Cottingham Daycommittee Meeting
COTTINGHAM DAYCOMMITTEE MEETING
HELD AT 9 THE COTTAGES, MARKET GREEN, COTTINGHAM
AT 7.00PMON TUESDAY 21 JUNE 2016
MINUTES
PRESENT – Chairman: Cllr Wright, CllrsAbel,Harnessand Kind
Co-opted Members:D. Maskell, K Moverley, R. Moverley, M Spivey,
Clerk: Jo Sims
Deputy Clerk: Tina White
In Attendance:Pat Palmer
250DECLARATIONS OF PECUNIARY, PREJUDICIAL AND PERSONAL INTEREST
There were no declarations of Interest.
251TO APPROVE THE APPOINTMENT OF THE CHAIR
Cllr Ann Abel proposed Cllr Wright as Chair of the Cottingham Day Committee. This was seconded by Don Maskell.
Resolved:The Committee approved the appointment of Cllr Wright as Chair of the Cottingham Day Committee.
252APOLOGIES
Apologies were received from Carole Headley, Ros Jump, Harold Kay, David Penine, Dave Williamson,
253TOAPPROVE STALL REQUESTS
253.1Hull Play Resource Centre – Approved charge of £25, allocated to Grandad’s Park.
The Clerk to write and confirm 5pm finish time.
253.2Sophie Dyble, sale of Candles – Approved charge of £50, allocated to King Street
253.3Healthwatch – Approved charge of £50, allocated to King Street
253.4Ren’s Rescue – Approved charge of £50, allocated to King Street
253.5Cottingham Service Station – Approved charge of £50, allocated to King Steet
The Clerk to write and ascertain the free samples as no alcohol or taster ice-creams can be served.
253.6RAC – Approved charge of £50, allocated to Hallgate
253.7Humber Retired Greyhound Trust – approved charge of £25.00, allocated to King Street.
253.8The Hull Pie Ltd – request for their pie caravan instead of stall – approved.
Resolved: That the above stalls to be informed of the Committee’s decision.
That the charges for Cott Day 2017 be discussed at the De-brief meeting.
That stalls will be allocated up to Lloyds Chemist on King Street.
254TO RECEIVE AN UPDATE WITHIN THE FOLLOWING AREAS
254.1Market Green – Dave Williamson/Richard Moverley/Mike Spivey.
Although Dave Williamson had sent his apologies, he had requested via email that a replacement act be sought for Ryan Willingham who he was having difficulty confirming for the day.
Resolved:The Committee approved a replacement act for Ryan Willingham and that Dave Williamson was to be informed of this decision.
That Dave Williamson was to be contacted to inform him that carpet tiles were available to cover cables if he wished to use them.
254.2King Street – Richard Moverley/Mike Spivey
Barriers were required to be installed outside Duke of Cumberland as in previous years and the Landlord was to give a donation which Cllr Abel was to collect.
Resolved:That this information was noted and acted upon.
254.3Grandad’s Park – Ann Abel
Cllr Abel reported that she was concerned regarding the lack of stalls allocated in Grandad’s Park and requested approval to contact Tommy Cole to ascertain if he had more equipment he wished to bring and also to locate a refreshment stall that could serve hot and cold drinks.
She confirmed that she was waiting delivery of the rosettes and already had the tape and stakes that she required.
Resolved: The Committee gave approval for the Cllr Abel to contact Tommy Cole for further attractions and to try and book a refreshment stall.
254.4Hallgate – Mike Harness/Kate Moverley
Cllr Harness informed the Committee that 28 classic cars had been booked in so far.
The Clerk requested clarification regarding a shop frontage on Hallgate as the owner had paid for one shop frontage but there had been issues in the past regarding access to both shops. The owner also requested that the shop next door remain within the boundaries set and the cars are not parked as close to hers as last year.
Kate Moverley requested that she was allocated to Hallgate from early in the morning in order for stall holders to identify her as the lead person and organise the shop frontages accordingly.
Resolved:The Committee approved that both shop frontages was to be made available to the owner but that the cars would be parked at a chevron angle starting at the usual place. The Clerk was to notify the shop owner of this decision. Kate Moverley as Head of Area was to ensure that all shop frontages remain within their allocated area and she was to be located on Hallgate from the start.
254.5Memorial Gardens – Don Maskell
No issues to report.
Resolved:That this information be noted and acted upon.
254.6Memorial Club – Paul Fenwick
Paul Fenwick was not present and no issues were presented.
Resolved:That this information be noted and acted upon.
254.7Civic Hall – Ros Jump
The Clerk reported that a meeting had been held in Civic Hall with Cllr Jump, Cllr Harness, Mr Smith’s and the New Village Road Nursery. The Clerk was to provide a plan of where the barriers would be allocated and the necessary seating arrangements for the Caretaker. Mr Smiths required access from 9.00am and The Clerk was to inform him to unload from Finkle Street.
The New Village Road Nursery was to carry out face-painting and arts and crafts on one side, with refreshments being served from the other side. Concern was expressed if the event proved too popular and issues arose regarding the volume of children.
