HARPENDEN TOWN COUNCIL

MINUTES OF THE CHRISTMAS CARNIVAL WORKING PARTY

HELD AT THE TOWN HALL

ON MONDAY 10 NOVEMBER 2014 AT 10.00AM

Present: Councillors: Mary Maynard (Town Mayor), Rosemary Farmer and Weaver.

Also in attendance: Pam Brown, Chris Canfield, Frances Gee, Ron Gray, Alex Baron (Events Officer) and Heather Scott (Planning, Information and Facilities Officer)

46. APOLOGIES

Apologies were received from Councillors Brian Ellis and Michael Ellis.

47. DECLARATION OF INTEREST

There were no Disclosures of Interest.

48. MINUTES

The minutes of the meeting held on the 03 November 2014, previously circulated, were duly signed as a correct record

49. CHAIRMAN’S REPORT AND URGENT ITEMS

The Chairman advised that she would raise her points at the relevant agenda item and there were no urgent items.

50. PUBLIC QUESTIONS IN ACCORDANCE WITH STANDING ORDER 61

There were no public questions.

51. OFFICERS’ REPORTS

51.1  Raffle

Raffle ticket sales have not progressed since last week’s meeting. A ticket selling session has been planned for Wednesday 12 November on the Concourse from 10.00am by Alex Baron, Frances Gee, Mary Maynard, Ron Gray and Chris Canfield. The Town Council gazebo, banner and table will be set up as a vocal point. A further selling session has been agreed for Thursday 20 November from 11.00am by Heather Scott, Frances Gee, Pam Brown and Mary Maynard.

The list of charity collections taking place in the town on these two dates needs to be checked to ensure no conflict.

Approximately eight – 10 further sellers are needed for the day. Rosemary Farmer and Nicola Linacre will put together a rota of Councillors and will oversee the sales of the tickets.

Mary confirmed that raffle tickets had been issued to Barclays Bank, Rollings Wines and Harpenden Cycles for selling. Further tickets will be taken to Breathing Space and Tony McFarland for selling.

51.2  Procession

Alex confirmed that 15 participants have been confirmed in taking part in the procession which was felt as a good number. The procession order has been provisionally set as follows:

Harpenden Pipes and Drums

Harpenden Air Cadets

1st Harpenden Brownies and Guides

The Land Rover Experience

Keech Hospice

4th Harpenden Scouts

Christchurch Harpenden

5th Harpenden Brownies

Willow Court

Majorettes

Police Cadets

English Miscellany

Pantomime

Priory Carriages

Fire Engine

51.3  Sponsors/Officials Bus

Alex and Mary visited the bus last week and it is perfect for our needs. Facilities that are available on the bus include heating, power supply, blacked out windows, seating, tables and chairs and two tv’s where a powerpoint presentation can be screened. An external awning can be erected if the weather is clement enough where ticket sales can take place. The stage and procession can also be viewed from the upper deck of the bus.

Pam Brown confirmed that Sainsbury’s have offered a £30 gift card which will be used to purchase the hot refreshments. Brocket Hall have expressed an interest in being involved with the Christmas Carnival event and have agreed to supply canapés/finger food and mini mince pies to be served during the afternoon from 2.00 – 4.00pm along with a couple of members of staff. Extra nibbles will be purchased by the Town Council to serve in the morning.

Following discussion it was decided that additional water carriers will be required to ensure a sufficient water supply is provided to the bus.

Insulated cups, plastic flutes, napkins and paper plates need to be purchased before the event.

51.4  Stage Entertainment

All slots for the stage have been booked and Ginny Cooper is once again overseeing the running of the stage area.

51.5  Programme/Publicity

The programme has been printed and delivered to Tony McFarland’s office at 67 High Street. They are also ready for delivering by the Working Party to the schools as per the distribution sheet.

Press releases have been sent to the local papers and posters will be placed in the notice boards over the coming days.

51.6  Fun Fair

Ron Gray and Councillor Michael Weaver are meeting with Henry and James Harris on Monday 17 November to discuss what attractions will be brought to the event. This will also be an opportunity to discuss the safety issues that were experienced last year to ensure they are not repeated this year. The insurance paperwork will also be brought to this meeting.

Alex Baron advised that she would get back to Ron Gray about the need for an additional attraction to be placed at the end of Bowers Parade.

51.7  Santa’s Grotto

This is all in hand by Tony McFarland.

51.8  Farmers Market/Charity Stalls

Approximately 100 Farmers market/charity stalls have been filled for the event. Charity stall insurance documents have been received from all stall holders.

51.9  Staffing on the day

A timetable is to be drawn up detailing who is where and when.

51.10  Football Event

The Chair confirmed that Harpenden Colts have agreed to coordinate and run the shot a goal competition with the assistance of Councillor David Williams and Matt Stephens. The event will run from 12 noon to 2.45pm with children purchasing a ticket to kick a goal, which will then be entered into the prize draw to save a goal from Jack Wilshere. This draw will take place at 4.00pm.

Discussion took place about the location that this would take place at and it was agreed that the best location would be the green between the A1081 and Leyton Road with the goals backing onto the fairground rides in the “Y” Road of Leyton Road. This area will also prevent the need for the public to cross any unclosed roads. A sound system will be needed along with additional fencing to keep the crowds of people back. The Town Council are to provide this.

51.11  Budget

The budget is looking to be on target at this stage, although it is too early to be accurate. The raffle ticket sales have not been included and some invoices have not been received.

52. EXEMPT BUSINESS

There was no exempt business for consideration.

53. DATE OF NEXT MEETING

The next meeting is scheduled to take place after the event.

54. CLOSE

The meeting closed at 11.45am.

Chairman ……………………………..

Date ………………......

CHRISTMAS CARNIVAL WP MINUTES 10 NOVEMBER 2014