K.W.F. Committee 9th December 2014
KEYNSHAM TOWN COUNCIL
Minutes of the Keynsham Winter Festival Committee held on Tuesday 9th December 2014 at 2.00 p.m. in the Town Council Offices
PRESENT: Councillors, A Crouch and L O’Brien (KTC) and N Baker (Tesco Community Champion)
IN ATTENDANCE: Dawn Drury (Deputy Town Clerk)
In the absence of Councillor G Hellier it was agreed that Councillor L O’Brien chair the meeting.
60. APOLOGIES FOR ABSENCE
Councillor G Hellier, Councillor C. Duckett, Councillor R Staddon, P Sawyer (Churches Together) and S Dixon (B&NES)
61. DECLARATIONS OF INTEREST
There were none.
62. NON DISCLOSABLE PECUNIARY INTERESTS
There were none.
63. DISPENSATIONS
There were none.
64. PUBLIC PARTICIPATION
There was none
65. MINUTES OF THE LAST MEETING
RESOLVED:
That the minutes of the meeting held on Wednesday 11th November 2014 be approved as a correct record and signed by the Chairman.
66. REVIEW OF THE 2014 WINTER FESTIVAL
(i) Feedback from Winter Festival and report on feedback comments received.
Stall lighting – Lighting poor for stall holders.
Stall positions and quality – Re-think types of stalls to get some better quality stalls on the High Street and less community stalls or move things around the town to make things better.
Radios/mobile phone communication – Communication was poor between staff due to poor mobile phone connections. There was a lack of working radios amongst the stewards and communication was not always good. The radio problem was reported to Safe and Sound after the event. They have since ordered 60 new radios and have as a good will gesture reduced their invoice. Actions to rectify communication problems are recorded under suggestions for 2015 below.
Stewards and Policing – One member of the stewarding team has been sacked following on from the event for not performing to a sufficient standard. There was not a sufficient police presence at the event. A debrief meeting was held with the Police and Geoff Dicker (B&NES Safety Advisory Team) and some action points have been put in place for 2015. The police will carry out pre-festival intelligence through social media and face book to monitor youth activities. Licensing at B&NES are to be made aware of potential sale of alcohol to under age persons through Licensing Enforcement Group. An anti-social behaviour dispersal order with be put in place for next year’s event. More SIA trained stewards to be contracted for 2015.
The stewards did a good job of manning crossing points on Bath Hill and the High Street making crossing for the public safe.
Procession – The procession was a bit disjointed due to the different pace of the individual groups and the crowds were a bit of problem. At a staff feedback meeting it was agreed that Jo/Sara to be fully in charge of arranging order of procession, instructing procession participants and ensuring procession keeps together. Dawn to provide Jo with list of proposed participants in the procession. Stewards to line the route and use tape as a barrier to encourage the crowd to stand back. The stilt walkers were very popular again.
Stage – The stage lorry was late due to being involved in an accident and set up could not be started until 5.20 p.m. All contractors did very well to get set up in time for the procession and arrival of people on the stage.
Window competition – The number of entries was reported as being a bit disappointing. Verity (from Waitrose) took photographs of all of the shop windows and then they were judged by her and John Weed (from Tesco), who were escorted by Councillor Tony Crouch. It was suggested that a bigger thing be made of the window competition results when doing the stage announcements. The Tesco prizes were greatly received by the winners.
Traffic flow – There was a bit of a problem with vehicles not following the diversion signs and using Tesco car park as a cut through to the Bristol Road. In 2015 ensure that the stewards/police are available to enforce the diversion route at the end of Ashton Way and to stop cars using Tesco as a cut through.
Staffing – There were not enough staff manning the office between 3.30 p.m. and 5.30 p.m. (see action point below under suggestions for 2015)
Youth staff – On the whole the evening went well for the youth staff but they have recommended some suggestions to improve things for 2015 (see suggestions below).
Grounds staff – There were some communication problems with Chris and Csaba these can be resolved by changing the shifts (see suggestions below).
Fun fair – The fun fair caused several problems at this year’s event e.g. putting stalls on the High Street that were not previously agreed. Putting up signage that was miss-spelt and cutting trees (which were TPO protected) in Scouts grounds. A letter has been sent to the Fun Fair people expressing deep concerns regarding all of these matters. It was decided that a letter should be sent from the Town Council to Jane Brewer (B&NES) informing her about the trees in the Scouts grounds.
Concerns were raised about the mini fun fair at the top of the High Street. It was suggested that there be no fun fair in this location in the future.
Litter – Wombles did an excellent job of keeping the streets litter free. The bins in the centre could not be emptied as a key had not been supplied by B&NES.
Publicity – Paper publicity was lacking this year, the A5 fliers need to be delivered to shops and businesses earlier next year. Social media advertising worked well and the programme on the Town Council face book page reached many people.
Sound and lighting – Jimmy Mac's microphone was very loud. This was due to the sound and light company being unable to do a full sound check as the set up was all running late.
