COTTINGHAM DAY COMMITTEE MEETING HELD AT 9 THE COTTAGES, MARKET GREEN, COTTINGHAM AT 7.00pm ON TUESDAY 5 APRIL 2016 MINUTES
PRESENT – Chairman: Cllr Abel, Cllrs Harness, Jump, Kay and Kind Co-opted Members: D. Maskell, K Moverley, M Spivey, Clerk: Jo Sims Deputy Clerk: Tina White In Attendance: Pat Palmer, Iris Pennie, David Pennie
208 DECLARATIONS OF PECUNIARY, PREJUDICIAL AND PERSONAL INTEREST There were no declarations of Interest.
209 APOLOGIES Apologies were received from Cllr A. Wright and R. Moverley
210 TO APPROVE STALL REQUESTS 210.1 Rail Users Group – deferred to next meeting. 210.2 Cottingham Rangers – Approved charge of £50. 210.3 Cottingham Rangers under 10’s – Approved charge of £50. 210.4 Judy’s Attic – Approved charge of £50. 210.5 Dave Corfield, Football Collectables - Approved charge of £50.00. 210.6 Pet Respect – Approved charge of £25.00. 210.7 Rotary Club of Holderness – Approved charge of £25.00 210.8 Hull & District Diabetes Support Group – Approved charge of £50.00. 210.9 KCFM – Approved for free of charge due to publicity before the event. 210.10 Snow cones – Approved charge of £50.00. The Clerk to confirm that ice-creams were not to be sold.
Resolved: That the above stalls to be informed of the Committee’s decision.
211 TO RECEIVE AN UPDATE WITHIN THE FOLLOWING AREAS
211.1 Market Green – Dave Williamson/Richard Moverley/Mike Spivey. No issues to report.
Resolved: That this information to be noted.
1 211.2 King Street – Richard Moverley/Mike Spivey No issues to report.
Resolved: That this information to be noted.
211.3 Grandad’s Park – Ann Abel Cllr Abel informed the Committee that Dangerous Steve was already booked so was unavailable for this year’s event. However Dr Diabolo, which was a funny, fire breathing, escapology act was available for a charge of £395. Cllr Abel was also awaiting confirmation of timings from DJ Noel.
Resolved: That Dr Diabolo was booked for an expenditure of £395.
211.4 Hallgate – Mike Harness/Kate Moverley Cllr Harness reported that 20 classic cars had booked for this year so far.
Resolved: That this report be noted.
Cllr Kind arrived at 7.20pm
211.5 Memorial Gardens – Don Maskell D. Maskell reported that Jayne Jessop had booked for children’s activities and was trying to source a gazebo. The Falconry Club was also booked.
Resolved: That this report be noted.
211.6 Memorial Club – Paul Fenwick Cllr Abel was awaiting contact from Paul to arrange a meeting to discuss income/donations. The Manager from Memorial Club was eager to make a donation to Cottingham Day and is awaiting further information.
Resolved: The Clerk to write to Memorial Hall to request a donation. Cllr Abel to provide contact details.
211.7 Civic Hall – Ros Jump Cllr Jump reported that the Beer Festival would not take place this year due to the anticipated loss of income. However the Civic Hall had to be open as the Caretaker would take responsibility for keeping the Market Green toilets clean and stocked. Cllr Abel reported that Mr Smiths were prepared to serve teas/coffees for a donation of £100. It was agreed that some of the area would be used for refreshments and the remainder for activities for younger children. Cllr Jump to contact KGV to ascertain if they would like to bring their tots apparatus and what fees this would incur. If unsuitable, then an approach to be made to Blue Kangeroo.
Resolved: That Mr Smiths was booked for an income of £100 and that Cllr Jump would report back to the next meeting regarding KGV availability.
