BOGNOR REGIS TOWN COUNCIL
TOWN CLERK: Glenna Frost, The Town Hall, Clarence Road Bognor Regis, West Sussex PO21 1LD Telephone: 01243 867744 E-mail - [email protected]
Dear Sir/Madam
MEETING OF THE EVENTS, PROMOTION & LEISURE COMMITTEE
I hereby give you Notice that a Meeting of the Events, Promotion & Leisure Committee of the Bognor Regis Town Council will be held at The Town Hall, Clarence Road, Bognor Regis at 6.30pm on MONDAY 7th AUGUST 2017
All Members of the Events, Promotion & Leisure Committee are hereby summoned to attend for the purpose of considering and resolving upon the business to be transacted, as set out hereunder. An opportunity will be afforded to Members of the Public to put Questions to the Committee during an adjournment shortly after the meeting has commenced. (NOTE: Members of the public will be asked to provide their names and addresses and are encouraged to put questions in advance, in writing. Priority will be given to written questions. Questions should be restricted to the functions of this Committee.)
Refreshments will be available and any donations to the Mayor’s Charity will be gratefully received.
DATED THIS 31st JULY 2017 CLERK TO THE COUNCIL
AGENDA AND BUSINESS
1. Chairman’s Announcements and Apologies for Absence
2. Declarations of Interest
3. To approve the Minutes of the Meeting held on 12th June 2017
4. Adjournment for public question time
5. Matters Arising from the Minutes which are not separate Agenda Items
6. Update on Events programme 2017 including ratification of expenditure to date
7. Update on progress of the Town Council website upgrade - Min. 11 refers
8. Consideration to re-site the Town Council weather reader and anemometer following Arun District Council’s regeneration plans for the promenade
9. To note WWI 2018 Anniversary Commemorations including Policy and Resources Committee decision for a 2018/19 budget to be identified - Min. 13 refers
10. Consideration of Bognor Regis Festival of Events. Report by Cllr. Goodheart
11. Town Guide: To receive feedback forms from Members regarding suggestions and improvements for 2018 edition – Min. 16 refers
12. Update on policy for Council promotion of and partnership working with third party companies and organisations – Min. 17 refers
13. Update on advertising space available to the Town Council – Min. 9.13 refers
14. Christmas Lights - to receive proposals and cost for additional features for the Christmas lights display 2017 and further consideration of securing sponsorship if required - Min. 20 refers
15. Recommendation to begin tender process for 2019 Christmas Lights supply, installation and maintenance for new 3-year contract
16. To note the provision of 4 Play Ranger sessions in Hampshire Avenue paid for by Members from Ward Allocation Money
17. To Ratify additional cost for bunting for High Street - £24.97 + VAT from Bognor Regis Brand budget – Mins. 6.1 and 9.6 refer
18. Update on Symbolic Photo Opportunity sign – Min. 9.5 refers
19. To note correspondence
20. Date of next Meeting - Monday 9th October 2017
THERE IS A LIFT AVAILABLE AT THE TOWN HALL FOR ACCESS TO THE COUNCIL CHAMBER IF REQUIRED BOGNOR REGIS TOWN COUNCIL
TOWN CLERK Glenna Frost, The Town Hall, Clarence Road,
Bognor Regis, West Sussex, PO21 1LD Telephone: 01243 867744 E-mail: [email protected]
MINUTES OF THE MEETING OF THE EVENTS, PROMOTION AND LEISURE COMMITTEE
HELD ON MONDAY 12th JUNE 2017
PRESENT: Cllrs. J. Brooks (Chairman), K. Batley, Mrs. S. Daniells, P. Dillon (until Min. 20), M. Lineham and M. Smith
IN ATTENDANCE: Mrs. S. Hodgson (Projects Officer) Mrs. L. Gill (Clerical Assistant) Miss. K. Fitzpatrick (Events Officer) (until Min. 19)
The Meeting opened at 6.30pm
1. TO NOTE THE APPOINTMENT OF CHAIRMAN AND VICE-CHAIRMAN AS AGREED AT THE ANNUAL MEETING
The Committee noted that Cllr. J. Brooks had been elected Chairman and Cllr. P. Dillon elected Vice-Chairman of this Committee at the Annual Council Meeting on 8th May 2017.
2. CHAIRMAN’S ANNOUNCEMENTS AND APOLOGIES FOR ABSENCE
The Chairman welcomed those present. Apologies had been received from Cllr. S. Goodheart due to ill health and Cllr. Mrs. J. Warr who was away.
3. DECLARATIONS OF INTEREST
Members and Officers were reminded to make any declarations of Disclosable Pecuniary and/or Ordinary Interests that they may have in relation to items on this Agenda
Members and Officers should declare an interest by stating:- a) The item they have an interest in b) Whether it is an Ordinary Interest and the nature of the interest c) Whether it is also a Disclosable Pecuniary Interest
They then need to re-declare their interest and the nature of the interest at the commencement of the item or when the interest becomes apparent. They should request that it be recorded in the Minutes that they will leave the meeting and will neither take part in discussion, nor vote on the item.
In accordance with good practice, individual forms were available to those Councillors present in order that they could personally record their interests - E P & L Ctte. Mins. 12th June 2017
both Disclosable Pecuniary and Ordinary. These forms should be returned to the Committee Clerk at the end of the meeting to enable all declarations of interest to be accurately recorded in the Minutes. Members were reminded that it is their responsibility to notify the Monitoring Officer of all Disclosable Pecuniary Interests, not already recorded on their Register of Interests Form, within 28 days.
