HARPENDEN TOWN COUNCIL
MINUTES OF THE CHRISTMAS CARNIVAL WORKING PARTY
HELD AT THE TOWN HALL
ON TUESDAY 22 SEPTEMBER 2014 AT 10.00AM
Present: Councillors: Mary Maynard (Town Mayor) and Brian Ellis (Deputy Mayor)
Apologies: Councillor Michael Ellis, Chris Canfield, Ron Gray and Tony McFarland.
Also in attendance: Pam Brown, Frances Gee, Alex Baron (Events Officer) and Heather Scott (Planning, Information and Facilities Officer)
18. APOLOGIES
Apologies were received from Councillor Michael Ellis, Chris Canfield, Ron Gray and Tony McFarland.
19. DECLARATION OF INTEREST
There were no Disclosures of Interest.
20. MINUTES
The Minutes of the meeting held on the 26 August 2014, previously circulated, were duly signed as a correct record.
21. CHAIRMAN’S REPORT AND URGENT ITEMS
There was no Chairman’s report and no urgent items to consider.
22. PUBLIC QUESTIONS IN ACCORDANCE WITH STANDING ORDER 61
There were no public questions.
23. OFFICERS’ REPORTS
23.1 Raffle
23.1.1 Alex Baron advised the Committee that she had successfully obtained a half day’s Land Rover Experience at Luton Hoo and a £150 gift voucher for Harpenden Cycles to be used as prizes for the raffle. An Ipad which is to be offered as the first prize is also to be purchased with the proceeds of the sale of the raffle tickets. Discussion took place as to whether additional prizes should be sought, however, it was decided that these three good prizes would be enough of a draw for people to purchase tickets.
23.1.2 It was agreed that the draw of the raffle would take place on the stage shortly after the Christmas light switch on.
23.1.3 Alex confirmed that she had received the raffle licence from St Albans District Council, therefore the sale of the tickets could commence immediately after the tickets have been received from the printers.
23.1.4 Alex advised that the cost of printing 5,000 tickets would be £160 with the option of a 1,000 run on if required. The tickets were expected to be received from the printers by Friday 26 September.
23.1.5 It is hoped that the raffle tickets can be sold at the Food and Drink Festival on Sunday 28 September which will kick start the sales. Pam Brown and Mary Maynard volunteered to sell tickets at the festival. Other sales opportunities are to be discussed to ensure adequate opportunity is given for the tickets to be sold.
23.2 Procession and Coordinator
23.2.1 Heather Scott confirmed that an email has been sent to past participants of the Christmas Carnival procession along with suggested groups and organisations. Some responses have already been received, however, chasing up will be done in the coming weeks.
23.2.2 In addition to the usual participants in the procession it is hoped that Celebrity Cruises (if they proceed with sponsoring the procession), Land Rover Experience and Townsend Nursery will take part in the procession in a vehicular format.
23.2.3 Discussion took place on the staffing of the procession and the need for a dedicated coordinator to oversee the running of the procession. It was suggested that Councillor Michael Ellis be approached about filling this role as he is positioned at Bowers Way East Car Park during the day, which is the congregation point for procession participants.
23.2.4 Heather Scott confirmed that Councillor Michael Weaver had suggested the Lions and Rotary Club be approached about providing marshals for lining the A1081 when the procession takes place to keep the crowds on the pavement.
23.3 Sponsorship
23.3.1 Mary Maynard confirmed that Barclays Bank and Lussmans restaurant had expressed an interest in offering sponsorship of some nature. Mary confirmed that she would follow this up along with other sponsorship opportunities as they arise.
23.4 Action Plan
23.4.1 The action plan was worked through with changes made as necessary to reflect this year’s event.
23.4.2 It was agreed that Councillors would be approached about manning the VIP area on a rota system, which will be providing refreshments throughout the day to accredited people. Mary Maynard reiterated the importance of providing a VIP facility which had good seating and facilities. Concern was expressed that a gazebo would not be suitable if the weather is inclement. She went on to say that she was aware of a converted bus which provided suitable facilities which could be used on the day; however, she would need to speak to the owner about this possibility. Other options should be considered in case this option is not suitable or proves to be too costly such as a Scout tent with heating or a “party bus”.
23.4.3 Lanyard passes need to be issued to accredited persons to enable them to gain entry to the VIP area. Signage also needs to be erected outside the area making it clear that it is for accredited persons only and not for general public.
23.4.4 Following discussion it was agreed that the music organ which is usually positioned at the end of Vaughan Road would not be invited to the 2014 event. It was felt that the area would be required for other attractions and the cost of hiring the organ could be used on something else.
23.4.5 It was also agreed that Breathing Space would be notified that the Reception usually held there would now be taking place at the VIP area.
23.5 Celebrity Attendance
23.5.1 Alex advised that Ginny Cooper had asked if the Working Party were interested in having a celebrity on the stage, as she has contact details for Una Foden of the Saturday’s. Following discussion it was agreed that if Una Foden could be secured she could draw the raffle after the Christmas Light switch on.
24. EXEMPT BUSINESS
There was no exempt business for consideration.
25. Date of Next Meeting
The next meeting is scheduled to take place on Wednesday 22 October 2014 at 10.00am
27. CLOSE
The meeting closed at 11.40am.
Chairman ……………………………..
Date ………………......