KEYNSHAM TOWN COUNCIL
Minutes of the Keynsham Winter Festival Committee held on Tuesday 29th July 2014 at 2.00 p.m. in
the Town Council Offices
PRESENT:
Councillors G Hellier, A Crouch, C Davis and L O’Brien (KTC),
P Sawyer (Churches Together) and S Dixon (B&NES)
IN ATTENDANCE:
Dawn Drury (Deputy Town Clerk)
14.
APOLOGIES FOR ABSENCE
Councillor C Duckett and N Baker (Tesco Community Champion)
15.
DECLARATIONS OF INTEREST
There were none.
16.
NON DISCLOSABLE PECUNIARY INTERESTS
There were none.
17.
DISPENSATIONS
There were none.
18.
MINUTES OF THE LAST MEETING
The minutes of the meeting held on Tuesday 3rd June 2014 were approved as a correct
record.
19.
FORMAT FOR 2014
a)
Site layout, stage, road closure:
The Deputy Town Clerk reported that the road closure application and plans have
been sent into B&NES for approval.
A site meeting is being arranged for August, the Police, Parking Services and
Stewards have been asked to attend. The SAGE meeting is booked for 5 th
November (in the Town Council office). The EMP needs to be submitted by 22 nd
October.
A separate site meeting with the Fun Fair manager will be arranged to discuss layout,
set up times and the fee for 2014. DTC TO ACTION
Ian McGill’s Transport have kindly offered the use of their flatbed lorry as staging.
For information, Bath First Aid Training do not have the manpower for an event of our
size and we are awaiting a quote from St. John’s Ambulance Service.
Pauline will check if the Baptist Church will be available from 3.00 p.m. for the
stewards’ brief. PAULINE TO ACTION
A quote of £760.00 plus VAT has been received from Zapp Umbrellas for hire of stall
umbrellas, tables and delivery/erection and dismantling of the same.
An email was read out from Alison Wells (B&NES) detailing information regarding the
sub-contracting of the installation of the Christmas lights.
K.W.F. Committee
29th July 2014
A quote has been requested from B&NES for the Park & Ride Service.
suggested that Waitrose may like to sponsor this. DTC TO ACTION
It was
The Scouts have been contacted about bringing along the climbing wall and this has
been confirmed as available. This is usually positioned by Poundland.
The Deputy Town Clerk suggested inviting along the double decker ball pool bus it
was thought that this would be best positioned on the layby near St. John’s Church in
place of the fun house.
Quotes are being sought from Theatek (for stage lighting and sound) and Enlightened
for stall lighting.
Tesco have confirmed the use of car parking spaces for the Fear Hall stall holders
(we just need to supply the vehicle registration numbers of the stall holders require
parking spaces)
b)
Organisation - Applications and licenses update
The banner licence and street trading applications have been submitted to B&NES.
A PRS Licence has been applied for. If mulled wine is to be sold in the Fear Hall a
Temporary Events Licence will be applied for.
c)
Hall booking confirmations
The Fear Hall has been book for the Craft Fayre
A request has been made for use of the Key Centre on the Saturday and Friday for
the children’s workshops.
d)
Stall bookings
A new updated stall booking form has been produced and has been sent out to all
previous stallholders. A copy has been put on the Town Council website and there is
a link on the Town Council Facebook page. Hard copies are available on request
from the Town Council office. To date one stall, Bonne Crepes, has booked.
A request was made to keep the fee for the sweet stall at £50.00, for this year. This
fee was agreed.
e)
Publicity - banners
The Deputy Town Clerk confirmed that we would require two small banners (one for
the Fear Hall, one for the stage) and one large road banner. As these are all PVC it
would best to produce these from new. It was reported that Sandison Windows had
contacted the office regarding sponsorship and the new banners were suggested. A
discussion was had in respect of advertising in exchange for sponsorship and it was
agreed that there should be a sponsorship criteria that sets out the boundaries and
format. The Deputy Town Clerk will look into the Parish Council’s protocol in respect
of sponsorship. DTC TO ACTION
Lisa suggested cutting costs by painting over the existing signage that promotes the
event and is attached to the welcome to Keynsham signs. The Deputy Town Clerk
will look into the possibility of re-use. DTC TO ACTION. A vote on suggested logo
and banner sign designs was undertaken and one of each chosen.