Cllr. J. Brooks declared a Disclosable Pecuniary Interest in Agenda item 19 as his company does work for the Football Club. Cllr. Brooks also declared an Ordinary Interest in Agenda items 17 and 18, as he has had discussions outside the Council Chamber with the providers of the Wifi, Webcam and www.Bognor.Today website and an Ordinary Interest in Agenda item 10, Armed Forces Day.
4. TO APPROVE THE MINUTES OF THE MEETING HELD ON 10th APRIL 2017
The Minutes of the Meeting held on the 10th April 2017 were APPROVED by the Committee as a correct record and were signed by the Chairman.
5. ADJOURNMENT FOR PUBLIC QUESTION TIME
There were no members of the public and no written questions had been received.
6. MATTERS ARISING FROM THE MINUTES WHICH ARE NOT SEPARATE AGENDA ITEMS
6.1 Min. 104.1 - 10th April 2017: Bunting in London Road and the High Street. The Projects Officer reported that the bunting had arrived and in due course Town Force would put it up in the High Street and check that the London Road strands were still secure.
6.2 Min. 110 - 10th April 2017: Purchase of Projectors from the Blachere Illuminations Competition Winnings. Although these were catalogued as projectors in fact they were uplighters and not suitable for the Council’s purpose. Alternative products are therefore being investigated to utilise these funds.
6.3 Min. 31 - 22nd August 2016: Planned events for 2016. The point had been raised that access to the bandstand in Hotham Park was difficult for disabled users. The Projects Officer was still waiting for information from Arun District Council regarding a way to improve this situation.
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7. APPOINTMENT OF SUB-COMMITTEES AND WORKING GROUPS
7.1 ALLOTMENTS SUB-COMMITTEE
Note: It is usual practice for all members of the Planning and Licensing Committee to be appointed to the Allotments Sub- Committee.
The Committee RESOLVED that the Sub-Committee be appointed, together with its Membership. Membership: Cllrs. K. Batley, Mrs. S. Daniells, P. Dillon, S. Goodheart, S. Reynolds, Mrs. J. Warr and P. Woodall.
It was noted that the appointment of the Chairman and Vice-Chairman of this Sub-Committee had been undertaken at the first Meeting.
Co-opted Members (not entitled to vote): The Committee RECOMMENDED the following appointments. Mr. E. Popov, Mr. C. Penfold, Mrs. L. Russell and Ms. S. Trodd (allotment tenant representatives).
7.2 PROMOTIONS WORKING GROUP INCLUDING PROPOSAL TO DISSOLVE THE WORKING GROUP
Members discussed the intended role of the Promotions Working Group and AGREED that there was no longer a need for this in the light of further developments regarding branding of the Town as part of the District Council’s work. It was therefore AGREED to disband the Promotions Working Group. However, as the Bognor Regis Brand Budget will continue to be available for the promotion of the Town, should it be necessary, and timescales dictate, an Extraordinary Meeting of the Events Promotion and Leisure Committee may be arranged.
8. TO CONSIDER CURRENT TERMS OF REFERENCE FOR THE EVENTS PROMOTION AND LEISURE COMMITTEE, THE PROMOTIONS WORKING GROUP (IF RETAINED) AND THE ALLOTMENTS SUB- COMMITTEE AND TO MAKE ANY NECESSARY RECOMMENDATIONS ON PROPOSED CHANGES TO THE POLICY AND RESOURCES COMMITTEE
8.1 Events Promotion and Leisure Committee No changes were proposed to the Terms of Reference for the above – RESOLVED.
8.2 Promotions Working Group As the decision had previously been made to disband this Group there was no discussion regarding the Terms of Reference as these were no longer relevant.
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8.3 Allotments Sub-Committee No changes were proposed to the Terms of Reference for the above – RESOLVED.
9. PROMOTIONS WORKING GROUP - CONSIDERATION OF OUTSTANDING ITEMS INCLUDING RATIFICATION OF EXPENDITURE FOR EVENT UNIFORMS, BUNTING AND TO NOTE THE LOWER COST FOR THE TOWN GUIDE WEB BOOK PREVIOUSLY AGREED - MIN. 105 REFERS
9.1 Costs to insert the Town Guide as a page turner booklet on the website had originally been quoted and agreed at £100.00. However, the final cost was lower at £35.00. This was noted.
9.2 Possible attendance at the Tourism and Travel Show. It had been decided that this was not the right medium for the Council to promote the Town.
9.3 Merchandising, including jigsaw, mugs and a calendar. The Events Officer has invited quotes for this in readiness for 2018.
9.4 It had been previously agreed that £185.00 was available for Facebook and website boosts. However, the Events Officer reported that traffic to the events advertised on Facebook was sufficient at this time and did not warrant paid boosts. It was further AGREED that until the new website was live, there would be no boosts to promote traffic to the website.
9.5 The Projects Officer had had preliminary talks with Arun District Council regarding a symbolic photo opportunity and they had indicated their support for this in principle, pending designs and location.
A Councillor proposed that a sum of up to £1,000.00 from the Bognor Regis Brand Budget be allocated to do a feasibility study on this idea. This was seconded and AGREED. Officers will undertake preliminary investigations on the costs and legalities involved in pursuing this idea.
9.6 Members RATIFIED the additional cost of £17.00 for delivery of the bunting for the London Road together with £164.50 for new bunting for the High Street.
9.7 The Events Officer reported that there had been additional costs for the events team uniform. The Committee RATIFIED the following additional costs: Incorrectly fitting uniforms had to be exchanged which resulted in an additional cost of £86.04 due to return postage and an increase in prices since the initial order; a uniform for the Council’s Sound Engineer at a cost of £89.10. Members further RESOLVED to APPROVE the cost of a uniform for an additional, new member of Town Force at a cost of £118.05 from Bognor Regis Brand Budget.
Any member of the team leaving the Council’s employment will be required to hand in their uniform.