Stage proceedings and performances – There have been lots of positive comments about the performances on the stage and the princesses were a great success.
On the night workshop – good event over 70 children on the night.
Entertainment in the community space – This worked really well but needs to be organised earlier next year.
Activities in St. John’s Church – Were not included in the press releases. Ensure that all church activities are noted as early as possible to be included in the EMP and then can be advertised as part of the event.
Fear Hall stall holder feedback – Make sure each stall has enough space. Do not allow stall holders to spread out too much and keep stalls way from the busy doorway.
Keynsham Winter Festival name – On the whole the change from Victorian Evening to Winter Festival has been met very positively.
Salvation Army – The audience on the Centre was too small for them, so they moved to their old position outside the Halifax.
Social media comments – These were reported as being mixed but on the whole being positive.
Feedback from young people – There were very mixed opinions of the event including the fun fair being too expensive and that there was not many activities for their age group.
Christmas lights – It was reported that there had been a lot of good comments about the lights this year. The contractors work on the lights seemed to have fixed previous issues and all lights are coming on and going off when they should be.
(ii) Suggestions for 2015 Winter Festival.
Stall lighting – It was suggested that there be one light per stall depending on location of the stalls for next year. If on the new centre lighting may not be required. It was suggested that hiring cabin style stalls be considered (the Deputy Town Clerk to look into the costing).
Stall positions and quality – Consider for 2015, moving some stalls on to the new centre. Re-think the type of stalls. Ensure that there are less food stalls at the top of the High Street so that they do not affect the Lions and Old Bank food stalls. A suggestion of having stalls in the lay by outside Coffee One was made and also putting the stalls on the pavements down both sides of the High Street.
Radios/mobile phone communication –. It was agreed at a staff feedback meeting that extra radios should be requested from stewards for key people leading on procession, halls and stalls and stage. Radios not to be used for Lost Children announcements these need to be made by phone.
Procession – The Lions have offered 4 Lions in tabards to escort their sleigh for the 2015 event. Think about having more groups/activities in the procession.
Stage –The position of stage lorry and barriers to be marked out prior to set up in 2015. If the stage lorry should be in Charlton Road again it needs to be slightly further up Charlton Road. An area for parents of children in the procession should be reserved and barriers set up to for a funnel to come from front to the stage to ease moving the workshop children in to position at the front for the stage.
Traffic flow – Make sure stewards/police are available to enforce the diversion route at the end of Ashton Way. Do not let cars use Tesco’s as a cut through.
Staffing – IMPORTANT ensure that there are 3 people manning the office between 3.30 p.m. and 5.30 p.m. This could be a combination of staff and Councillor members of the Committee.
Youth staff – Suggestion that youth staff work later to the end of the fun fair. Youth staff to organise activities for young people on the night.
Grounds staff – In 2015, Garry and Chris to do the first shift and Nick and Csaba to do the late shift to aid communication.
Fun fair – It was suggested that the fun fair takes away the community spirit and holding a future fun fair needs to be thought about. If there should be a fun fair in 2015 strict written guidelines will be presented that they must adhere too.
Litter – Use the Wombles again. Look into M J Churches recycling bins. Next year, obtain keys for B&NES litter bins in the Centre so that these can be emptied.
Publicity – The Committee to deliver A5 fliers to shops and businesses in advance of the event. Large posters to be displayed around town detailing date and time to be put up earlier.
Sound and lighting – In 2015, throughout the evening check along the High Street for sound volume (check with stall holders).
Stage proceedings and performances – Make sure that there are spare copies of Town Criers notes and that the chair of council has his/her speech prepared.
Toilets – Next year, ensure that Ashton Way toilets are left unlocked for the event. Contact the company that are now managing them.
Memorial Park – The Police have requested that the pedestrian park gates on Bath Hill are locked and that a barrier be put across the footpath into the park from the High Street after Back Lane have a steward monitor this barrier – This is to discourage movement of large groups of young people from the Park to the High Street.
Vehicles within the road closure – Ensure that the High Street is one way only once the road closure is in place. Next year, there are no vehicles doing three point turns within the road closure and no cars should be allowed access from the Pound Land end of the High Street.
The Police and Highways - The Police and Highways will be invited to the first Keynsham Winter Festival meeting in June 2015 to assist with the planning. The Police will attend the stewards’ pre-event briefing at 3.00 p.m. on the day of the event
Retailers and businesses – It was suggested that more shops and businesses should be encouraged to stay open.
RESOLVED:
That the above review of the 2014 Keynsham Winter Festival and the suggestions for 2015 be received and noted.
67. BUDGET
RESOLVED:
That the final budget be circulated once all invoices have been received.
68. DATE OF NEXT MEETING
RESOLVED:
That the Committee's next meeting will be held in June 2015 (date and time to be notified)
SIGNED...... DATE...... (CHAIRMAN)