Resolved:The Committee approved that Cllr Jump was allocated to Civic Hall as Head of Area and she had attended all the meetings and was fully briefed.
That Cllr Jump was to give consideration to the introduction of a timing system should this event prove popular.
254.8Parade
Tina White reported to the Committee that although the Zumba lady had cancelled, she had managed to source some cheerleaders. A 1919 Ford T was to be used to carry the Chairman to lead the parade. Don Maskell had produced a parade leaflet to be handed out. The Chairman of the Council was able to park his own vehicle in King Street.
Resolved:That the report be noted and acted upon
255TORECEIVE AN UPDATE REGARDING THE REQUEST TO COLETTA & TYSON FOR A PLANT STALL
Cllr Harness reported that Coletta & Tyson would donate plants for sale this year. Cllr Abel had also managed to source some donated plants from Beverley Garden Centre. TheClerk read an email from a shop ownder regarding the sale of plants being in direct competition to hisshop, along with his visit into the Parish Council Office. If approval was given for this stallto continue, then the shop owner requested that it is located to another area to avoid this conflict of interest.
Resolved:The Committee approved for the plant stall to proceed and to be located in the King Street as in previous years.. The Clerk to notify the shop ownder accordingly. The Clerk was to order plastic carrier bags for use on the day.
256TO AGREE A COURSE OF ACTION FOR A PHOTOGRAPHER ON THE DAY
The Committee felt that it was important for photographs to be taken on the day for future publicity and historical information. Don Maskell had the contact details of people who would be willing to take these and were available.
Resolved:The Committee approved for Don Maskell to arrange a photographer for the day.
257TO RECEIVE AN UPDATE REGARDING I-CAR
Kate Moverley reported that she had been unable to secure the booking of the I-Car as yet.
Resolved:The Committee approved Kate Moverley to try and book the I-Car as this could be easily accommodated on the day.
258TOAGREE A COURSE OF ACTION FOR PARKING ON SOUTH STREET
The Clerk reported that the Police would not take any action regarding the parking issues on South Street, although they did understand the issues this caused. Cresta Security were happy to put traffic cones on both sides of the street prior to and after the event but this would not be enforceable.
Resolved:The Committee approved Cresta Security to organise traffic cones on South Street. A letter was to be sent to all residents, distributed by a resident whichCllr Harness was to liaise with.
The Committee approved that a member of the Committee walk around the perimeter of the event on the day to ascertain any parking issues for discussion at the de-brief meeting.
259TO AGREE A COURSE OF ACTION FOR THE VOLUNTEERS
The Clerk provided a list of volunteers for Cott Day.
Resolved: The Committee approved that Kate Moverley was to organise the allocation of the volunteers and coordinate accordingly.
Richard Moverley was to provide a Health & Safety talk to the volunteers at the Briefing Meeting to be held on 1 July 2016 at 7.00pm.
260TO RECEIVE AN UPDATE REGARDING HEALTH & SAFETY ISSUES
260.1 Police Feedback to Event Contingency Plan
The Clerk informed the Committee that the Police would be in attendance but the number of staff was yet to be allocated. The Police would provide emergency contact details nearer the time. Disabled parking was to be located on King Street. Access for the tutors in Cottingham Learning Centre was from Beck Bank and was to be allowed up to 9.00am and from 4pm onwards to exit. Cresta was to be informed to allow access during these times.
Resolved:That this information be noted.
260.2Hi-Vis Vests
The Clerk suggested that volunteers wear yellow hi-vis vests and the Heads of Areas wear orange Hi-Vis vests in order for them to be highly visible on the day.
Resolved:That volunteers wear Orange hi-vis vests and Heads of Areas wear yellow hi- vis vests.
260.3Volunteer & Heads of Area signing out sheets
The Clerk showed the Committee a new signing out procedures
Resolved:The Committee approved the new signing out procedures
261TO AGREE DATE FOR THE DE-BRIEF MEETING
The Clerk informed the Committee that a date needed to be organised for Cott Day for a de-
brief, along with the bookings required for 2017. Only one further meeting was required for
2016, with the Cott Day Committee starting monthly meetings from 2017.
Resolved: The Committee approved that one meeting was to be held on Tuesday 20 September 2016 at 7.00pm. A list of any issues raised was to be collated and circulated to the Committee prior to this meeting.
262MEMBERS POINTS OF INFORMATION AND AGENDA ITEMS FOR NEXT MEETING (DISCUSSION ITEMS ONLY)
262.1LETTER FROM ERYC REGARDING SIGNAGE
The Clerk informed the Committee that a letter had been received from ERYC regarding the illegal placement of Cott Day signs. In future, these must be placed on the village entrance signs. The Park and Ride signs were allowed to be placed on lamp-posts on the day as this would only be for 48hrs and would assist with the smooth running of the event.
Mike Spivey and Richard Moverley was to erect the Cott Day disruptions signs and Cllr Wright was to erect the Park & Ride signs.
There was no other business and the Chairman closed the meeting at9.15pm.
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Chairman of the Cottingham Day Committee
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