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The Committee further AGREED that embroidered T-shirts for volunteers be purchased up to a maximum cost of £150.00 in sizes medium, large and x- large for use by volunteers at events.
9.8 A Member informed the Committee that in the past, Butlin’s had indicated that there were notice boards within the resort where the Town Council could post information regarding events, but these had proved difficult to access and had not been utilised. It was AGREED that the Projects Officer and Events Officer should request a meeting with Butlin’s to discuss these boards and ascertain how information from the Town Council could be posted on them.
9.9 A Councillor asked how the Council keep track of where Town Guides have been distributed. It was reported that there is a list, which Members requested to see. Those on the list can request more supplies after the initial distribution has been exhausted.
9.10 The Projects Officer read out an email from the marketing company who had previously offered some advice to the Promotions Working Group in relation to branding. As branding is now being addressed through an Arun District Council initiative, they advised the Town Council to wait to see what emerges before continuing, but offered further assistance if required and expressed a wish to work with the Town Council on any future ventures. A Member had hoped for a more formal report but acknowledged this was no longer necessary.
9.11 Historically leaflet dispensers had been discussed and the Projects Officer asked for clarity on this issue. Most venues have their own dispensers and therefore it was noted that it had been agreed previously, at a Promotions Working Group meeting, that no further action need be taken.
9.12 Regarding sponsorship of the Webcam, the Projects Officer recommended that the Committee wait for the Policy being drawn up by the Policy and Resources Committee on working with others before considering sponsorship of the Webcam. It was AGREED to look at the sponsorship possibilities and bring this back to the Committee once the Policy on working with others was agreed.
It was noted that this also applies to the promotion of other external companies or organisations such as www.Bognor.Today and the company who provide free Wifi in the Town Centre and on the seafront.
9.13 A Councillor brought Members attention to the fact that there are advertising sites available to the Town Council which he believed were not being fully utilised. The Committee requested a list of all the possible advertising sites available to the Council and this item will be referred back to this Committee at the next meeting in August.
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10. UPDATE ON EVENTS PROGRAMME 2017 INCLUDING RATIFICATION OF EXPENDITURE TO DATE
The Events Officer’s report was noted.
10.1 Day in the Park 2017: Members RATIFIED the expenditure for the Day in the Park of £3975.63 which combined with the income of £492.00 gives a net cost of £3483.63
Members agreed that the event went very well with good attendance figures and members of the public seemed happy and pleased with the programme on the day.
10.2 Proms in the Park: Members noted that the Rock Choir had been booked to attend and perform in the first half of the evening with a big screen showing the BBC live transmission of the Last Night of the Proms. However, as the event will finish later than normal because of the live screening, there is a gap between the Rock Choir performance and the BBC coverage. Members were asked if they wished to start the event later or to book another band for the time between the Rock Choir and the live coverage. If Members were minded to choose this latter option, it was noted that a budget would need to be identified for this. A Councillor asked if the Twinning Band, who had previously shown interest in performing, possibly at no cost, had been in contact. The Events Officer informed Members that she had not heard from them but would investigate this further. Following discussion, it was AGREED to RECOMMEND to the Policy and Resources Committee that a budget of up to £500.00 be vired from the Bognor Regis Brand Budget to enable a second band to be booked, if the Twinning Band were not available.
11. UPDATE ON PROGRESS OF THE TOWN COUNCIL WEBSITE UPGRADE - MIN. 107 REFERS
The Projects Officer showed Members the 2nd draft of the new website. Some comments were made but it was agreed that the Projects Officer would email the link to the site for Members to consider and submit their comments and opinions on the design and style before the next meeting.
12. ARUN DISTRICT COUNCIL PLAY AREA STRATEGY - TO RECEIVE MEMBER’S COMMENTS TO ARUN DISTRICT COUNCILS SURVEY TO BE SUBMITTED ON BEHALF OF THE TOWN COUNCIL
Following discussion, it was AGREED that the Committee would complete this form with the Projects Officer during the meeting for submission.
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13. WWI 2018 ANNIVERSARY COMMEMORATIONS INCLUDING REQUEST TO THE POLICY AND RESOURCES COMMITTEE FOR A 2018/19 BUDGET TO BE IDENTIFIED AND AN UPDATE ON THE BEACON LIGHTING MIN 104.2 REFERS
The Events and Projects Officers’ report was noted. Following discussion, it was AGREED to RECOMMEND to the Policy and Resources Committee that a budget for this event be identified early, to enable the Events Officer to plan this additional event in 2018.
Due to safety concerns regarding the previous proposal to burn wood in the beacon it was AGREED not to pursue this option. A Councillor requested that a test burn of the beacon burner be arranged so that adaptations may be made if required to give a good effect.
14. CONSIDERATION OF BOGNOR REGIS FESTIVAL OF EVENTS. REPORT BY CLLR. GOODHEART
Due to Cllr. Goodheart not being present at the meeting this item was deferred to a future meeting.
15. CONSIDERATION OF BOGNOR REGIS TOWN COUNCIL HAVING RESPONSIBILITY FOR CHILDREN'S PLAY AREA PROVISION WITHIN THE TOWN. REPORT BY CLLR. COSGROVE
The Committee noted the report by Cllr. Cosgrove. Following discussion, it was AGREED that at this time the Town Council did not wish to proceed in taking on provision of play areas, but would continue to monitor the situation.
