Poole BID Board meeting

5.30pm 25th July 2016 at The Dolphin Shopping Centre

Attendance

Directors
Jonathan Sibbett (Chair) / JS / Sibbett Gregory
Jenny Wilde / JW / Jenny Wilde Associates
Gabrielle Naish / GN / Project Climbing Centre
Natasha Jervis / NJ / Lord Wimborne
Philip Barnes / PB / Purbeck Pottery
Andrew Goss / AG / Bruce Lance and Co
John Grinnell / JG / Dolphin Shopping Centre
David Segelman / DS / Lush
Michelle Woodrough / MW / Cashino
Peter Wilson / PW / Lighthouse
Other attendees
Graham Richardson / GR / Borough of Poole
Hannah Porter / HP / Borough of Poole
Rosemarie Robinson / RR / McDonalds
Mandy Payne / MP / Borough of Poole

Apologies

Helen Challis - Quay Holidays / Quay Living / Vicki Jessen - Marks and Spencer
Nicola Aveyard – Boots / Cllr Mohan Iyengar - BOP
Adam Keen – MoreBus

1 – Welcome, introductions and apologies

Actions
JS opened meeting. Introductions were made and apologies given. TBha stepped down from the Board via email to JS for personal reasons.

2 – Borough of Poole Economic Development support to BID, presentation by Mandy Payne

Actions
JS invited MP from the Borough of Poole economic development team to present first. MP congratulated Board on BID yes vote and introduced herself and her background in retail consultation. She explained that funding was in place for the following projects which could work with the BID and enable some quick wins.
PR – Daily Echo 6 month deal for full page spreads, example copy provided by MP to highlight good news stories, business support opportunities and a digital column. Offer to the BID to take on half the page (£140 per month), can provide own copy or use MP as a resource, possibility of extending to a year with BID funding.
Business Support / Education – ‘Digital meets retail month’ in October filling a Yellow bus with local digital experts to hold masterclasses, workshops and events, MP would be looking for funding for help with venue hire and refreshments. Business website – set up a one stop shop website for businesses in Poole to include all relevant information, from Planning, licensing, A-Board policy, training opportunities – everything retail related. Pop Up Skills shop fascia – a High Street presence highlighting traineeship, Best Training, Learn Direct, B&P college or Paragon training.
Marketing Campaigns / Events and competitions to engage the public – Small Business Saturday 3rd December to cover High Street and trading areas with a party atmosphere, use a MoreBus filled with business support organisations / creative businesses, actors, musicians, the Mayor. Launch of Christmas window display competition – offer visual merchandising courses sponsored by Dolphin Centre, set a theme and use a public text vote or facebook likes to judge. Great British High Street national competition – High Street hero competition, encourage entries. Facebook film competition – encourage all traders to make a 2 minute facebook film promoting themselves and award prizes for the best, also promotes camaraderie between traders by adding some competition.
Potential Opportunities for Poole BID – Poole events app – is being built for European Maritime Day with a potential opportunity for the BID to convert it and use it afterwards to push out events and information. Poole Speedway – World class winners 4 years in a row – High Street celebration to shout loudly about the achievements, make it an event with vintage bikes, music etc.
JS thanked Mandy and opened up the floor for comments, he started by saying the BID hadn’t particular focused on upskilling the workforce and it would add another dimension. GN commented that the college had made a facebook video for the Climbing Centre and it’s now a great resource, can tap into the college for help? The Board thanked MP who then left. JS commented that as the Borough of Poole was promoting the ideas it should be something that the BID should work alongside of to deliver added value. General agreement that European maritime day with international delegates would be a great way to show off Poole. The Board agreed that the BID Manager should consider in greater detail when appointed

3 – Minutes of last meeting and matters arising

Actions
Minutes from the last meeting held on 11th July 2016 were discussed. Baseline agreements – due to the scale of discussions required it was felt this should be a separate agenda item for the next meeting in 2 weeks – GR clarified that baseline agreements were a position statement as to what the Council are currently providing.
Other actions noted in the minutes would be covered in this meeting.
No further comments received – minutes were accepted as a fair and true reflection and will now be made publically available on poolebid.com / Baseline agreements to be an agenda item at next meeting

4 – Appointment of Vice Chair

Actions
JS as chair felt that as meetings are currently timetabled for fortnightly there would be the occasional meetings that he can’t make so a vice-chair would be needed to stand in when the Chair is unavailable, be a part of agenda setting and give the Chair support where necessary. HC has self nominated for the role and JS opened up for other nominations, DS put himself forward, seconded by both GN and JG, JW added that DS brings international knowledge. The Board voted unanimously for DS and he was appointed. / DSappointed as Vice Chair of Poole BID.