Trade It will be contacted regarding production of a free programme failing which we
will produce our own in house programme.
f)
Invitation of B&NES Chairman
The Chairman of B&NES has been invited to attend.
K.W.F. Committee
g)
29th July 2014
Entertainment
It is not confirmed yet as to whether the Fire Station will holding an open evening on
the 28th November.
The Library are keen to be involved and Punch and Judy will be invited to perform.
Tumareich Children’s charity performers – It was agreed that only charities serving
the local community should be able to perform at the Winter Festival. The Deputy
Town Clerk will inform the group. DTC TO ACTION.
Amazeballs – games stall for children/adults. A decision was made not to invite them
because it they may clash with the fun fair. DTC TO ACTION.
Pauline asked the Leisure Centre if they would like to be involved. They were keen
but said that they could not host activities if it was wet as they need to keep the gym
areas dry.
The following have been contacted regarding being part of this year’s Festival:The Town Crier, Jimmy Mack (Compere), St. John’s Junior/Youth Choir, 2386 Air
Cadets, Riverside Choir, Totally Maracas, KLOGS, the Salvation Army. The Lions re.
Father Christmas and sleigh (for the procession). Confirmation of booking is awaited.
The stilt walkers have been contacted and quote has been requested for Winter
themed characters.
Church activities:Elim Church have confirmed that the signpost puppets will be able to perform in the
Baptist Church. A start time of 7.00 p.m. was suggested.
There will be a nativity scene displayed in the Victoria Methodist Church.
Pauline will send out a note to all the churches asking them to submit activities that
they are holding and that they want included in the programme.
It was reported that John Paget may be putting on some entertainment in Temple
Court. The Deputy Clerk will need to have full details to include in the EMP and to
request that stewards monitor this area during the evening.
The use of Temple Street for extra stalls was suggested. The Deputy Town Clerk
said that she would discuss this at her site meeting with the Police and Stewards. If
agreement is given it may mean appointing a few more stewards to be based in
Temple Street by the crossing.
The youth workers would like to have either a rodeo reindeer or inflatable activity
(depending if they can get outside funding) at the event. They would also like to run a
hidden heroes booth (film/photo/audio) as a link with the Fringe Arts in May 2015.
There will also be detached youth workers on the night. It was agreed that the Youth
Service could be based on the ground floor of the Key Centre together with Somer
Valley Radio and the children’s workshop could be moved upstairs (this would be
dependent on the availability of the upstairs on the night).
h)
Competitions
Children’s Winter Wonderland colouring competition.
competition was selected.
The design for the colouring
K.W.F. Committee
29th July 2014
A glitter and sparkle fancy dress competition for two age groups 10 and under and 11
– 16 to be judged on the night (either at the stage or in the Key Centre – to be
decided). A boy and girl winner for each category – Tesco’s have confirmed that they
will supply the prizes for this competition. It was agreed that this competition should
be judged by the Chairman of B&NES and the Chair of the Chamber of Commerce.
DTC TO ACTION.
Window Competition – Winter Wonderland Theme –Tesco’s have agreed to sponsor
the prizes. The Tesco’s Store Manager and a Manger from Waitrose will be asked to
judge the windows, with Tony’s assistance on the day, Judging from 4.00 p.m.
i)
Pre-event workshops
Chrissie has confirmed her availability for the three workshops. Her fee for the
workshops and materials will be the same as the past two years. She has requested
£20.00 to cover petrol costs. This was agreed and she will be asked to incorporate
these costs into the cost of materials on the invoice.
It was agreed that face painting be sourced to put on alongside on the night
workshop.
20.
BUDGET
Pauline agreed to approach Churches Together regarding sponsorship of the event.
PAULINE TO ACTION
Sponsorship:
Sponsorship could possibly be sought from the new retailers in the development once
they start moving in. It was suggested that Barratts and other local developers be
contacted for sponsorship.
21.
DATE OF NEXT MEETING
The Working Party’s next meeting will be held on Tuesday 2nd September at 2.00 pm.
SIGNED........................................................................... DATE............................................
(CHAIRMAN)