16. TO RECEIVE FEEDBACK FORMS FROM MEMBERS REGARDING SUGGESTIONS AND IMPROVEMENTS FOR 2018 EDITION AND TO FURTHER RECEIVE DECISION FROM THE POLICY AND RESOURCES COMMITTEE REGARDING EARLY AGREEMENT OF A BUDGET FOR THE 2018 TOWN GUIDE AS DISCUSSED AT THE MEETING HELD ON THE 5th JUNE 2017 - MIN. 113 REFERS
It was noted that the Policy and Resources Committee had agreed an early budget decision on the Town Guide which would allow more time to design and produce the Guide. The feedback report previously circulated to Members had not been completed and therefore the Projects Officer will re- send the forms to Members and their comments and opinions will be considered at the next meeting in August.
17. TO RECEIVE DECISION FROM THE POLICY AND RESOURCES COMMITTEE REGARDING A POLICY FOR COUNCIL PROMOTION OF AND PARTNERSHIP WORKING WITH THIRD PARTY COMPANIES AND ORGANISATIONS AS DISCUSSED AT THE MEETING HELD ON THE 5th JUNE 2017 - MIN. 114 REFERS
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The Committee noted the decision by the Policy and Resources Committee to formulate a Policy regarding Council promotion of and partnership working with third party companies and organisations. Members of the Policy and Resources Committee further resolved to consider the future relationship between the Town Council and the Wifi provider. Once a Policy is adopted the Committee can make recommendations to the Policy and Resources Committee on future partnership working and sponsorship on a case by case basis.
18. CONSIDERATION OF HOSTING A HOSPITALITY AREA FOR TOWN COUNCIL SPONSORS AT THE 2017 PROMS IN THE PARK EVENT
The Events Officer’s report was noted. Following discussion on sponsors views of the value placed on them, it was AGREED to send a survey letter to all sponsors asking them for feedback. The results would then be brought back to this Committee for consideration. It was AGREED that there would not be a VIP area for sponsors at the Proms in the Park event for 2017.
19. TO CONSIDER RENEWAL OF BOGNOR REGIS FOOTBALL CLUB SPONSORSHIP BOARDS
The Projects Officer referred to her report. Cllr. Brooks, who had previously declared a Disclosable Pecuniary Interest in this item, left the room and the Vice-Chairman took the Chair for this item.
Following discussion, it was RESOLVED to APPROVE that the large sign behind the goal be refurbished at a cost of £150.00 with a more colourful design including both the ducks and the “Sunniest” logo and this would be funded by the Partnership Sponsorship Sign Earmarked Reserve. Furthermore, the Council will sponsor this large board at a cost of £200.00 for 2017/18 and as a result the agreement for the two smaller signs would not be renewed.
20. CHRISTMAS LIGHTS - TO RECEIVE PROPOSALS AND COST FOR ADDITIONAL FEATURES FOR THE CHRISTMAS LIGHTS DISPLAY 2017 AND FURTHER CONSIDERATION OF SECURING SPONSORSHIP IF REQUIRED - MIN. 109 REFERS
The Projects Officer reported that she was disappointed that the electrical contractor had not submitted his report and proposals for Christmas lighting additional features in time for the meeting. Members also expressed their disappointment. Therefore, this item will be deferred until the August meeting.
21. CONSIDERATION OF INVITATION TO PARTICIPATE IN RED ENSIGN FOR MERCHANT NAVY DAY EVENT FROM SEAFARERS UK AND TO IDENTIFY A BUDGET FOR ASSOCIATED COSTS
Members considered the invitation and AGREED that the Projects Officer write and thank Seafarers UK but decline the invitation.
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22. TO NOTE AND RATIFY IF APPROVED, DECISION REGARDING EXPENDITURE OF £550 FOR DONKEYS ON THE BEACH FOR THE BBC SUSSEX BROADCAST ON 19th JUNE 2017 TO BE FUNDED FROM THE BOGNOR REGIS BRAND BUDGET
The Events Officer had been approached by BBC Sussex who were to broadcast live from Bognor Regis beach on 19th June 2017. She had proposed hiring the donkeys to come to the beach on that day to bring visitors to the seafront for this broadcast. Bands had also been approached and would be playing on the bandstand on the day. Members AGREED that it was not necessary to bring donkeys in for this event. However, they AGREED a discretionary budget of up to £100.00 for the Events Officer to purchase items she felt would enhance the atmosphere on the seafront suitable for a radio broadcast.
23. ALLOTMENTS SUB-COMMITTEE - CONSIDERATION OF THE RESOLUTIONS RECOMMENDATIONS AND REPORTS IN THE MINUTES OF THE MEETING HELD ON 6th JUNE 2017
The Committee RESOLVED to ACCEPT the Resolutions, Recommendations and Reports in the Minutes of the Meeting held on 6th June 2017.
24. CORRESPONDENCE
The Committee noted receipt of the correspondence list, previously circulated.
25. DATE OF NEXT MEETING 7th August 2017.
The Meeting closed at 9.50pm
9 AGENDA ITEM 6
BOGNOR REGIS TOWN COUNCIL EVENTS, PROMOTION AND LEISURE COMMITTEE – 7th AUGUST 2017
AGENDA ITEM 6 - UPDATE ON EVENTS PROGRAMME 2017 INCLUDING RATIFICATION OF EXPENDITURE TO DATE
REPORT BY THE EVENTS OFFICER FOR INFORMATION AND DECISION
The following report by the Events Officer includes updates on event planning since the previous meeting shown in green.
Book Day – 31st May 2017
As per minute 47.1
47.1 Day in the Park A Member suggested running a different theme to the event such as a “Banana Day” where bananas and all things yellow were included. If the whole Town could be persuaded to join in, there could be banana inspired drinks and window displays etc. This would be a big departure from the previous years’ children’s literature theme and may be more suited to one of the Funshine Days to test its popularity. It was AGREED that the Councillor and the Events Officer would meet to discuss the possibilities and the subject referred to the next Committee Meeting for final consideration.