5 – Agree responses to levy bill enquiries

Actions
JS started with mentioning the 28 day payment period as agreed at the previous meeting, the invoices that went out had a 3 day payment term listed which was an error. GR confirmed that the Council had confirmed the 28 day payment terms and they would not be chasing for payments before the 28 days, DS commented that there was the potential for ill feeling towards the BID for the payment terms. JG suggested sending out a letter explaining the mistake, JS was happy for it to be sent out in his name, GN stated that the apology should come from the Council who made the mistake,JW asked if we would get a discount from the Council for not delivering as promised. JS checked the operational agreement and we pay for the service, collection and chasing which needs to be confirmed by the finance steering group, suggestion to set up this group quickly to deal with these issues. The operational agreement asks for 5 Directors plus 1 Council officer to be in the group, at the previous meeting the following Directors put themselves forward, MI, AG, JS, GN, MW and JG, suggestion that a meeting is set up asap. JS added that HC should be involved as secretariat, JW offered assistance with the secretariat role. HPwill send copies of the operation agreement to the finance steering group.
HP created a list of comments received from levy payers regarding the invoices going out, these were circulated and divided up between directors to respond to.DP, JW and JS will look at a template response to send out for general enquiries.
Rough sleepers were brought up as an issue – idea for the BID to write an official letter raising concerns – GR to draft for Chair approval. / MI, AG, JS, GN, MW, JGto set up finance steering group meeting asap (PlusHC if happy)
HP to send copies of operational agreement to finance group
Directors to respond to assigned levy payer comments asap. DS, JW and JS to put together a template response
GR to draft official BID letter re rough sleeper issue

6 – Feedback from working groups

BID Manager recruitment – recommendation for way forward

Premises

Financial aspects

Actions
BID Manager Recruitment – JG has spoken to Best Connection who don’t work in the required sector, Rubicon, Smart and Adecco who all expressed interest and have offered favourable rates, Reed are still to be contacted. JG recommended Rubicon at this stage due to strength of offer and ability to be flexible, DS agreed. JG will hope to have a definite decision by the end of the week, DS added that due to the time scales this was imperative but they needed to speak to Reed before decisions are made for transparency and fairness. JS thanked them for their work and asked about the Job Description. JG HR team looked at it and felt it was more aiming for a director level position so DS and JG have softened it considerably. Salary expectations have now been agreed. GR asked about other channels of advertising – ATCM, Council, Social media – Still keen to use these and allow Rubicon to collate applications.AG is working on the contract and thanked Lucy Ball for sending over an example. There are finer points still to sort out such as company phone, credit card etc, also issues with probation period and what is appropriate, it’s still quite vague at the moment. Happy to circulate once complete. GR clarified that it would be a 5 year fixed term from the start of the BID which was 18th July 2016.
Premises – JW had contacted the agent from the vacant ‘Unlocking Hub’ as a potential location, adding that the TCM team have very different needs so maybe it wouldn’t be appropriate to share offices if storage was important. MW countered that the BID manager would be busy and out and about a lot, would having a shop front be appropriate with just ‘open surgery’ hours? JS added that a shop front would also attract members of the public bringing in general issues, and would become a Council complaint centre.RR added that Chichester has a 1st floor office which is clearly signed but not as enticing to the public, would surgeries or a Pop-up be a better option? JS asked for other comments as decision needs to be consensual. DS opinion changed, he was wanting a shop front but danger of looking like a gilded tower, waste of money, would that be more damaging? PB agreed. GN also agreed that we should be mindful of costs, aiming for an upstairs location but still very accessible. JS asked for a consensus that 1st floor was preferable? – All in agreement, JS to continue discussion with Legal and General re the unit above the Cornish Bakehouse which has ground access from the High Street.
Financial Aspects –JSRichard Blow from Lloyds is happy to continue and JS had a number of forms to be signed by named directors – asked for update on who had registered as Directors – still original 5, HP to resend instructions and all directors to register asap. / JG to circulate Job Description
AG to circulate contract once complete
JS to continue discussions with Legal and General re Bakehouse unit
HP to resend Director registration instructions and all Directors to action.

