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MINUTES OF THE MEETING OF THE ACTIVITIES COMMITTEE HELD ON WEDNESDAY 15th AUGUST 2007
MINUTES OF THE MEETING OF THE ACTIVITIES COMMITTEE HELD ON WEDNESDAY 15th AUGUST 2007 AT 7.00 P.M. AT THE TOWN HALL, 9 DEVON SQUARE, NEWTON ABBOT.
PRESENT Councillors Miss J Fry (Chairman) Presiding
H. L. J. Cole (Vice-Chairman)
Mrs C. Bunday
D. Corney-Walker
C. Davieson
Mrs A. Fry
M. Hocking
D. Howe
Mrs G Leeper
K. Lewis
C. Parker
K. Purchase
K. Smith
A. Vizor
Mrs D. Watts
Co-opted Members:
Mr M E Ryan
Julie King – Newton Abbot & District Town Band
Stuart Gray, Chair, Round Table
Reporter in attendance: None
147. APOLOGIES
Apologies for absence were submitted on behalf of Councillors Mrs G Gaskell and Mrs S. Maddicott together with co-opted members Martin Arliss - Tall Sounds, Mr K Ballamy – G.W.R. Room Volunteer, Barbara-Ann Curran (Town Centre Manager) and Stella Watson (Newton Abbot & District Chamber of Commerce), Flt Lt Rick Webb – (ATC).
148. MINUTES
The Minutes of the Meeting of the Activities Committee held on 20th June 2007 were received and signed as a correct record.
149. PUBLIC PARTICIPATION
Nil
150. NEWTON ABBOT & DISTRICT TOWN BAND
The Committee received a progress report submitted by Julie King, Secretary of the Newton Abbot & District Town Band on performances which have been given since the last meeting, planned performances. It was noted that although the Band had full programme this year their performances had been affected by the inclement weather. The Mayor thanked Julie King on behalf of the Council for their efforts and in particular the funds raised for his nominated charity.
Arising from the above report Members referred to numerous issues regarding the Courtenay Park Bandstand. It was noted that repairs were required to the roof, residents of the area had made various complaints about general disruption in the Park and in particular youths skateboarding around and vandalising the Bandstand. Members were also informed that the store in the Bandstand had been broken into on several occasions and the Council’s chairs damaged and stolen. In this context the Police had been involved and some action taken in relation to those responsible. The Clerk reported a letter received from the Police since the Agenda for this meeting had been despatched explaining that the incidents had been investigated, that there were no other active lines of enquiry and therefore would not be allocating the case for additional investigation. Councillor Cole explained that he had reported the missing chairs to the police and had received a crime number. Councillor Cole undertook to pass the crime number to the Clerk to allow him to investigate the insurance position.
151. EVENTS UPDATE
A. CHEESE & ONION FAYRE – 5th SEPTEMBER
The Events Co-ordinator reported progress on arrangements for the Cheese & Onion Fayre to be held on 5th September 2007. Members referred to the announcement that the market traders relocation back into the indoor market had been delayed and instead of moving on 27th August, Bank Holiday Monday, they would be moving back between 8th and 11th September. As a result it was suggested that the Committee consider changing the date of the Cheese & Onion Fayre to 12th September. Arising from consideration of the implications of changing the date of the event and effects of keeping the agreed date it was:-
Agreed that the date of the Cheese & Onion Fayre remain as 5th September 2007.
Arising from discussion on the above it was proposed and seconded that the date of the Cheese & Onion Fayre be changed to 12th September 2007. On being put to the vote the motion was lost.
B. TOWN CRIER’S COMPETITION – 8th SEPTEMBER
The Committee considered and noted the draft programme of events circulated at the meeting by the Events Co-ordinator. It was noted that it was planned to return to the previous practice of hiring public address and compare services as the Events Co-ordinator needed to be available for other activities. It was confirmed that there were no budget problems with such a decision. A member suggested that Devon County Council should be contacted to ensure the town centre improvement works did not adversely affect the event.
It was noted that a ’Meet the World’ event had been arranged by Teignbridge DC/CVS at Courtenay Park on 8th September (details were circulated at the meeting). The event was intended to be a celebration of community cohesion and diversity through music, food, art and dance. A number of Members expressed their displeasure that yet again, Teignbridge had arranged an event on the same day as the Town Council. At the Committee’s previous meeting details were given of a ‘Food for Thought’ Newton Abbot event which coincided with the Council’s COGNAC event causing it to be reduced to a Cheese & Onion Fayre only. There had now been a further clash with this event.
Arising from the above it was:-
(a) agreed that the Events Co-ordinator call as a matter of urgency a meeting of the COGNAC Working Party; and
(b) the Council’s officers endeavour to meet with Teignbridge DC to discuss opportunities for working far more closely on events in Newton Abbot and to invite their representative to a future meeting of the Committee.
152. CARNIVAL 2007
1. The Chairman invited Stuart Gray, Chairman of the Round Table, to report on the Carnival for 2007.
Mr Gray explained that the Town Council had been in a stronger role than in previous years, thanks to the efforts of the Events Co-ordinator as Carnival Organiser, Councillors, Mike Ryan and family and friends for the assistance given.