At the previous Committee meeting held Tuesday 10th January 2017, it was agreed that Banana Day be trialled as one of the Funshine Days, as some of the proposed activities would work better on the beach. There is also the added benefit of a particularly low tide during the last week of the Funshine events. As this year is the 20th anniversary of World Book Day and the 60th anniversary of Hotham Park, that book day will remain for 2017. As agreed at the previous Committee meeting, it will feature many the books being promoted by World Book Day 2017 (Min. 68 refers).
Following on from the previous Park Days success, the format of the day will include storytelling on the bandstand and a large ‘make and take’ craft work shop, both themed to the World Book Day titles being celebrated in 2017.
The books being celebrated are Where’s Wally, Famous Five, Horrid Henry & Peppa Pig as it is the 20th Anniversary of World Book Day in 2017.
The park will be filled with numerous giant activities for children to take part in including mobile laser tag, bungee run, obstacle course and a soft play zone for younger children.
There will be a bubble performer making giant bubbles throughout the park, giant mascot characters from the books, face painting and a book swap.
The event was very well attended with an estimated footfall of up to 5,000. Whilst this appears to have been less than in previous years, an advantage was that the queue times were reduced.
The giant mascot costumes were hugely popular along with the Storytime on the bandstand and over 200 books were swapped. Some comments from people who attended included:
“Well done to all. Another fab event. The children particularly loved the bubbles and the storyteller. A beautiful sunny day in the park ”
“How awesome are the Bognor Regis Town Council team - organising and running what looks to be a fabulous event - the volunteers who helped (the outfits were fab) brilliant stuff!”
“Was a great day the kids loved it as did us three adults on the assault course”
“A really lovely day thanks to all”
Budget: £3,500.00
Day in the Park 2017 BUDGET £3,500.00 EXPENDITURE PORTA LOOS £190.00 ST JOHN £92.00 BINS £97.40 PRIMARY TIMES ADVERT £195.00 BANNERS £140.00 AD MARDI GRAS PROGRAMME £40.00 STORYTELLER £360.00 MASCOT COSTUMES £110.00 ALTITUDE EVENTS £1,714.00 BUBBLEPOP £150.00 CRAFTS £450.00 AD DESIGN AND RESIZE £45.00 BOOKS £105.00 FANCY DRESS PRIZES £56.05 WHERES WALLY FANCY DRESS £15.83 SECURITY £116.00 BUNTING, CUT OUTS, GARLANDS £99.35 £3,975.63 INCOME SURREY ICES VAN 1 £150.00 SURREY ICES VAN 2 £150.00 MATT LUSH £150.00 25% FACE PAINTING £42.00 25% CUSTOMIZE EVENTS PENDING £492.00 UNDERSPEND(OVERSPEND) £16.37
Drive Through Time – 16th July 2017
Members are invited to note the date change to Sunday 16th July due to a change in the Formula One programme.
The entry forms to exhibit have been sent out and there are already 100 vehicles booked in.
A sponsor has been sourced to cover 50% of the cost of the big screen allowing a large elevated screen to be brought it.
The Kidszone at the Drive Through Time this year will be extended due to the popularity increasing over the years, currently booked Customize Events with a Foam Pit and the Meebles interactive children’s show and bubble artists as seen at the Brighton Fringe and Glastonbury
Join the Meebles on their madcap adventures in a circus van, racing against time to save the children from all being made the same by Von Zalatan and his virtual obedience factory. Packed full of songs, surprises, and a big bubble finale!
Band 1 have been booked who do a wide mix of covers and original hits, The Consultancy Band. Currently liaising with numerous acts to secure a second band. Over 100 vehicles are booked in along with 4 very large clubstands
176 vehicles through the ages attended the 6th Drive Through Time the earliest 1928 up to 2004, which put on a dramatic display of motor vehicles through the ages, which is the essence of the Drive Through Time Motor Gala. It is not a classic car show which restricts vehicles to being a minimum of 25 years old.
The weather stayed pleasant which enabled up to 3000 people to pass through the park and enjoy the vehicles on display in date order from the earliest right up to present day.
The kidszone was busy all day with the foam pit proving especially popular, unfortunately due to a vehicle accident on route on the day, the Dodgems were not in attendance but these were replaced by an inflatable soft play castle.
The Meebles performance was shortened due to two of the actors hurting themselves at their performance at Glastonbury the previous week, but wonderful bubble performances were put on throughout the day in numerous locations around the park to compensate.
The Consultancy Band performed popular classic cover songs throughout the ages after the Formula One had finished, and to open the event the Bare Knuckle Parade performed for 45 mins prior to the coverage of the Formula One commencing. The genre of music changes annually to accommodate all tastes and so as not to duplicate content of already well established annual events such as Rox & Bognorphenia which showcase local acts, different bands are sourced.
A road traffic accident on the A27 which caused huge delays meant many vehicles had been delayed arriving prior to the 11am closure of the gates. The gates were kept open for 30 minutes extra to allow these vehicles time to arrive and to park up within their allocated space (in date order). This also delayed the lifting of the marker tape by 30 minutes, to ensure that the vehicles were parked in the correct place.
The large 44square metre big screen was a huge success and visible from even the furthest point in the field. This proved to be a huge success, with the crowd enjoying Hamilton winning on his home ground at Silverstone.
