Events Committee BLYTH TOWN COUNCIL Minutes of BLYTH TOWN COUNCIL S EVENTS COMMITTEE held in the Council Chamber, Arms Evertyne House, Quay Road, Blyth NE24 2AS on Tuesday 15th April 2014 at 6.30pm. Present: Councillors: K Nisbet (Chair), C Bruce, A Gibbs-Barton, A Turnbull and J R Potts. Officers: Sue Noddings Town Clerk (Corporate Services) Sean Robinson Assets Officer Alison McCabe Office Manager Liam Forsyth Committee Clerk Also Present: Paul Taylor Events Co-ordinator Mike Wade Royal Northumberland Yacht Club Alan Hoyle Aspire to Achieve Karen Walker - Blyth Town Team Ann Dobson - Blyth Town Team Alison Walton-Robson - Headway Arts Fran Castle - Headway Arts Steve Byron - Headway Arts Kevin Wallace - BAIT John Houghton - Carnival Rides Gareth Davies Northumberland County Council Peter Heayns North East Kite Fliers A T Dane - North East Kite Fliers BLYTH TOWN COUNCIL Minutes of the Events Committee held on the 15 th April 2014 Chairs Initials... 1
Events Committee 074/14/01: APOLOGIES FOR ABSENCE Apologies for absence were received from Councillor M Parker (Deputy Mayor), Councillor A Cartie, Councillor L Rickerby, Councillor G Thompson and Councillor A Turnbull. 075/14/02: DISCLOSURE OF INTERESTS AND ANY GRANTS OF DISPENSATION None. 076/14/03: MINUTES FROM EVENTS COMMITTEE MEETING HELD ON TUESDAY 25 th MARCH 2014 The Minutes of the Meeting of the Events Committee held on the 25 th March 2014 were AGREED by the Committee and signed by the Chair. 077/14/04: UPDATE REGARDING BLYTH TOWN COUNCIL EVENTS The Events Co-ordinator Paul Taylor provided an update regarding the upcoming Blyth Town Council Events. It was outlined that a list of providers for the Maritime Event has been circulated to all Councillors outlining venues and times. The individual attractions such as the Medieval Village and Sea Shanties to be performed by Blyth Community Choir were also put before the Council. Councillor J R Potts enquired as to what the Medieval Village entailed. The Events Co-ordinator Paul Taylor commented that this attraction involves a riverside educational settlement including stocks and other aspects. Councillor J R Potts also enquired as to the staging planned for this event as the provision of staging for the event had become a recurring theme. The Events Co-ordinator commented that as the site was to be reduced due to the development on the Commissioners Quay site that this was of great importance. Paul Taylor outlined that this is to be addressed by using a flatbed truck with a steel extension that is to allow for an elevated platform for performance. Councillor J R Potts enquired as to the regulations regarding using this method for staging. The Events Co-ordinator replied that this is to be an unhitched static stage with the appropriate safety railing. Karen Walker from Blyth Town Team enquired as to the areas that the Town Council had designated for use. This information was provided by BLYTH TOWN COUNCIL Minutes of the Events Committee held on the 15 th April 2014 Chairs Initials... 2
Events Committee the Events Co-ordinator (see attached plan), who outlined that he had made no plans for the CEC car park nor the grassed areas. Councillor J R Potts also wished to reiterate the importance of appropriate budgeting for the Event. The Events Co-ordinator commented that the prices circulated were cautious estimates and that already the publication of advertising for the Continental Market had came in below budget due to provision via the printing department at Northumberland County Council. The Events Co-ordinator also commented that he had completed a draft sponsorship, which had been circulated to all Councillors. Councillor J R Potts commented that this represented a good idea and a great opportunity for businesses within the area due to the strong football figures achieved at Blyth Town Council events. It was AGREED that the Events Co-ordinator is to actively seek sponsorship for upcoming Blyth Town Council events. The Events Co-ordinator wished to clarify the times for the upcoming Continental Market. Councillor K Nisbet enquired as to the legality of operating on Easter Sunday. The Events Co-ordinator commented that this had been checked and commented that he was to mindful of the music generated for this site in order not to disturb church services. Regarding the Fireworks Event it was commented that the Events Coordinator has held a provisional meeting with the Police, Port of Blyth, the Assets Officer and Town Clerk (Corporate Services). It was further commented that due to restrictions of the size of the site due to aforementioned development on Commissioners Quay that both Paul Taylor and the Assets Officer are to investigate the feasibility and a reduction in numbers for the Event. The Assets Officer also commented that areas such as the potential for a barge to provide a firing site were also to be investigated at the future stakeholder meetings, to which it was outlined that an outline meeting with the Port of Blyth is to take place next week. Councillor J R Potts enquired as to how the site would be affected by the ARCH development. It was commented that this development and the likelihood that it will not be completed in time for the Event represents a loss of meterage. Regarding the Christmas Events, the Events Co-ordinator outlined that the Continental Market had been booked in for this period and that ice rink quotes had been received and circulated to all Councillors. BLYTH TOWN COUNCIL Minutes of the Events Committee held on the 15 th April 2014 Chairs Initials... 3
