Events Working Group at 7.30pm Present: Councillors: Mrs T McMahon K Wattingham T Welch Cllr Dixon-Wilkinson Cllr C Slough J Carroll Chairman Substitute Co-opted members: Mrs C Butler Miss R Hillyard Mr D Hill Craig Gurr Community Policing Inspector Officers: Sarah Gelsthorp Louise Senior Civic and Events Officer Head of Democratic Services Apologies: Ms J Hillyard A S Swain EWG345 APOLOGIES Apologies were received from Cllrs Swain and Ms Hillyard (Cllr Carroll substituted) EWG346 DECLARATIONS OF INTEREST & REQUESTS FOR DISPENSATIONS None. EWG347 MINUTES EWG 334 Members asked if the date had been confirmed for A Celebration of Christmas. It was confirmed that the dates were being considered were Tuesday 20th or Wednesday 21 st November 2018 by Central Beds Council for the Town and Parish Conference but that no confirmation had been received as yet. It was agreed to ask the Town Clerk if she had received any further details. Members asked how advance notice needed to be given to book the theatre and it was confirmed that it should be booked as soon as possible. To confirm the accuracy of the Minutes of the meeting held on 1 st November and for these to be signed by the Chairman. EWG348 SANTA S GROTTO - REVIEW Members were requested to review the Santa s Grotto event, held on Saturday 9th December 2017. The event started at 10am and finished at 2pm and this ensured that the queue was a reasonable size from the outset and there were not long delays in visiting Santa. The event attracted approx.250 children.
Events Working Group 2 The event was supported by activities from Groundwork, and craft activities provided by the Town Council and hosted by the Youth Council (who wore festive fancy dress at the event). Members are requested to consider the Santa s Grotto and whether the event is to be held in the same format this year. It was requested that special thanks were given for the Youth Council who worked very hard on the day. Members discussed the possibility of having additional entertainment for the residents whilst they are waiting in the queue i.e. magician, mince pies for parents and a sign for directing resident the way to Santa. It was also requested that new decorations and materials for decorating the venue be purchased from the budget and a screen be used to disguise the tea making area. It was also agreed that additional gifts be purchased for the older age groups and to advertise the event as being up to the age of 12 years. 1) To keep the format the same in 2018. 2) To organise entertainment and refreshments for the queuing residents. 3) To purchase additional materials and decorations. EWG349 BUDGET A budget of 39,000 for Town Council events was resolved at the Town Council meeting of 22nd January 2018. To note the report EWG35 PANCAKE RACE The Town Council was hosting the fifth (annual) Pancake Race on Tuesday 13th February 2018 at 11am on the Village Green. The event comprised of a short course (marked out) which the teams completed (pancake must be flipped by each member at the start and end of the race). The team that completed the course in the shortest time went through to the finals! Each team brought their own frying pan and the Town Council provided the pancakes. Prizes included goody bags for all and medals. Further assistance on the day was requested, as the teams needed to be timed and judges needed to ensure that the pancakes have been properly flipped! Councillors Mrs McMahon, Slough and Wattingham, agreed to assist along with co-opted member Mr D. Hill. To note the report. EWG351 MAY FAIR Saturday 5th May 2018 At the time of preparing the meeting, approx. 10 Individual stalls, and a burger van had been booked for the event.
Events Working Group 3 On previous years, each school was entered into a draw, with the winning school being asked to nominate a child for the May Queen, and the runner up the May Princesses. Members were asked to confirm if they wish to use this method again. Members confirmed that they would stay with the same format and drew the following names: Queen Princess Princess Reserve Reserve Reserve Thornhill Lower School Hawthorn Park Community Primary School Thomas Whitehead Academy Tithe Farm Primary School St Vincent s Primary School Houghton Regis Primary School Suggested entertainment for the event was live music sets, a Balloon modelling demonstration and a Magic Show. Members requested that the balloon Modelling and Magic Show be booked and to invite Last of the Summer Ukuleles to perform once again. Members had received details of a local resident who performed Pipe and Tabor Music for Maypole Dancing. As this was the first year of attempting the dancing without a professional leader, members requested that the resident be offered a slot to perform the music instead. The Maypole Dance Training Session had been booked for 21 st March, but as yet there had not been a response from local residents. Co-opted members Miss Hillyard and Mrs Butler confirmed that they would like to take part, and Councillor Mrs McMahon hoped to participate. It was reported that Councillors MS Hillyard and Ms Thorne were also interested. Members had requested details about hiring in water Zorbs and it was confirmed that the cost of this would be 500 (plus Vat) and that a discount was offered for additional items booked. Members requested that the Zorbs and a Bouncy Castle be booked and d the charge per session for participants was agreed at 2.50 for Zorbs and 1.50 for the Bouncy castle. It was confirmed that the method of filling the Zorbing Pool would need to be investigated. 1) To allocate the May Queen and Princess roles as noted above. 2) To book the Magic and Balloon Modelling entertainment. 3) To invite the Last of the Summer Ukuleles to take part in the event. 4) To book the Zorbs and a Bouncy Castle. EWG352 CARNIVAL Saturday 14th July 2018 Members were requested to confirm if they would like a Carnival Court and which roles they would like to represent on the theme of Yesteryear. In addition. Members were requested to confirm the method in which the Court was selected. Names were drawn out as follows:
Events Working Group 4 1. Thomas Whitehead Academy 2. Thornhill Lower School 3. Hawthorn Park Community Primary School 4. St Vincent s Primary School 5. Tithe Farm Primary School 6. Houghton Regis Primary School It was agreed to defer the decision about the roles until the meeting. Members were also asked to confirm the type of entertainment to book for the Carnival. The total budget for providing entertainment (including a band to lead the procession) was 2500. Suggestions included: Punch and Judy Shows x 2 (for the younger audience) 300 Vintage Show Girls (1920s/1930s dancing) 600 for 3 hours for 2 members (can do walkabouts) plus approximately 60 travel expenses Pearly Kings and Queens / Cockney Band to lead the procession 1000 plus approximately 60 for travel expenses. Members agreed that they would like to book the acts as suggested. Members expressed concerns over the Thornhill Lower School use of an articulated lorry for the event. Members suggested a road closure to accommodate the larger vehicle, be investigated. However, after discussion, it was agreed to ask the school if it would be possible keep the vehicle at 7.5 tonnes or below and to report back to members. Members discussed the possibility of requesting the use of a local car park, currently owned by Whitbread for the day. 1) To allocate roles to the various schools and to confirm the titles at the next meeting. 2) To book the entertainment as suggested. EWG353 HOUGHTON ROCKS Saturday 1st September 2018 It was suggested that the rally plaques and prizes be brought back to the car show element of Houghton Rocks to attract more participants. Investigations have been made with the Grounds Staff regarding the capacity for vehicles in the car show, and it was estimated that a maximum of 100 vehicles could be accommodated at the top end of the recreation ground. Attached for members, was the designs for the rally plaques from 2013-2015 along with the quotation received. A new design would be created for 2018 and it was suggested that 100 plaques be purchased. The categories for the car show competition were previously:
Events Working Group 5 Pre- War Visitor 1945 1968 Visitor 1969 onwards Commercial Motorcycles Military Mayor s Choice Prizes for each category were a rosette and trophy cup, with the exception of the Mayor s Choice award, which received a larger trophy cup. It was suggested that the categories and the prizes remain the same for 2018. A total of 400 had been budgeted for the prizes at the event. Members confirmed that they would like to purchase 100 rally plaques and to keep the categories and prizes the same for 2018. It was requested that the ramp at Parkside be investigated once again and it was agreed that this would be discussed with the Head of Grounds Operation. 1) To purchase 100 rally plaques 2) To keep the categories or 2018 as the same as previous years. 3) To discuss the dropped kerb / ramp be discussed with the Head of Grounds Operation. EWG354 THE PRIDE OF HOUGHTON AWARDS Saturday 13th October 2018 The categories for the 2017 awards were as follows: Local Hero / Community Facilitator Young Person ** Carer (to include care homes) ** Individual ** Local Business ** Group / organisation ** Lifetime Achievement Award. **denotes categories with Highly Commended nominees** The prizes for 2017 were as follows: Framed Certificate. Gold Coloured Badge Glass Trophy Highly Commended nominees Framed certificate. Members were requested to consider creating an additional category of Mayor s Choice for the Pride of Houghton Awards, and give authority to the Town Mayor to make this award. Members also discussed making the judging panel for the awards independent of the Town Council.
Events Working Group 6 However, raised concerns regarding the Mayors Award, and it was agreed to defer this for discussion at the next meeting. The decision was made to rename the Carer (to include care homes) ** award to: Carer- the extra mile award and to add an additional category of Care Home Worker. To change the title of Carer award to carer going the extra mile and to add a category of Care Home Worker To defer the decision regarding the Mayor s Choice Award and the judging of the Pride of Houghton Awards. EWG355 FUTURE EVENTS Updates will be provided on the following event: Members are invited to raise any questions regarding the following events: Easter Egg Hunt Saturday 31st March 2018 Members discussed inviting local organisations to hold free information stands and it was agreed that they could be offered a stall in Bedford Square itself. Royal Wedding 19th May 2018 Members requested that a small scale event be investigated, with the Beacon and Flags that were in the process of being purchased. EWG356 DATE OF THE NEXT MEETING The date of the next meeting had been set for Wednesday 7 th March 2018 at 7.30pm. The Chairman declared the meeting closed at 9.04pm. Dated this day of 2018 Chairman