Budget: £3,500.00
A Drive Through Time 2017 £3,500.00 PRS £101.08 FIRST AID £376.00 CUSTOMIZE EVENTS £400.00 BIFG SCREEN £1,400.00 TOILETS £190.00 BINS £97.40 BAND 1 £250.00 BAND 2 £500.00 AD IN MARDI GRAS £40.00 MEEBLES SHOW £280.00 SOUND DESK £53.80 CLASSIC CAR WKLY AD £204.00 CLASSIC MOTORING EVENTS GUIDE AD £105.00 CLASSIC MOTORING AD £95.00 PLAQUES £178.00 PROGRAMME £225.00 BANNER CHANGES £39.00 TROPHIES £55.37 WATER £6.87 WHITTINGTON & GRANDSONS £12.00
£4,608.52 INCOME SURREY ICES £150.00
176.00 @ 2.00 £352.00 5 CRAFT @ 18.00 £90.00 8 CHARITY @5.00 £40.00 SUSSEX HOG ROAST £400.00 LUV SWEETIES £150.00 HEY AMIGO £150.00 COLES RIDE 25% £35.00 NIC & BENS 25% £50.00 £1,417.00 INCOME MINUS EXPENDITURE £308.48
Due to income from concessions and sponsorship an underspend of £308.48 has been achieved, the Events Officer is requesting that this money be utilised to increase the budget for the Funshine Days.
Members are therefore asked to consider using the underspend from the Drive Through Time Event to increase the budget for the Funshine Days to expand on some of the days already booked.
For Decision Members are invited to instruct if they are happy for the £308.48 underspend from Drive Through Time be used to increase the Funshine Day budget.
Proms in the Park – 9th September 2017
The date of the Last Night of the Proms has now been confirmed as 9th September 2017.
A sponsor has been sourced to cover 50% of the cost of the big Screen which will allow a large screen to broadcast the BBC Last Night of the Proms live.
To accommodate this screening the event times will need to be extended to finish at 10.30pm as opposed to 9.30pm
The Rock Choir are booked to perform in the first half of the programme prior to the live big screen broadcast of the Last Night of the Proms as televised on BBC1. Due to most of the budget being taken up with the screen hire (please note that the actual cost is £2,800.00 but a sponsor is covering 50% of the cost) there are no further funds to hire another band to perform.
Should members wish to include another band on the programme to perform in the first half, then extra funding would need to be identified. The approximate cost for a brass band, or similar, to perform for 1.5 – 2 hours is £400.00 - £500.00. Funding for this would need to be identified by this Committee for recommendation to the Policy and Resources Committee at their meeting on 31st July 2017.
Budget: £2,500.00
PROMS IN THE PARK £2,500.00
BINS £97.40 TOILETS £190.00 BROCHURE £185.00 BANNERS £150.00 PRS £101.08 ST JOHNS INCOME 2123.48
WHITTINGTONS SPONSORSHIP £250.00 £250.00
Funshine Days – 1st – 25th August 2017
Whilst there is nothing to report on the content of these days Members are invited to note that at the recent Policy and Resources Committee meeting held 5th December 2016, it was recommended to Council that the budget for 2017 be set at £6,500 rather than the £7,000 requested. This results in an additional £500 on the 2016 budget towards the return of the Donkeys in the final week rather than the full cost of £1,000. It was suggested that the use of local, cheaper entertainers could reduce costs to fund the outstanding £500.
The full four-week programme for Funshine Days is now in place, with the exception of the “Let’s go Bananas for Bognor” day. The Events Officer is seeking further sponsorship for the 4th August to expand the day and the activities within it.
Sponsorship was kindly provided via numerous concessions on the seafront to enable the donkeys to return for the ‘Lets Go Bananas for Bognor Day’ increasing the budget to £6,960.00.
Budget: £6,960.00
H2o WHAT COST MONDAY 31ST JULY TJ BOARD HIRE / WILD BEACH / SUSSEX WILDLIFE TRUST £500.00 TJ BOARD HIRE / MARINE CONSERVATION SOCIETY / BEACH TUESDAY 1ST AUGUST CLEAN £400.00 WEDNESDAY 2ND AUGUST WEST SUSSEX RECYCLING 0 THURSDAY 3RD AUGUST BEACH COMB ECO AWARNESS BADGE OR MEDAL WORKSHOP £450.00 FRIDAY 4TH AUGUST TJ BOARD HIRE £200.00
LETS GO BANANAS FOR BOGNOR SANDCASTLE COMP REGISTRATION AT 12 FANCY DRESS PAVEMENT ART DONKEYS £550.00 £2,100.00
MUSIC & MOVEMENT MONDAY 7TH AUGUST SEA STORIES & PEG MERMAIDS £250.00 TUESDAY 8TH AUGUST DIDGERIDOO £350.00 WEDNESDAY 9TH AUGUST AFRICAN DRUMMING £330.00 THURSDAY 10TH AUGUST AFRICAN DANCE £330.00 FRIDAY 11TH AUGUST HIP HOP £330.00
£1,590.00
PERFORMANCE & ART MONDAY 14TH AUGUST CIRCUS & POI WORKSHOP £270.00
TUESDAY 15TH AUGUST A MINDFUL ART WORKSHOP £100.00 WEDNESDAY 16TH AUGUST BUBBLE POP £290.00 THURSDAY 17TH AUGUST BOGNOR CLOCK STORYTELLING & STORYBOARD £310.00 FRIDAY 18TH AUGUST BOGNOR CLOSCK STORYTELLING & POCKET PUPPETS £310.00
£1,280.00
SEASIDE CLASSICS MONDAY 21ST AUGUST DONKEYS £550.00 TUESDAY 22ND AUGUST PUNCH & JUDY, PLATE SPINNING & BUBBLES £275.00 WEDNESDAY 23RD AUGUST MALCOLMS THE MAGICIAN £215.00 THURSDAY 24TH AUGUST PUNCH & JUDY, PLATE SPINNING & BUBBLES £275.00 FRIDAY 25TH AUGUST DONKEYS £550.00
£1,865.00
GRABBERS & GLOVES £47.19 BUNTING & BANANAS £22.30 CHALKS £32.75
£6,937.24
Christmas Illuminations – 25th November 2017
Based upon the popularity of the Switch-On being themed to the Spillers Pantomime in 2016, it would be the Officer recommendation that the same be done in 2017. Further recommendations on the 2017 content will be made after a full review has been carried out following the 2016 event.