Events Committee Discussion was then held regarding the provision on an ice rink. Councillor A Gibbs-Barton enquired as to whether the seeking of sponsorship could be extended to this part of the Events. This was AGREED to be investigated. Following deliberation, the Council expressed a preference for the quote received from Ice Magic. This was AGREED by the Committee. The Events Co-ordinator sought any suggestions for the forthcoming advert. Following suggestions and agreement from the Committee, Paul Taylor commented that he was to make the amendments to the forth coming poster for the Local Links and that this would be submitted to Lynne O Reilly tomorrow. 078/14/05: PROPOSAL FROM HEADWAY ARTS Alison Walton-Robson from Headway Arts provided a proposal to the Events Committee. (Please see proposal attached) It was outlined that this proposal was to be in co-ordination with Blyth Town Team s Youth Market. It was outlined that the development of a culture trail in the Town and the tie in with local businesses would provide a benefit to the Town Centre. It was also noted that sponsorship for the proposal was to be sought as part of the network and key to success of the Event would be getting young people involved in such events as street art and murals. It was finally commented that this proposal encompasses before, during and after the events and associated support in areas such as printed materials and a webpage. Councillor J R Potts enquired as to the number of Youth Markets planned by the Town Team. It was replied that there are plans for 5 Youth Markets. Councillor C Bruce enquired as to whether other sources of funding have been sought due to the figure sought. The Town Clerk (Corporate Services) commented that there was very little flexibility within this years budget for the Events Committee. It was AGREED that this item is to be considered in Part 2 of this Meeting with the feedback to be provided to Headway Arts. BLYTH TOWN COUNCIL Minutes of the Events Committee held on the 15 th April 2014 Chairs Initials... 4
Events Committee 079/14/06: BLYTH KITE FESTIVAL 2014 An outline was provided regarding the Blyth Kite Festival 2014. It was noted that this proposal has come from a group of enthusiasts who are seeking to organise an event akin to similar previous events in the region such as Washington. A DVD was then shown to the Committee of the coverage of the Event from Look North of last year s event. It was noted that the organiser was seeking to tie in with Chris Anthony to get more young people involved in learning how to fly kites and that youth participation was key to the success. It was outlined that a proposal was put forward to cover the cost of providing toilets for the site as well as potentially support for the costs of hiring the Meggie s Burn site. Councillor A Gibbs-Barton commented that he wished for his small schemes money from the Community Grants Committee to be put towards this event in order to cover the Toilets. Gareth Davies from NCC commented that he would investigate any potential for an arrangement to be made regarding the Meggie s Burn site and liaise with Mr Heayns and the Committee Clerk. Councillor J R Potts enquired as to whether Blyth Town Council could be incorporated into the logo. This was agreed by Mr Heayns. The Committee Clerk is to provide the organiser with the relevant image. Action: LF 080/14/07: BLYTH OLYMPIC LEGACY Alan Hoyle provided a presentation to the Committee (please find the slides attached). The Chair, Councillor K Nisbet thanked Alan for the presentation and commented on the success of the previous events. It was AGREED that as with the proposal from Headway Arts and due to budgetary considerations that this would be addressed in Part 2 of the Meeting and feedback provided to both Aspire to Achieve and Headway Arts. BLYTH TOWN COUNCIL Minutes of the Events Committee held on the 15 th April 2014 Chairs Initials... 5
