred to the next meeting, when Councillors Bushby and McKenzie would hopefully be present.
031. DATE OF THE NEXT MEETING.
Tuesday 7th September 2021 at 6pm. It was, however, agreed that an interim meeting would be called before 4th September to tie up any loose ends and pull a team together for the Chudleigh Picnic event. The Clerk would liaise with the Chairman.
The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 6.55 pm.