It is the Officer recommendation that theming the event to the Pantomime adds to the event, we have also been approached by Spirit FM to jointly host the 2017 Switch-On Event. Agenda item 10 refers.
Members are invited to note the date change to 25th November 2017, rather than the 23rd November as referred to previously.
It was agreed that Spirit FM would jointly host the 2017 Christmas Light Switch-On. Minute (Min. 66 refers)
It was agreed at the previous meeting that the theme of the event will be tied to the 2017 Pantomime, Aladdin (Min. 111 refers).
Members are asked to consider if they were happy with the logistics and basic content of the 2017 Event and if they are happy for the same format to be carried over into the 2018 Switch on event.
Members are asked to consider what genre of music they would like to have at the event.
Budget: £2,500.00 No expenditure to date
For Decision Members are invited to instruct if they are happy with the Switch On for 2018 to follow the basic content of the 2017 event and to confirm on what genre of music they would like.
Armed Forces Day – 18th June 2017
Copies of the notes of the meetings held in April, May and June are available on request.
The Events Officer has submitted all the necessary paperwork to ADC.
The decision has been taken to not have any flying displays.
The next meeting of the Committee will take place the day before the event on Saturday 17th June at which the Events Officer will be in attendance as she will on the actual day.
An update on this event will be available at the next meeting. AGENDA ITEM 7
BOGNOR REGIS TOWN COUNCIL EVENTS, PROMOTION AND LEISURE COMMITTEE – 7th AUGUST 2017
AGENDA ITEM 7. UPDATE ON PROGRESS OF THE TOWN COUNCIL WEBSITE UPGRADE - MIN. 11 REFERS
REPORT BY THE PROJECTS OFFICER FOR INFORMATION AND DECISION
The feedback, comments and suggestions for version 2 have been forwarded to the designers and we are awaiting version 3, the final draft. If this is received in time it will be available for the meeting and Members will be asked to review and approve subject to any minor changes.
For Decision: Members are asked to approve the final draft of the website upgrade subject to any minor changes
AGENDA ITEM 8
BOGNOR REGIS TOWN COUNCIL EVENTS, PROMOTION AND LEISURE COMMITTEE – 7th AUGUST 2017
AGENDA ITEM 8. CONSIDERATION TO RE-SITE THE TOWN COUNCIL WEATHER READER AND ANEMOMETER FOLLOWING ARUN DISTRICT COUNCIL’S REGENERATION PLANS FOR THE PROMENADE
REPORT BY THE PROJECTS OFFICER FOR INFORMATION AND DECISION
The recent announcement from Arun District Council regarding the regeneration plans for the seafront has highlighted the need to consider re-siting the weather reader and anemometer. Currently the monitoring instruments are housed at the Foreshore Office, along with a laptop for collating the data and sending on to the Metrological Office for recording.
ADC have informed us that when the refurbishment gets underway, the new Foreshore Office will not be large enough to house the equipment but it may be possible to find some room in the toilet block storeroom, but this would not allow much room for using the laptop and there will be a period of time, between building works, when there will be nothing available.
Although ADC have said they will work with BRTC to ensure the weather monitoring service is continuous throughout, this could mean re-locating the equipment 2 or 3 times.
To ensure that disruption is kept to a minimum the Committee are asked to consider the following options and advise how they wish to proceed:
1. The weather equipment – Wind Speed/Direction Recorder is returned to the original siting at the Weather Station in Waterloo Gardens however, this area does have a microclimate and does not give true readings
2. That Butlins be approached to see if the equipment can be located next to the sun reader that is already positioned on the roof of the Ocean Hotel. Pending confirmation from the Met Office that this is a suitable site.
3. To liaise with ADC to see if a temporary location can be identified until the new toilet block is complete.
Currently the Weather observers input their data onto the Met Office website via a laptop housed in the Foreshore Office. This data can be updated remotely via a tablet, to negate the need for the laptop and the office it is housed in. It is recommended that an app be downloaded to one of the spare Town Council admin tablets to capture and report the data.
For Decision:
Members are asked to confirm which option they would like to proceed with:
1. Return weather equipment to Weather Station
2. Re-site weather equipment at Butlins – subject to their approval and pending confirmation from the Met Office that this is a suitable site
3. Find a temporary location and re-site in new toilet block when complete
Members are further asked to confirm if they are happy for data to be input to one of the spare admin tablets via a downloaded app
AGENDA ITEM 12
BOGNOR REGIS TOWN COUNCIL EVENTS, PROMOTION AND LEISURE COMMITTEE – 7th AUGUST 2017
AGENDA ITEM 12. UPDATE ON POLICY FOR COUNCIL PROMOTION OF AND PARTNERSHIP WORKING WITH THIRD PARTY COMPANIES AND ORGANISATIONS – MIN. 17 REFERS
REPORT BY THE PROJECTS OFFICER FOR INFORMATION
The Policy and Resources Committee resolved to formulate a policy regarding Council promotion of and partnership working with third party companies and organisations. The policy is still in the processes of being drafted and will be considered by the Policy and Resources Committee at their meeting on the 2nd October 2018.
It would not be good practice to make any recommendations until the new policy is adopted to ensure that any proposals match the required criteria of the emerging policy.
