WITHERNSEA FESTIVALS ~ MUSIC AND BIKE FEST

The minutes of the Withernsea Festivals ~ Music and Bike Fest Committee meeting, held on 13th December 2016 at the Northfield, Withernsea.

Present: Chairman Mr G Moxon (GM),Mrs Shorthose (LS), Mr I Baldwin (IB) , D. Megson (DM), Mikey Hadley(MH), Richard Harries (RH), Chris Warcup (CW), John White (JW), Fiona Harrison (FH) The Clerk (JM) Public: Press: 0. Police:

Abbreviations used: WTC = Withernsea Town Council, ERYC = East Riding of Yorkshire Council.

Minute Points discussed / Agreed. Action by.

1806 Apologies. Apologies tendered by John Tasker

1807 Declarations of Interest:- a) To record declarations of pecuniary/non pecuniary interests by any member in respect of the agenda items listed below. Members declaring interests should identify the agenda item and type of interest being declared. None. b) To note dispensations given to any member, in respect of agenda items listed below. None.

1808 To consider public participation in light of provisions contained in the Local Authorities (Model Code of Conduct) Order 2007 (SI2007/115G). Agreed. John White spoke about how to get more backing/support from the public and local traders. Need to draw people into the town centre. He has ideas from his experience in Weymouth. Chris Warcup gave an introduction into his background with promoting events such as Tribfest/Humber Street Sesh – he has lots of contacts and will help us promote the event. Rich & Dave from Zynx came to introduce their band. All band booking forms are out now but it they will be placed on the reserved list. There may be a slot on Friday if they are available

1809 Confirmation of the minutes of the meeting held on the 20th September 2016. Confirmed and signed.

1810 Clerks Report. Bank balance £4401.00 today. 6 campers have booked in so far. JM & IB are liaising re other bookings, coming in nicely.

1811 Co-option of new committee members. Fiona Harrison, John White and Chris Warcup were co- opted. 1812 Correspondence. GM has replied to enquires regarding bands.

1813 Reports: a) Richard H has 38 confirmations for the Acoustic/spoken word tent. The Artful Codgers will host Friday’s musicians and poets open mic event. It will be more structured on Saturday and Sunday with performances from 11am-8pm each day in a marquee on the Memorial Gardens. Costs need to be sorted and some funding or sponsorship found. JM is to ask the Meridian Centre if we can borrow the PA system and seek funding. Acoustic & spoken word to be added to next agenda under reports JM b) Hospitality/ Pop in Team. LS Not required not so Lou will liaise with IB & JT re management of bikes and stands/stalls. Lou’s mum & daughter will still do tombola. Pop in will be the events staff control room only this year. This item to be removed from next agenda. JM c) Concert, Security and stage team. GM. Bands are 99% booked, awaiting some forms back. Well on with arrangements now. Stage will be changed this year to include scaffold towers either side and a light beam across the top to make better use of stage area and lighting. Will obstruct view from grass banks at either side, but intentional to draw people in front of the stage. Will get 2 x 14’x6’ mesh banners for the scaffold – appx cost £200. GM will speak to Chris Branton re scaffold. GM May get straw bales and/or deck chairs for the centre circle too to encourage people into the middle. GM has been speaking to an H & S officer at ERYC and they have bi-monthly meetings with H & S, planning, licensing & highways as they are stepping up help for tourism activities/events. We can go to their meetings; GM will arrange a visit to go through the event plans with them. GM Dan wishes to do his head supervision SIA course, which would be useful. Cost appx £200. JM is to make enquiries to see if training can be funded through Big Local. Mikey is asking his employer (pyrotechnics company) regarding a firework display possibly JM from the beach or Pier Towers. Sponsorship would be required. JM will ask ERYC if it is a possibility from the Pier Towers. JM GM not spoken to Seaside Radio yet, but has been in touch with KCFM who is happy to do one day. Nothing confirmed. Chris Warcup will make some enquiries about a host/compeer. Video wall provisionally booked. CW Richardsons are sponsoring the main stage & headline band for Saturday £1000. d) Bike Fest Team. JT/IB Team Orange from Squiers Cafe is bringing 15 marshals and will park bikes/do arena security.

The Vanda Wheel of Death is coming free of charge. Needs 9sqm on Pier Road, will do illuminated night time shows.

Wall of death coming, and a fast action 3 bike stunt show confirmed. Road closures requirements confirmed

AMCA Beach Moto X possible. Beach race at low tide on the central beach (low water 12 noon) and ramps/jumps, they will come back to us – they will run it and we will promote it. JM to ask ERYC for permission. JM e) Sponsorship/revenue/stalls. IB/GM/JT Tubys funfair coming for 3 weeks with the original big wheel from Withernsea Seafront. Going on the Prom between the Pier Piece and the new slipway – about 10 rides. Coming 14/8 for 3 weeks. JM to advise the tourism committee that the car club rally will need to be parked up somewhere else in the location as the fair cant move once set up. Paying £1000 initially to come, and will add to if successful. JM

Also bringing 4 food stalls (Raywood) £1000.

Food vending now full. 30+ other forms out. All Queen Street businesses have been visited and some have taken up the offer of free stalls.

St. Johns still needs sorting – JM to check where we are with it and liaise with IB.

New members still required – need town councillor.

8x12 tent to go next to acoustic tent for children’s crafts. GM to speak to Bernie Clark/Jennie Lount from the Hut to see if they can do anything in there. GM

Withernsea and Hedon Army Cadets are coming to help.

JM to ask the trustees and licensing about a second TEN on the Memorial Gardens.

Barriers need to be re-located urgently. 250 x 6’ x 4’ JM J Cooper to be given a list of rides that are booked. He can have a 3 for 2 offer.

Updated list of committee members to be sent to all members JM f) Marketing/branding and advertising. (New members needed) IB got 5000 flyers for now, should be here this week. Last year’s video can go on the website & Facebook page. GM & IB are administering both. Chris will be able to help us with promoting/advertising and marketing.

1814 Date of next meeting 24 th January 2017.