Minutes July 2009
KIRKBY STEPHEN TOWN FORUM
Minutes Of the Meeting held on Monday 13 July 2009
Present: Jacqui Semple, Mike Walker, Ann Sandell, Joan Johnstone, Derek Thompson, Libby Bateman, Jacqui Scarr, Andrea Hines, Glenys Lumley, Liz Hall, Janet Lewis, Peter Lewis
1. Chairman’s welcome.
Jacqui welcomed all participants and expressed a wish to keep the meeting short following the busy day involved in judging for the Calor Village of the Year.
2. Apologies for absence:
Charles Hurst, Mark Earnshaw, Linda Walker, John Thompson, Debbie Hylton
3. Minutes of the meeting on 11 May 2009: The minutes were accepted as a true record of the meeting.
4. Matters Arising (not otherwise included in the agenda):
Trolleys and storage for market stalls is still work in progress with additional pressure due to Cumbria County Council’s intentions for the building. Mike agreed to get accurate measurements now he can get to the stalls.
Action: Mike Walker
Further stimulation of the Facebook Forum is needed. Views of the young people in Kirkby Stephen on the Charter Market were still needed. Ann agreed to provide a copy of the email (sent to Abbie) regarding putting the Charter Fair on the FaceBook Forum for suggestions in order that Libby could follow it up.
Action: Libby Bateman / Ann Sandell
Mike had written to Eric Woof expressing the Forum’s congratulations on receiving the Eden District Chairman’s Award for the individual who has made an outstanding contribution over a period of time. Eric had responded, delighted that we had done this.
The Chairman thanked Mike for providing the list of activities that the Forum had been involved with in the past year, and asked that we consider how we wish to go forward and discuss our views at the next meeting.
Mike had sent a letter of thanks to Heb Lumley for carrying out the audit.
The updated Constitution had been circulated with the Minutes of the last meeting.
The Forum had endorsed the statement regarding the proposed Upper Eden Alliance. Carl Glynn has been advising the joint group about the way forward, with current legislation requiring a more complex set of Memorandum and Articles. No further discussion was held on this topic and we will await further developments.
Ann had persuaded businesses to sign up to the loyalty scheme and forms sent off.
The Walkers are Welcome group have sent a newsletter to accommodation providers giving information on advertising, inspection and green issues. Two web addresses have been regsitered and we are now working on web pages to be linked to other sites. Some complaints have been made about the lack of refreshment facilities at the end of the afternoon, especially on Sundays. It was agreed that this would be brought to the attention of possible providers.
Action: Ann Sandell
5. Calor Village of the Year Competition:
This item was brought forward as it has a bearing on the financial situation of the Forum.
Kirkby Stephen had been judged as one of the last five villages in the England Competition on the morning of this meeting, and most people who were involved believed that we had given a good show about the community. Even if we are unsuccessful, we have given others a high baseline to exceed. Results are due during the next month.
Following the judging, a presentation was made of the regional awards, consisting of a plaque and £2000 as overall winner. To our surprise and delight Kirkby Stephen was also presented with awards for the Community and Business categories, each marked with a framed certificate, and a further £500 each. It was pleasing to have been responsible for a £3000 increase in the Forum’s financial position, although it was agreed that these monies should be ring-fenced for specific projects for the benefit of the community.
The Forum thanked Mike Walker for his efforts in bringing all the organisations together to make us all very proud of our community. Ann has worked with Helen Atkinson, ACT and Calor in preparing the official press release and contact list. Ann will ask local press to include that the displays can be seen in the chursch.
Action: Ann Sandell
It was noted that the 2009 Calor Cumbria Village of the Year awards were to be presented on 11 September, and Kirkby Stephen was selected as the venue on the basis that we had won the previous year’s competition. Further information will be available nearer the time.
6. Treasurer’s Report:
Joan Johnstone advised the Forum that the Bank balance was healthy following the morning’s activities. As well as the £3000 received from Calor, Eden District Council had given the Forum a further £500 for our running costs, for which we are all grateful.