Attendance at meetings organised by the Round Table and during Carnival Week itself.
He detailed the events organised throughout the Carnival week i.e. special arrangements for the crowning of the Carnival Queen on the 7th July by the organisation known as Court Leet & Court Baron; roll a dice; quiz night; band concert/’Songs of Praise’; duck race (arranged by the Rotary Club); rock n roll evening; fun run; Carnival procession. He expressed the view that overall it had been a great success with the procession attracting more participants and members of the public than previously and the consequent collection had been improved. However, he accepted some individual events had not been as successful as he would have hoped but with better marketing they could contribute better in the future. The Committee was reminded that the Round Table had given notice that 2007 was the last year it would be organising the Carnival and Mr Gray was pleased that the Council had agreed to take back responsibility.
The Chairman in thanking Mr Gray and his colleagues on behalf of the Council for managing the Carnival for the last 30 years presented him with a commemorative Newton Abbot town Council mug.
Arising from consideration of the implications of the Council having taken back responsibility for managing the Carnival it was:-
RESOLVED
(a) that the existing Carnival Committee be re-appointed and encouraged to meet as soon as possible to commence arrangements for the 2008 Carnival;
(b) that in accordance with its previous decision it be reaffirmed that Newton Abbot Town Council will take responsibility for overseeing the Carnival for 2008 and facilitation to be through its Events Co-ordinator;
(c) that the Activities Committee includes in its 2008/2009 budget proposal to increase its contribution to the Carnival for 2008 form £500 to £1,500.
2. The Committee noted a report by the former Town Clerk (previously circulated), referred to the Committee by the Finance & General Purposes Committee under minute 93(b)/7/2007.
153. CHRISTMAS ILLUMINATIONS 2007
Working Party
The Chairman of the working Party presented the notes of the meeting of the Working Party held on 17th July 2007. It was noted that a contract had been entered into with Festive Lighting for the supply of illuminations for the next 3 years. Councillor Hocking, explained to the Committee that it had also been possible to purchase additional festoon lighting and other displays with a view to ensuring the illuminations this year were not criticised for being ‘sparse’ in some areas. He also explained that it was possible to purchase further displays as a result of a grant of £2,000 received from Teignbridge District Council’s Urban Aid Fund which will increase the assets owned by the Council.
.
The report of the Working Party was noted with pleasure.
154. BEATING THE BOUNDS
The Committee received the report of the former Town Clerk on the possibility of the Council re-introducing the tradition of the septennial ‘Beating of the Bounds’.
Arising from consideration of the report it was agreed that a Working Party consisting of Councillors D Corney-Walker, C Parker and K Purchase investigate the implications of reintroducing the septennial ‘Beating of the Bounds’ in 2009.
155. STRATEGIC WORKING PARTY
1. The Committee received report of Strategic Working Party held on 18th July 2007 (previously circulated);
2. Consideration was given to the Committee’s priorities for the next three years as requested by the Strategic Working Party for inclusion in the Core Strategy. It was noted that the next meeting of the Strategic Working Party is scheduled for 5th September 2007.
The Events Co-ordinator tabled the following list of events organised by the Council and requested the Committee to review their priorities for submission to the Working Party. Members considered the community benefits of each event and made suggestions for improvements and modified approaches as indicated:-
BAND CONCERTS – to be continued, seek further sponsorship, consider greater variety of music and Events Co-ordinator have greater involvement;
BARHAM CUP – the Council give notice to Teignmouth Regatta that it is considering withdrawing from the event after 2008 should there be no greater community benefit for Newton Abbot;
COGNAC – Members discussed the possibilities for a major food, drink, music and crafts themed event for Newton Abbot possibly based around Courtenay Park which could also attract considerable sponsorship. Officers were requested to liaise with Teignbridge DC with a view to a joint event;
TOWN CRIERS COMPETITION – to be continued to be organised by the Town Council, possibly on a biannual basis and combined with the Carnival. Agreed that it be referred to the Carnival Committee;
VICTORIAN EVENING – to be continued but efforts be made to improve upon the ‘Victorian’ theme and the quality of the event e.g. wares on sale, lighting, music, costumes;
NEWTON IN BLOOM – continue and attempt to attract more entries;
BRITAIN IN BLOOM – enter 2008 and roll-over funding from 2007;
CARNIVAL – see minute 152(1)/08/07 above.
156. INCOME & EXPENDITURE
The Committee noted the report showing the Income & Expenditure 1st April 2007 – 30th July 2007. There was a net expenditure to date of £1,608.52p.
Reference was made to cheques numbers 6906 and 6893 and that the descriptions and amounts had been transposed.
157. LATE CORRESPONDENCE
The Mayor read to the Committee a letter from former Town Clerk, Mr Rod Tuck, thanking Members for their retirement gift and good wishes upon his retirement from the Council.
158. DATE OF NEXT MEETING
It was agreed that the next meeting of this Committee be held on Wednesday 14th November to consider the budget for 2008/2009.
…………………………….
Chairman