Minutes of the Tourism Committee Meeting held in the Council Chamber, Town Hall on Tuesday 19th October 2021 at 6.00 pm
Councillor Mrs J Gubb (Chairman)
Councillors Mrs S Langford
Councillor P Lawrence
Councillor S Inch
Councillor D Bushby
Councillor C Hawkins
Mrs L Dixon-Chatfield, Town Clerk’s Asst
042. TO RECEIVE APOLOGIES AND REASONS FOR ABSENCE
No apologies were received.
043. TO RECEIVE DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA
Councillor P Lawrence (South Ward) – Item 9 A Trustee of Up Close Theatre
044. PUBLIC PARTICIPATION SESSION
There were no members of the public present.
Proposed by Councillor Bushby and seconded by Councillor Lawrence, the minutes of the meeting held on 7th September 2021 were approved and signed as a correct record.
(Vote – For: 5, Against: 0)
046. TO RECEIVE UPDATES ON ORGANISING THE CELEBRATIONS FOR HM THE QUEEN’S PLATINUM JUBILEE
The Chairman asked members if they would accept co-opting Councillor S Inch onto this Committee for meetings where the Jubilee Celebrations formed part of the agenda. His experience with Beacon Lighting would be welcomed.
Proposed by Councillor Lawrence and seconded by Councillor Hawkins, that Councillor S Inch is co-opted onto the Tourism Committee for agenda items relating to the Jubilee Celebrations.
(Vote – For: 5, Against: 0)
DAYTIME – BIDEFORD FAIR
The Chairman noted to members that she had received a quote from South West Event Management Solutions (SWEMS) for running Bideford Fair. She added that the cost had come over the usual budget for Bideford Fair and that, after a meeting with SWEMS earlier that day, they would re-quote with the adjustments that had been put forward. She confirmed the following:
• Starting with a procession/parade from the Town Hall to Victoria Park
• Existing participants would be brought in for the Fair as well as more that SWEMS could supply. The Clerk would contact the existing list and confirm their attendance.
• There would be no alcohol
• The Chairman would apply for the Event Licence and would provide the PA
• The Clerk would contact Jonathan Marshall (who is still stuck in Spain) and get his confirmation of attendance. In the event of him being unable to attend, an alternative and equally exciting main attraction would be sought with the help of SWEMS perhaps the Bicycle/Motorbike display
• The local Cadets would be invited to be ambassadors for the event, as has been in the past.
• There may be some extra expense in order to make the day a special one to remember for all
• Insurance would be covered by Bideford Town Council
The Chairman felt it was essential to employ SWEMS to run Bideford Fair as it would be a long day, especially with the evening celebrations. She added that it was very important that the daytime events needed to have the usual family atmosphere of Bideford Fair – and more. SWEMS had a lot of knowledge and experience of events of this nature and she was confident that it would run well. Members agreed to go ahead and get a re-quote.
EVENING – BEACON LIGHTING
Members discussed the interim meeting they had with Mrs Ferguson (Pollyfield Centre), and updated Councillor Bushby who had been unable to attend that meeting, on items that had been discussed; outside lighting, stewarding, buffet, fireworks.
Councillor Bushby had received information from Sonic Fireworks which the Clerk had circulated to other members of the Tourism Committee. It was agreed that the fireworks needed to suit the occasion.
The Clerk had received a quote for stewarding the event from Red Elephant for £18.00 per steward per hour (plus VAT). Four stewards were recommended, with one being female and all being First Aid trained and SIA certificated. Red Elephant required a 50% deposit to secure the date. All members considered this to be a reasonable price and that a deposit should be paid as soon as possible.
Members discussed the provision of the buffet and agreed that, as Mrs Ferguson had offered for her team to prepare, that this offer be taken up but at a budget of £1,000.
The Clerk had received only one quote, so far, for the outside PA/Music and was awaiting another which she would prompt.
It was agreed that a souvenir programme of the Beacon Lighting be printed nearer the time.
The Clerk confirmed that both Mike Harper (Piper) and Jim Weeks (Town Cryer) would attend the next interim meeting at Pollyfield on Wednesday 3rd November at 5pm. She added that a representative from Red Elephant and Sonic Fireworks would be invited to an interim meeting in the near future, to be held at Pollyfield.
COMMEMORATIVE MUG FOR SCHOOL CHILDREN
Councillor S Inch suggested that, to mark the occasion and to keep with tradition, that a Jubilee Commemorative Mug be given to all school children by the Mayor, who would visit the schools to present the gift.
