Minutes

Vale of Glamorgan Destination Management Partnership

10.30 am Friday 22nd January 2016

Tourism Department, Barry Island, Barry, Vale of Glamorgan,CF62 5TR

1. / Welcome, apologies & introductions
The Chair welcomed everyone to the first meeting of the Destination Management Partnership (DMP), and asked that each member introduce themselves giving a brief background as to the organisation/department they represent.
Attendees:
Elected Member / Cllr. Lis Burnett (Chair)
VoG – Operational Manager, Regeneration / Bob Guy
Vale Tourism Association / Mandy Davies
Penarth Tourism & Visitor Association / Anthony Ernest
Barry Chambers of Trade (Holton Rd/High Street) / David Elliott
Visit Wales / Alice Brown
VoG - Head of Visible Services and Transport / Emma Reed
VoG – Head of Service, Regeneration & Planning / Marcus Goldsworthy
VoG – Tourism & Marketing / Nia Hollins
Penarth MomentumGroup / Gary Soltys
Cowbridge Town Council / Alec Trousdell
Llantwit Major Town Council / Ruth Jones
Apologies were received from the following: Barry Town Council, Cardiff Airport, Town Centre Development Officer, VoG Local Action Group, VoG Events Officer, VoG Works Manager in Visible Services.
2. / The role of the Partnership / Draft Terms of Reference
The Role of the DMP
The Destination Management Plan was agreed by Cabinet in May 2015 and clarifies what is important in terms of destination management to shape policy and priorities, steer resources and to forge effective partnerships to achieve common goals.
The Chair outlined the role of the DMP in delivering the Action Plan within the Destination Management Plan and asked that those with a seat on the DMP use their position to feed information to and from their respective groups.
Terms of Reference
The draft Terms of Reference was tabled for discussion.
It was asked if the DMP has any budget allocated for delivery. No budget has been allocated to this group specifically. Concern was expressed at the limitations of actions by individual members of the group where budget is limited. It was AGREED that this partnership is about advising on the actions within the DM Plan, and identifying budgets as and when they become available to support the delivery by the VoG and/or sub-groups on behalf of the DMP.
It was asked if attendees were there as individuals or representatives of an organisation. It was explained that each member holds a seat as a representative of their respective organisation/department. It was agreed that for consistency purposes, where possible, the same representatives attend on a regular basis.
It was asked that the frequency of meetings be agreed and recorded on the TOR. This was AGREED
It was asked what mechanisms are in place to support the delivery of the Action Plan. As detailed in the DM Plan, it was discussed and AGREED that there may be a need for task and finish groups which will be formed as and when required. These teams will be tasked with delivering specific actions.
It was suggested that a diagram be developed to map out each of the groups represented. This was AGREED.
Suggestions for amendments of the TOR include:
  1. Include a list of the current members as agreed on the end of the TOR – Agreed
  2. To include the ability for ‘co-opted specialist advisors’ to sit on the DMP in an advisory role as and when required.
  3. The Manager (once appointed) of the newly formed Central Communications Team be invited to sit on the DMP.
These amendments were AGREED by the DMP. / ALL
ALL
NH
NH
NH
NH
3. / The need for/role of Sub Groups
(e.g monitoring / review of the Plan).
The DM Plan recommended establishing sub-groups or task and finish groups from the larger DMP on an as and when required basis. Where necessary, specialist advice may also be sought to support a sub-group. It was AGREED that this makes effective use of the DMP than to meet too often.
It was noted that the current Action Plan is in year 2 of a 3 year Plan, therefore the role of the DMP will be to monitor and review the Plan on an ongoing basis with a view to a full review in advance of the end of the final 3rd year, that being 2017.
4. / Update against Plan actions
Where discussion led to an update in the Action Plan, the AP has been updated accordingly and will accompany the minutes of this meeting. In addition to the updates the following was discussed:
Priority 1 – Promoting the Vale (Points 1-7)
There was much discussion on the overarching priority of promoting the Vale. It was agreed that the priority of any marketing/branding work must be to underpin the strapline Vale of Glamorgan, Coast.Countryside.Culture,
TIP’s – There was a suggestion that all TIP’s have window notices to identify them as providing an information service. This to be investigated.