AGENDA ITEM 13
BOGNOR REGIS TOWN COUNCIL EVENTS, PROMOTION AND LEISURE COMMITTEE – 7th AUGUST 2017
AGENDA ITEM 13. UPDATE ON ADVERTISING SPACE AVAILABLE TO THE TOWN COUNCIL – MIN. 9.13 REFERS
REPORT BY THE PROJECTS AND EVENTS OFFICERS FOR INFORMATION
Members asked for a definitive list of advertising areas available to the Town Council.
Current utilised sites:
Banner sites Hotham Park – gates front and back West Park fence London Road – catenary wires The Arcade – located south end of the arcade on railing
West Sussex County Council Licensed banner sites (license required) Arun Leisure Centre Pink Pub -A259 Marine Drive West
Lamp post banners - Flyover B2259 roadside lamppost banners – managed by ADC current costs are £400 for a set of 12. Locations: Hotham Way x 6 Upper Bognor Way x 3 High Street adjacent to the Hotham Park x 3
Esplanade Shelter A2 poster sites – used for event poster managed by ADC (the shelters are ADC but the posters and the boards that are housed in are purchased and maintained by BRTC) 3 shelters on promenade – housing 1 poster inside and 1 outside on each. Renewed each spring for that year and full listing of all events in Bognor Regis not just BRTC events
Town Centre Lamppost banners – managed by Town Centre Manager BRTC are allocated 5 lampposts. Each lamppost has 1 x 2-sided banner. Associated costs would be for design and printing of posters and Town Force time for installation
Potential Advertising spots for event listings currently not utilised:
A number of potential sites that could be utilised for event listings have been identified and listed below. It should be noted that these sites may require permissions or licences and costs will need to be established.
Toilets – managed by ADC
Butlins – A request has been sent to the Facilities Manager requesting a meeting with the Projects and Event Officers to establish an agreement for advertising inside the resort. Associated costs unknown at this stage.
Coach Park – London Road – managed by ADC
Planters – managed by BRTC – licenced by WSCC Highways (Whilst advertising is possible, there are considerations to take into account. The planters are primarily utilised for sponsorship opportunities to generate income for the Town Council. Also, Highway regulations limit the content that can be incorporated on these boards and it is doubtful that they would permit the advertising of events.)
A board outside Foreshore Office (on shingle not on prom) – for posters
Vinyl Wrap a door of the Foreshore Buggy – for posters
Funshine Days boards on bandstand to remain throughout the year as opposed to just over the Funshine Day period, this will also enable bands who utilise the bandstand to advertise on it, as not currently permitted outside of the BRTC boards – for posters
A similar board on the Hotham Park bandstand
All local supermarkets have notice boards – for posters
Regis Centre – Main wall opposite arcade – for banners
The Pier – for banners
Bins – Vinyl Wrapped with events listings – or painted to allow graffiti artist to spray paint events (cheaper and easier to update) - posters
Electric boxes - Vinyl Wrapped with events listings – or painted to allow graffiti artist to spray paint events (cheaper and easier to update) - posters
Town Hall – Ticker along bottom of the TV in reception areas for those waiting – event listings
Town Hall – Screen saver on the PCS – Event listings
BRTC telephones - hold music to be replaced by recorded message listing the events for the year – or current – event listings
White concrete section of seats in London Road to be Vinyl Wrapped with events listings – or painted to allow graffiti artist to spray paint events (cheaper and easier to update) – posters
Permanent recyle bins, such as clothes and shoe banks
Images attached, also website link for Brighton Box Art
https://sinnaone.com/gallery/brighton‐box‐art/
AGENDA ITEM 15
BOGNOR REGIS TOWN COUNCIL EVENTS, PROMOTION AND LEISURE COMMITTEE – 7th AUGUST 2017
AGENDA ITEM 15. RECOMMENDATION TO BEGIN TENDER PROCESS FOR 2019 CHRISTMAS LIGHTS SUPPLY, INSTALLATION AND MAINTENEANCE FOR NEW 3 YEAR CONTRACT
REPORT BY THE PROJECTS OFFICER FOR DECISION
Historically the contracts for the supply and the installation and maintenance for the provision of Christmas lights have been out of sync, with the supply contract ending a year ahead of the installation and maintenance contract. This has always made the tender process difficult as companies are unable to quote on a like for like basis. The two separate contracts have now been bought into line and both are due to expire at the end of 2018.
The budget for the lights is normally set in advance prior to going to tender, which makes it difficult for contractor’s other than our regular supplier to be able to quote within the allocated funds. If the tender process was initiated earlier, this would create a level playing field and allow more contactors the opportunity to submit a tender and for the associated costs to be submitted to the Policy and Resources Committee prior to the budget deadline.
The tender process can be quite lengthy and complicated therefore, the Committee are asked to consider if they would be willing for the Projects Officer to begin the tender process earlier than usual to allow contactors time to submit applications that can be considered by the Committee for review and selection prior to the budget being set thereby allowing greater choice.
For Decision:
Can Members confirm if they are happy for Officers to start the tender process for the 2019 Christmas Lights, supply, installation and maintenance contract
AGENDA ITEM 18
BOGNOR REGIS TOWN COUNCIL EVENTS, PROMOTION AND LEISURE COMMITTEE – 7th AUGUST 2017
AGENDA ITEM 18. UPDATE ON SYMBOLIC PHOTO OPPORTUNITY – MIN .9.5 REFERS
REPORT BY THE PROJECTS OFFICER FOR INFORMATION
A local company has been sourced who is able to create a sign to meet the requirements and is in the process of producing and costing some designs.
Enquiries are also underway with regards to planning permissions and associated costs.
GENERAL CORRESPONDENCE FOR E P & L COMMITTEE MEETING
7th August 2017
1. Tourism & Travel Magazine June 2017 2. Tourism & Travel Show 2018 Conference information 3. Email re a survey on a possible poetry trail on the South Downs 4. Tourism & Travel Magazine July 2017