MINUTES OF THE FACILITIES COMMITTEE MEETING
HELD ON 1st SEPTEMBER 2009
Present: Cllr Cusack(part) Cllr S Jones(Chair) Cllr M Harwood
Cllr Boulton Cllr S Roberts
In attendance: Vanessa Lawrence(Clerk) Cllr M Jones
To accept apologies for absence: Cllr Frank FC074 Declarations of Interest in items on agenda:
None FC075 To confirm the minutes of the meeting held on 4th August 2009
It was RESOLVED to confirm the minutes of the meeting held on the 4th August 2009 (pp 060- 061 09/10) – All in favour FC076 Matters arising
None FC077 To review receipts and payments for Facilities Committee for July 2009
Cllr S Jones asked about the variances in the figures. The Clerk to send a detailed breakdown of expenditure and income. ACTION: Clerk to send breakdown of figures for Facilities FC078 Skate Ramp- To discuss details for working team to re-paint surface of ramp.
The Clerk gave an update on the Skate Ramp:-
• The paint has now arrived for the re-paint of the surface. Councillors are needed, that can be called upon at short notice, to paint the ramp surface, this is due to the unpredictable nature of the weather. ACTION: Clerk to e-mail Councillors for volunteers.
• The streetlight has now been programmed into Highways schedule and the position for this has been marked out. We are awaiting an installation date from Glos. Streetlighting. The light is to be funded by FTC, Streetlighting and Cotswold District Crime Prevention. ACTION: Clerk to contact Glos. Streetlighting to request a proforma invoice. FC079 CCTV: Update on progress
Cllr S Jones will be preparing a letter to go to all Businesses in the Market Square regarding CCTV. We have had a useful free analysis and quote. Officcial approval to allocate £7000 is teill needed from Full Council.ACTION: Add item to Agenda for Full Council. Cllr S Jones to draft a letter to businesses in the Market Place. FC080 Allotments: Update on progress
The Clerk updated the Councillors on progress to date:-
We are awaiting further details on a piece of land just outside of Fairford which might be used for Allotments. Cllrs asked the Clerk to contact the owners of a site that might be suitable in Fairford. ACTION: Clerk to make further enquiries. FC081 To discuss branding.
It was decided that this item might be covered under the Healthcheck. Cllr Cusack arrived. Various ideas were discussed for a good name for a slogan to support the Healthcheck. It was agreed that this should be discussed in further details along with details of the Healthcheck at the next Facilities meeting in October. ACTION: Clerk to add this item to the Agenda for October Facilities meeting. FC082 To discuss costings relating to proposal for Town Crier Competition to be held in Fairford 2010.
Cllr M Jones put forward details relating to the proposal for a Town Criers Competition to be held in Fairford in 2010:-
20-25 Criers plus their escorts =50 approx.
Helpers = 10 approx
It was agreed that it would be a good idea to also run a Junior Criers competition with children from both schools taking part. Draft Programme
Start 10.00am with tea/coffee - WI will provide this at a cost of £0.50p per head approx.
Draw - to set times for criers i.e. am or pm
11.00am to Market Square for first competition.
Break for Lunch between 12.30 – 1.00pm = cost £420 approx. (Provided by local business). Afternoon session –
Finish about 3.30- 4.00 then tea & cake – County Markets to provide – cost approx £150.
Further items with a cost implication would be the supply of trophies – 6 – cost approx £50
A cookbook of Cotswold recipes for the ladies – cost approx £2.00 each. It was agreed to look at sourcing these items directly from the wholesalers. Judging slip would be provided by the Town Criers Guild. Arkells brewery to be contacted for a donation of bottled beer which could then be incorporated into the provision of “goody bags”, which would then also include such items as pamphlets, coasters or fridge magnets and a certificate (to be designed in house).
The PA system would be required and chairs for the square and approx. 4 tables. ACTION: Clerk to contact the Palmer Hall with reference to borrowing chairs. It was suggested that we might look at having some non-food stalls set up. Cllr M Jones said that no traffic restrictions would be needed.
We would also require 3 prizes and Cllr M Jones would also organise the provision of judges.
The Business Club to be contacted to seek sponsorship for this event. We would need to publicise this event in the media and to produce a small A5 leaflet with details of the Criers, Sponsors and acknowledgements.
Cllr S Jones felt that this would a great way of promoting & marketing Fairford. All other Cllrs agreed with this and a recommendation for this to be approved should be put to Full Council. Cllr M Jones advised the Committee that the only date that this event could take place would be Saturday 7th August to fit in with the Town Criers Calendar, and requested that a small group be formed to help with the organisation of this event if approved. Only local criers would be invited i.e those from Glos & Wilts and Guild rules will apply. It was thought that a budget of approx. £2000 should cover this event, but that in all likelihood the whole amount would probably not be spent. ACTION: Clerk to add this item to Full Council Agenda for September for approval following which, Clerk to contact FLBC, schools, wholesalers and Arkells. FC083 To discuss Town Crier’s attendance at National town crier events for 2010.