Events Committee 081/14/08: UPDATE REGARDING BLYTH COMMUNITY ROWING CLUB The Committee Clerk provided an update to the Committee it was outlined that this project was progressing nicely and that the organisations presence both in the Keel Row and on Social Media had been generating significant interest. It was noted that should anybody be seeking to get involved or require further information contact details and times for the build are published on the Community Rowing Club s Facebook page. Councillor A Gibbs-Barton wished to express support for this project and commented that he had met members of a Skiff Club from the Isle of Skye on holiday who had heard of the Club and paid testimony to the success in getting the message out. Gareth Davies from Northumberland County Council commented that he could provide support in co-operation with the Committee Clerk in developing a communication strategy. 082/14/09: ANY OTHER BUSINESS OR ITEMS FOR URGENT ATTENTION The Town Clerk (Corporate Services) provided an outline for her report on the Health and Safety aspect of Event Planning. (See attached) It was commented that the proposal involves assigning 2 named Councillors for each event in order to monitor and support the work of the Events Co-ordinator. It was noted that this arose from the comprehensive debrief following on from the Halloween Fright Night 3 event and that discussions had been held with the insurers and this would greatly assist our relations and it was commented that this would demonstrate Blyth Town Council taking the lead in such developments. It was outlined that this document would be generated via the Assets Officer, Events Co-ordinator and the Town Clerk (Corporate Services) and would cover areas such as SAG submissions and requirements. Councillor J R Potts commented that there is a need to link the key documents to the evaluation process and that he would support the development along such a process. BLYTH TOWN COUNCIL Minutes of the Events Committee held on the 15 th April 2014 Chairs Initials... 6
Events Committee Karen Walker from the Town Team sought clarification regarding the nature of the Maritime Event as a partnership. This was provided by the Town Clerk (Corporate Services) and the Events Co-ordinator. It was AGREED that this document was to be submitted to the Meeting of the Full Council. 083/14/10: DATE OF THE NEXT MEETING. It was AGREED that the next Meeting of the Events Committee is to take place on the 27 th April 2014 at 6.30pm. 084/14/11: PRIVATE BUSINESS PURSUANT TO THE PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960 THE COUNCIL RESOLVE TO EXCLUDE THE PRESS AND THE PUBLIC BECAUSE THE COUNCIL WILL BE CONSIDERING: THE PRIVATE AFFAIRS OF A THIRD PARTY INFORMATION RELATING TO AN INDIVIDUAL INFORMATION RELATING TO LEGAL PROCEEDINGS MEETING CLOSED AT 8.30PM. MEMBERS OF THE EVENTS COMMITTEE: Councillors: C Bruce A Cartie A Gibbs-Barton K Nisbet M Parker J R Potts L Rickerby G Thompson A Turnbull (Vice Chair) (Chair) Officers: S Noddings Town Clerk (Corporate Services) S Robinson Assets Officer A McCabe Office Manager L Forsyth Committee Clerk BLYTH TOWN COUNCIL Minutes of the Events Committee held on the 15 th April 2014 Chairs Initials... 7
Events Committee PLUS INVITED PARTICIPANTS: Paul Taylor Events Co-ordinator (Contractor) Michael Nicholson National Market Traders Federation Steve Bucknall Northumberland County Council Steven Bradley and/or another representative of Blyth Town Team Representative from Friends of Ridley Park Representative from the Port of Blyth Representative from Northumbria Police Representative from BVAL Representative from Aspire2Achieve Representative from Headway Arts Representative from BAIT Representative from Royal Northumberland Yacht Club BLYTH TOWN COUNCIL Minutes of the Events Committee held on the 15 th April 2014 Chairs Initials... 8
BLYTH TOWN COUNCIL Events Committee Meeting Tuesday 15 April 2014 EVENT SAFETY AND PLANNING PROCEDURE RECOMMENDATION I would like to recommend that the attached documentation (Appendix 1) is further developed, implemented and evaluated for the management of all Blyth Town Council Events. Secondly I would like to recommend that at least two Blyth Town Councillors volunteer to work more closely on each event to aid: - the communications process and the understanding of the organisational process This should also assist the Events Committee by providing a more in depth understanding of each event and any relevant issues. REPORT 1. Following the success and issues identified by last year s combined Halloween and Fireworks event I have been researching recommended good practice for Event Management and Safety. 2. Even though the attached paperwork is based on a system used by an Australian University it is considered appropriate and good practice. 3. A draft copy has been provided to our Insurance Brokers, Came & Co, and they felt that it exceeded anything that they had received from any other Parish or Town Council. 4. Alison McCabe, Office Manager, is in the process of transferring the data into Blyth Town Council Format and the first seven pages of the document is attached for your consideration. 5. The sections to be discussed in more detail relate to: - Safety Checklists Hazards, Issues and Tasks Definitions of Event Hazards Risk Management Additional Event Hazards and Risks