7 – Planning for delivery of agreed early actions

Actions
DSand MIhad a meeting withArts University Bournemouth (AUB) who offered the 2nd year architecture students to carry out the condition survey but also take on a bigger project for the High Street including working with landlords of empty units, streetscape graphics, busking, sculpture etc. The level of passion from the University was extremely encouraging. DS asked for Board approval to work with the students from September until Christmas under a strict brief, PW has worked with students with the Lighthouse and would be fascinated to see how they will work with the constraints of High Street issues. DS said that even if the ideas are beyond what the BID can do the PR would be a great tool and show the BID as taking on ideas. JS asked for agreement from the Board for DS to continue discussion – all agreed.JW asked if we can share the collaboration – DS wants to wait until a brief has been fully agreed.
Welcome evening – JW has arranged an evening on Thursday 11th August at the Quayside Emporium on Poole Quay from 6pm – 8pm, we can have their café area and they are happy for us to provide our own wine, NJ will speak to area manager from Wetherspoons about wine provision, JW felt that the Directors should be the ones serving the wine so no staff needed. JS asked for the plan for the evening, JW asked if there were pop up banners – these would be needed generally for the BID so something useful for this event, very informal inviting the public as well as all levy payers to come and comment on the plans. The Thistle could also host but desire to keep it informal and just a forum to meet the Directors. Will send out information with apology letter due to go out re the invoicing issues as well as provide website copy.
JS asked for a discussion re MP’s earlier presentation, GR said there was a lot of support form the BID within the Council and the Chair of the Place, Overview and Scrutiny Committee Cllr Andy Garner-Watts (AGW) would be the other BID Director from the Council. JS attended the same meeting which concluded with excitement for the BID and a warning about promoting / marketing activities without the offer being improved first. Therefore the Daily Echo page offer has come too early for the BID and we would be looking at something further down the line. JG added that at this stage the ‘good news’ BID stories could be PR pieces rather than an advert. Digital – GN, not everyone is on facebook, money would be better spent building a text database as everyone texts, MW added that the facebook side could be used by school / college students. JW commented that the app was the strongest part of the offer,GR said that this would be happening for European Maritime Day anyway so while the BID is still becoming established it would be an opportunity to look at nearer the time with MI and AGW support. JW was concerned that we don’t appear to be offering more of the same.MW liked the Poole Speedway event idea, MW - a way of linking the town together, hold something on bike night with additional offer leading down the High Street, captive audience already on site. DS asked why the window display competition was linked to Christmas, why not celebrate all seasons. JW shared examples from a recent Exeter trip – sticky vinyl’s on the floor, pavement writing ideas for improvement from the public, easel collating ideas, ping pong – made the High Street much more vibrant – appeared to be a Council run initiative.
JS asked if there was anything outstanding from last meeting – The town clean up. RR suggested the first or second week of October, before half term and MacDonalds can get hold of 2 / 3 power washers,NJ shared a poster design – all happy. RR added that this would provide results, and should start early on a Sunday morning issuing a map of the High Street and instructions about what needs doing, for example, the bins need cleaning – how? GN asked about the use of a chewing gum remover, GR said the cost of use can exceed the results but will approach the Council cleansing team to get involved as they are quite particular about their equipment and how things are done. JS made sure the Board were aware that anything done had to be separate and above the baseline agreements. The Board agreed to the idea with RR taking the lead on the project – to report back next meeting – things to consider are water provision, empty business landlords contribution, additional equipment needs. / DSto continue dialogue with AUB about the scope of their project
JW to work with NJ re wine / glasses etc for the welcome evening
Pop-up banners needed for welcome evening
HP to put event details on website and social media.
RRto lead clean up and report an update next meeting

8 – AOB

Actions
JS asked the Board for any other business. GN asked about public toilets, they weren’t included as part of the original BID consultation but the ASB issues which caused them to shut is surely a Police issue, GR fed back that public toilets were not a statutory provision by the Council and the cost implications were the main reason for closure. The Council looked at other towns who have done the same and followed their example. JG is noticing his toilets in the Dolphin Centre are being used a lot more and are having to upgrade them to deal with increasing demand. GR said that the Town Centre Partnership had made serious objections at the time. Need to make sure MI and AGWare aware of comments and impacts.
PB asked about concessions for evening parking JS fed back that the Council are looking at making season tickets transferrable between the beaches and the town as in other areas, the proposal is being taken to the Transport Advisory Group (TAG).
JW asked that a marketing plan and budget be included as an agenda item in the near future.
JS thanked all for attending and brought the meeting to a close. / Marketing plan and budget to be future agenda item

9 – Dates of future meetings

Monday 8th August 2016 – 5.30pm at The Project Climbing Centre

JW and JG sent apologies.

Monday 22nd August 2016

Monday 5th September 2016

Monday 19th September 2016

Monday 3rd October 2016

Monday 17th October 2016

Monday 31st October 2016

Monday 14th November 2016

Monday 28th November 2016

Monday 12th December 2016