7. Macmillan Community Project:
In the absence of Moira Gaine this topic was not discussed.
8. Forum Social Event:
The Forum has been successful in obtaining a grant of £920 from the Cumbria Community Foundation to run the proposed Community Fair to be held on Sunday 13 September as a showcase for organisations in the area. Although a venue in the centre of Kirkby Stephen was suggested, it was felt that the Rugby Club would be more appropriate as a community organisation itself. Refreshments will be provided together with entertainment, and it is intended to have a guided walk along the Poetry path finishing at the Community fair. Invitation letters will be drafted before the end of July noting that participants should have their own public liability insurance.
Action: Libby Bateman / Mike Walker / Liz Hall Charles Hurst
9. Christmas Lights Group:
Following the approval by the Town Council of the proposals for replacing the Christmas lights with LED bulbs, the group had met to define a strategy. The group suggested approaching businesses during early summer for sponsorship with associated publicity, followed by a “Buy a Bulb” campaign in the autumn for residents, with an accompanying draw with the winner being asked to perform the switch-on. The Chairman pointed out that businesses were always being asked to support charitable causes, and that it would be sensible to bring forward the campaign with residents, perhaps using the shop window currently displaying Britain in Bloom material and perhaps the TIC window later, to display the Christmas light campaign, targets and sponsors. Efforts would be made to find an attractive method of displaying support, and Mike agreed to contact cerberus for advertising suggestions, to begin the work as soon as practicable.
Action: Mike Walker / Ann Sandell
10. Virtual Tours & Business Database:
Grant aid has been received for developing the business database and virtual tours, although a £325 shortfall may cause some difficulties. Further quotes are being considered, together with requests for payment from those businesses whose interiors are used in the virtual tours. It was agreed that the £500 Calor business category prize money could be used to support the virtual tours if needed. It was agreed to progress these projects.
Action: Libby Bateman / Ann Sandell
11. Heritage Open Day:
This was planned as a one-day activity to be held on Saturday 12 September, including a Family History day, Photo displays, and output from the Dated Structures and Oral History Groups. Venues would be the Community Office, Church House and the TIC. It is also proposed to hold a History Walk. Banners have been obtained to promote the event at the entrances to Kirkby Stephen. Help is requested with the displays. Please advise Ann Sandell if you can assist.
12. Charter Market:
No progress has been made for this event, except that the Crosby Ravensworth Alliance has been booked for the Charter Market on Sat 24 October. Several further ideas and suggestions will be investigated, including a children's fancy dress competition - others are welcome. Ann would appreciate any help with this event in planning or on the day.
There was support for a further major Charter Market event and it was agreed to determine if future years provided a suitable anniversary to celebrate. This would take considerable organising, and it was agreed that the 2009 event should be fairly low key. Various possible activities would be explored. The issue of insurance raised its head again. It was agreed to establish how other organisations faired, and whether various venues had public liability insurance, which would cover small stallholders.
Action: Libby Bateman / Ann Sandell
13. Insurance Issues:
Mike had listed events for insurance cover from Action for Market Towns. AMT had not been able to clarify the position on small stalls, craft workers etc. more than stating that the insurance company requires stall holders to have their own insurance.
We will continue notification of events to ensure that we obtain the cover that is available.
14. Any Other Business:
a) Joan expressed thanks to everyone for the efforts put in for the Cumbria in Bloom judging. The Town is looking really good.
b) It was agreed to write to the Northern Viaduct Trust congratulating them on the opening of their car park and entrance to the viaducts walk at Stenkrith. Action: Mike Walker
c) Various Christmas dates were advertised as follows:
i. Brough Christmas Fair 12 December
ii. Stainmore Railway Santa Days 5 & 12 December
It was agreed to discuss Kirkby Stephen Christmas activities at the next meeting. Action: Mike Walker
15. Date of Next Meeting:
In view of holidays in September it was agreed that the next meeting would be held on 24 August 2009 at 1900.