211.8 Parade – Tina White Tina White and Don Maskell had met Jayne Jessop and agreed the theme of Olympics with children making animal and plantation masks. Tina White was contacting local sport organisations to ascertain if they would like to be involved along with Hull Samba Band and wheelchair sports organisations. Thank you gifts of chocolate medals may be given at a cost of £1.64 each. Tina White requested approval for the booking of two stilt walkers who
2 would participate in the parade and then walkabout on the day. The charge for this was £300, with the expenditure met from Parade budget and general Cott Day budget. This decision was deferred to the next meeting. Tina White and Don Maskell had also walked the route which took 20 minutes.
Resolved: That the report be noted and decision regarding the stilt walkers was deferred to the next meeting.
212 TO APPROVE THE CHARGE FOR THE SHOP FRONTS Cllr Abel informed the Committee that the charge for the shop fronts last year was £35.00.
Resolved: That the shop fronts were charged at £40.00 for Cott Day 2016. The Clerk to prepare the letters and Cllr Jump would distribute.
213 TO RECEIVE AN UPDATE REGARDING THE CYCLE RACE AND AGREE A COURSE OF ACTION. Cllr Harness reported that the cycle race would not be taking place this year.
Resolved: That the report be noted and no action was required.
214 TO APPROVE THE EXPENDITURE FOR THE BARRIERS Cllr Harness reported that approximately 50 barriers would be required, including 10 barriers for the Duke public house.
Resolved: That Cllr Harness book 50 barriers with B & A Scaffolding and Cllr Abel to contact Duke regarding payment for the erecting of barriers on their behalf.
215 TO APPROVE THE FORMAT AND EXPENDITURE FOR THE COTTINGHAM DAY 2016 PROGRAMME. Don Maskell presented the Committee with the draft Cottingham Day 2016 programme. The reproduction costs would be approximately £380 for 7000 A4 glossy leaflets, folded but sponsorship of £200 had been obtained from the Dental Surgery and ERYC. Confirmation was still required from Hallgate School and Hallgarth Residential Home to see if they would like to be included in the brochure.
Resolved: Approval was given to the Cottingham Day 2016 programme and Committee members to contact Don Maskell with any alterations or suggestions. The Clerk to contact Hallgate School and Hallgarth Residential Home.
216 TO RECEIVE AN UPDATE REGARDING THE SIGNAGE AND APPROVE THE EXPENDITURE FOR ALL ASPECTS OF COTTINGHAM DAY 2016. The Clerk presented the Committee for the quote for the signage requirements. Approval was given for 18 signs at £6.99, plus 24 additional signs for Park and Ride with arrows at £2.50.
Resolved: That the Clerk order the approved signs once agreement regarding the directional signs was decided.
3 217 TO APPROVE COTTINGHAM DAY 2016 – EVENT CONTINGENCY PLAN AND AGREE A COURSE OF ACTION FOR HEALTH & SAFETY The Committee went through the Event Contingency Plan and made small alterations as necessary.
Resolved: That the alterations are made to the plan as discussed. That a meeting is booked for June for Ambu-med, Cresta Security, the Police and the Committee focussing on Health & Safety. Cllr Kind was to be stationed in the Cottingham Parish Council Office.
218 MEMBERS POINTS OF INFORMATION AND AGENDA ITEMS FOR NEXT MEETING (DISCUSSION ITEMS ONLY)
218.1 To ascertain where the Cott Day Parade will finish 218.2 List of volunteers for the day. 218.3 Rail Users Group Stall 218.4 Stilt Walkers
PART 2: Private Session
219 PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960 Resolved: That the public be excluded from the meeting for the following item(s) of business pursuant to Section 1 of the Public Bodies (Admission to Meetings) Act 1960, on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
221 TO AGREE A DATE FOR THE NEXT MEETING
Resolved: It was agreed that the next meeting should be scheduled for Tuesday 3 May 2016 at 7.00pm
There was no other business and the Chairman closed the meeting at 8.50pm.
…………………………………………… Chairman of the Cottingham Day Committee
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