The use of these documents would result in the development of a highly visual traffic light type representation showing all risk ratings. 6. All of the information required by Northumberland County Council s SAG would be developed in a progressive manner and all aspects of event safety would be addressed in a logical and progressive manner. 7. Each stage of the procedure would be documented in a consistent manner and all requirements identified by Blyth Town Council, partners and stakeholder would be addressed systematically. SUE NODDINGS TOWN CLERK (CORPORATE SERVICES) 9 April 2014 Appendicies: 1: Event Safety & Planning Checklist (Draft 1)
BLYTH TOWN COUNCIL EVENT SAFETY & PLANNING CHECKLIST LEGAL OBLIGATIONS, PLANNING AND PREPARATION The success of an event is measured in many ways - through attendance figures and particpant feedback but events must also be measured in terms of safety. Event organisers have a duty of care under the Health & Safety at Work Act 1974 to provide a safe working environment and to ensure public safety. Under this legislation, event organisers must ensure that people are not exposed to risks to their health and safety. CONSULTATION WITH STAKEHOLDERS Stakeholders in any event include: event organisers; Blyth Town Council staff; Councillors; Northumberland County Council; artists/performers; volunteers; service and contract operators, eg catering, amusement device owners/operators; emergency services; service providers, eg rubbish/waste removal and cleaning, facilities hire; security providers; the media and the general public who attend the event. Proactive planning by event organisers means nothing should be left to chance. Using a systematic process of identification, assessment and control, relevant safety risks can eliminate or minimise the risk of untoward outcome for the event and the organiser. When planning the event it is important to remember that each event is different; from the type and number of people attending, to the nature of the event. Good planning means being prepared well in advance and ensuring that safety is a priority throughout the event, including initial pre-event set up and dismantle. These Event Safety and Administrative Checklists will provide a guide to many of the issues to be considered when organising an event. Depending on the nature of the event some of these issues may require more detailed assessment and provision of information prior to going ahead. The completed and signed checklists with additional risk control plans must be provided to at least 2 weeks prior to the event to allow sufficient time for review. 01000/Events/Event_Safety_Planning_Checklist Page 15 of 40
EVENT DETAILS Event Name Event Description Proposed Venue or Location Proposed Event Date/s Proposed Event Time/s Estimated Attendance Total Attendance (multi-day events) From: From: From: From: To: To: To: To: EVENT ORGANISER DETAILS Name Position Contact Numbers Email KEY EVENT CONTACTS Complete with all relevant contacts ROLE RESPONSIBILITY NAME CONTACT DETAILS Event Manager (if different from above) Health & Safety Overall responsibility for event Risk, assessments, legal compliance, etc 01000/Events/Event_Safety_Planning_Checklist Page 16 of 40
OTHER KEY CONTACTS SUPPLIERS (eg Marquees, stage, PA, toilets) Service Organisation Contact Name Contact Details Notes AUTHORITIES (eg Police, Fire, First Aid) Service Organisation Contact Name Contact Details Notes ARTISTS/ENTERTAINMENT Service Organisation Contact Name Contact Details Notes 01000/Events/Event_Safety_Planning_Checklist Page 17 of 40
VENDORS/STALLHOLDERS Service Organisation Contact Name Contact Details Notes LOCATION/VENUE CONTACT DETAILS Name Contact Tel Email Contact Date Contact Method Notes/Requirements etc 01000/Events/Event_Safety_Planning_Checklist Page 18 of 40
EVENT TASK LIST SCHEDULE PRIOR TO EVENT Date Task Start Finish Resources/Who Notes In Hand Complete SCHEDULE ON EVENT Date Task Start Finish Resources/Who Notes In Hand Complete SCHEDULE POST EVENT Date Task Start Finish Resources/Who Notes In Hand Complete 01000/Events/Event_Safety_Planning_Checklist Page 19 of 40
EVENT RUN SHEET STAGE/ARENA PROGRAMME FOR EVENT - RUNNING ORDER Time Performers/Artists EVENT COSTS Budget Budget Code Committee Approval for Event Name Signature SIGNAGE/EVENT MARKETING Poster Flyer Banner Other Size Qty Done Size Qty Done Size Qty Done Materials Distributed To: Date Completed Location of Other Advertising Materials/Signage Website Info Uploaded On: Social/Media Info Uploaded On: 01000/Events/Event_Safety_Planning_Checklist
PUBLIC LIABILITY INSURANCE If an event uses or contracts any external companies/vendors/service providers or volunteer/information providers they must produce a copy of their public liability insurance. Please attach a copy of the certificate. Group Cert Attached (tick) Date of Issue 01000/Events/Event_Safety_Planning_Checklist
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