Cross promotion – There was a suggestion to develop a QR code or URL linked Logo where external businesses can link through to the Visit the Vale Site. This was AGREED.
Priority 2 – Place Development
Point 9 – Concerns were expressed at the extent of redundant signage across the County and the condition of some signs. It was agreed that NH and ER look at this with a view to reviewing the current situation. ER asked that any specific concerns are brought to her attention.
Point 15 – It was asked how this action fits with the potential to transfer responsibility of local public conveniences to Town Councils. Currently under review. Update at next meeting.
Point 16 – ER agreed to provide an update of the Active Travel Network at a future meeting.
Priority 3 – Product Development
The Chair gave an overview of many of the development listed in point 19 encompassing those located in Barry and Barry Island, Penarth and the Glamorgan Heritage Coast and Rural Vale region.
Penarth – It was noted that the very successful Penarth Picnic is now a regular feature in the town and continues to grow in popularity.
It was further noted that many street-scene elements have been successfully delivered through the Penarth Momentum Group including street furniture, pedestrian signage etc. following initial consultation with VoG council and Penarth TC. It is hoped that more elements including cycle racks will be delivered this year.
It was asked that that attention be given to Dingle footpath which has recently fallen into a poor state. ER to investigate any funding opportunities for this.
It was further suggested that the Wales Coast Path route would benefit from additional way-markers if any were available. SP agreed to investigate.
Due to the infrastructure in place and particular development of Vale Trails product development, NH suggested that walking be a key focus on the forthcoming year’s marketing activities. This was agreed in principle.
Barry Island – The Chair noted a successful year for the Island following the regeneration works that were completed in Oct 2014.
Markets – Generic to all
Many towns/resorts have benefited from the development of Markets with Llantwit in particular now benefiting from local business support in order to be sustainable in the future.
It was noted that due to success of events such as Penarth Picnic and Vale Food Court, there is the scope for food markets to be a more dominant feature in the Vale in future.
Cowbridge Exchange project, once complete will also offer a venue for future events.
Priority 4 – Place promotion
Point 34 – It was asked what progress has been made in finding funding for public Wi-Fi at Penarth? It was noted that publicly accessibly wi-fi is currently quite good in Penarth through the local cafes/businesses, as the current 3G and 4G coverage. Barry Island has recently received funding to provide public Wi-Fi therefore it was suggested that this be investigated further following the outcomes of installation at the Island.
Priority 5 – Partnership & Performance
It was suggested that all actions in the Action Plan be identified in accordance with a traffic light system to identify and monitor progress of each point. This was AGREED.
It was asked that all papers be distributed in advance of meetings so that everyone can come prepared. This was AGREED.
There was a suggestion that the Action Plan to be amended to include the name of officers allocated to develop points in future as opposed to ‘VoG. It was agreed that in future this will naturally develop as actions progress. This was AGREED.
It was AGREED that the partnership would benefit from a relevant presentation at the beginning of each meeting. It was suggested and AGREED that Creative Rural Communities (CRC) be invited to present their previous successes and funding opportunities at the next meeting. / ALL
NH
NH
NH/ER
ER
ER
ER
SP
NH
BG
NH
NH
NH
NH
5. / Any other business
Due to the timing of the next round of RTEF applications, it was suggested that NH prepare a brief as to the potential projects to be put forward by VoG. This was AGREED.
AB at Visit Wales noted that the DMP has representation at the SEW Tourism Forum and that it would be useful to have this as a rolling agenda item to ensure feedback to /from the forum. This was AGREED.
It was AGREED that the venue for the DMP be rotated throughout the Vale. / NH
NH
NH
6. / Frequency of meetings/future dates
The DMP AGREED that partnership meetings will be held on a quarterly basis, and that notification of all meetings be given to partners to diarise now.
Meetings to be held as follows:
8th April – 11.30am ,Venue TBC.
24th Jun –9.30am, Venue TBC
27th Sept – 11.30am, Venue TBC