Following on from Item FC082 – A list of all the events that Cllr M Jones has attended so this year, was submitted to the Committee and it was agreed that details of Town Criers events should be put onto the website. It was felt that Cllr M Jones, as the Town Crier, acts as an Ambassador for the Town and he confirmed that when he attended these competitions he takes with him leaflets and information about Fairford which is then distributed. A calendar of events for 2010 will be put onto the website when available. FC084 To consider ways of promoting the Wednesday Market.
Cllr M Jones put forward an idea in order to help promote and encourage the Wednesday market. This is in conjunction with the Volunteer Bureau’s Community bus. Cllr M Jones’ suggestion is that the bus be used to run a door-to-door service on a Wednesday for OAP’s in Fairford and also running into other villages. This could be done upon receipt of a phone call from anyone wishing to go to the market, but is unable to do so. The call would be taken by the Volunteer Bureau and then a list of names of people wishing to come to Fairford could be compiled and made to users of the bus. ACTION: Exact costings for this to looked into. A comment was made by Cllr S Jones, that other ways of promoting the market should be considered and that perhaps a contribution from the market organisers could be sought and that other parish councils should be contacted to seek financial support. Publicity of stalls available on a Wednesday might encourage more people to come to the market which would have a knock on effect of encouraging traders to take out stalls. ACTION: Clerk to contact Market Organisers to discuss this further. FC085 To discuss notice board outside Londis
The Clerk advised the Committee that Londis have agreed to replace the Council noticeboard currently situated outside their store, at no cost. FC086 To agree to install facility (white box) for Xmas Lights at London Street shops.
The Clerk advised the Council that following a discussion with Londis (see item FC085), the provision of Christmas Lights was brought up. At the present time the fittings to enable any kind of connection for lights is unsuitable and dangerous and Londis would very much like to have some lights displayed this year. The Clerk has made enquiries with Glos. Streetlighting and has been told that this would not be expensive to organise. A second box could be fitted on the old London Street offices to enable lights that side of the road. ACTION: Clerk to contact Streetlighting to obtain a quote. FC087 To agree installation of fence panels for recycling bins to act as screening.
It was agreed to approve the installation of a fence panel, retrospectively, next to the recycling bin. FC088 To consider update on Healthcheck progress following technical assistance from GMTF.
Cllr Harwood gave a brief report on the progress to date following a meeting with a representative from GMTF. Martin Davidson from the GMTF has submitted a draft outline plan and a “Vision for the Future” will be looked at to be discussed in depth at a future Facilities Meeting. A small group will be set up, Cllrs Cusack, S Jones and Harwood have volunteered for this. As soon as the plan is perused and broken down accordingly into themes, another meeting will be set up with Martin Davidson. ACTION: Cllrs Cusack, S Jones and Harwood to work on draft plan. FC089 To discuss “Welcome Pack”
It was agreed that the following should form the bulk of the Welcome Pack:-
• Letter from Mayor
• Leaflet with map
• Newsletter
• Cllrs details
• Useful Information e.g. bin collection procedure, services. Cllr S Jones said that we will need to purchase some binders. It was agreed to put this onto the next Facilities Committee Agenda for further discussion and approval. ACTION: Clerk to add this to the agenda for Facilities Committee meeting in October. FC090 To discuss Festive Market
The Clerk briefed the Committee on the working list for the Festive market and progress to date. It was agreed that letters to residents and stall holders should be sent out this month. It was also agreed that a suitable source of small Christmas trees should be found for the wall holders in place and that residents and businesses should be contacted to see if they wish to purchase a tree. It was felt that a bulk purchase might result in a minimal costs to any purchaser. A competition for the best dressed Xmas window could be run and a Santa’s Grotto should be put in place, situated in the Bus Shelter, Cllr S Roberts has volunteered to decorate the shelter. ACTION: Clerk to send out letters, invitations, and to look at cost of either purchasing or hiring some halogen lights. Advertise in the “What’s On”. FC091 To discuss revamp for Newsletter
Discussion took place regarding the revamping of the newsletter with suggestion of having more pictures and articles from Cllrs. Ways of improving the publishing and production of the newsletter are currently being looked at with the use of Publisher. It was agreed that the newsletter needs to include a calendar of events, general information i.e. Doctors, police contacts and that it would be reassuring to have articles from the Police on a regular basis. FC092 To receive report from meeting with Fairford Playground Ltd – Cllrs S
Jones,Cusack
Cllrs S Jones and Cusack attended a meeting with the Playing Fields Committee where Cllrs were told that they will be relinquishing control at the end of March 2010, when FTC will then take over control of the park following approval from Full Council. It was agreed that details relating to insurance should be obtained and advice should be obtained from other Councils who are currently running playing fields. It was agreed to discuss this matter again at the next Facilities Committee Meeting in October. It was also agreed to find about Health & Safety checks and audit of equipment. Cllr Boulton is to approach East Glos Engineering. The signs regarding dogs need to be consistent. ACTION: Clerk to contact Insurance Company and Stow on the Wold Town Council. Cllr Cusack to discuss dog signs with ECT.
FC094 Date of next meeting: Tuesday 6th October 2009
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