Members discussed the issue of a mug and considered that it was, perhaps, an outdated item for modern times and that something more educational could be given. A full colour commemorative book (landscape) was suggested or a drinks bottle. The Clerk agreed to look into availability and costs.
047. TO RECEIVE AN UPDATE ON THE THEME FOR THE PORT MEMORIAL DECORATIVE BED FOR 2022.
The Clerk had received a quote from Merry Harriers for the flowers for the Port Memorial Decorative Bed; £778.00 (plus VAT). The flowers would be a show of high colour with golds and reds and would be ready for planting in late May, in time for the Jubilee, and would last until late September/early October. The Maintenance Team would plant the bed.
The Clerk further reported that she had started designing a back board to be affixed to the back edging of the flower bed, to run the width. The design would be in three sections from left to right – 1. An image of the Royal Standard, 2. A write up about HM The Queen from 1952 – 2022, 3. An image depicting a water mark of the Queen’s head overlaid with wording fitting the occasion. Members were happy for the Clerk to continue with the design.
Proposed by Councillor Bushby and seconded by Councillor S Inch
RECOMMENDATION: That Merry Harriers are contracted to supply the flowers for the Port Memorial Decorative Bed at a cost of £778.00 (plus VAT).
(Vote – For: 6, Against: 0)
048. TO RECEIVE AN UPDATE ON A CHILDREN’S CHRISTMAS PARTY AT THE PANNIER MARKET
|Further to discussion with members via email, the majority were happy for a discussion with South West Event Management Solutions to run such an event.
The Chairman and the Clerk had discussed the event with SWEMS and had discussed a draft outline itinerary:
12 noon Disco and activities
1.00pm lunch – party style food in individual boxes (as was supplied at Chudleigh picnic)
1.30pm Graffiti workshop, more activities and children’s entertainment including Christmas biscuit decorating
3.00pm A Christmas movie (if the cinema is up and running in time) with a hot-chocolate or similar, if not then more dancing
A goody-bag for the children to take home to include sweets and various items from the activities.
Members agreed for the Chairman and Clerk to liaise with SWEMS for a quote to organise the party. The Clerk would obtain a costing for the lunches.
049. TO CONSIDER THE CREAM TEA EVENT FOR 2022
Councillor Lawrence advised members that the Pannier Market had been booked for Sunday 15th May 2022 and that the Market Development Officer, Chris Farris now had admin access to the Cream Tea Festival Facebook page. Councillor Lawrence added that the Clerk, himself and Chris Farris needed to meet to discuss further.
The Clerk confirmed that she was drafting the letter for participants and would forward that to Councillor Lawrence.
She further confirmed that she had left several messages for the original Sponsor to contact her but had not yet heard from them. She would continue for one more week and after that then a new sponsor would need to be sourced.
050. TO DISCUSS THE POSSIBILITY OF AN UP CLOSE THETRE EVENT IN THE TOWN HALL WINTER 2021
The Chairman asked if Up Close had been contacted about a Town Hall production. Councillor Mrs Langford was aware that the Theatre Company were performing War of the Worlds this year – again a radio version and could not see any reason why it could not be done.
Councillor Lawrence would contact the Theatre Company’s director.
051. TO AGREE THE BUDGET FOR 2022/2023
Members discussed items in the budget and agreed with Councillor Bushby that there had been a considerable underspend, even taking into consideration the outstanding invoices for the Chudleigh Picnic. They wished this to be noted. They agreed that the budget be extended to £15,000.
Proposed by Councillor Bushby and seconded by Councillor Mrs Langford
RECOMMENDED: That a budget of £15,000 be set and apportioned for 2022/23 as follows:
Up Close Heritage Theatre Events Dec 2022 £1,000
To run Bideford Fair - Jubilee £3,000
To pre-promote Cream Tea Event £1,000 (pre-event in May 2023)
Port Memorial Decorative Bed & Sign - Jubilee £1,100
Beacon Lighting Jubilee Celebrations £5,000
Chudleigh Picnic 2022 £3,000
Contingency £ 900
And that it is noted that there was a considerable underspend of the Tourism budget for 2021/2022
(Vote – For: 6, Against: 0)
052. DATE OF THE NEXT MEETING
Tuesday 7th December 2021 at 6.00pm.
The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 6.55 pm.