Minutes May 2010
KIRKBY STEPHEN TOWN FORUM
Minutes of the Annual General Meeting held on Monday 10 May 2010
Present: Jacqui Semple, Mike Walker, Ann Sandell, Joan Johnstone, Jacqui Scarr, John Thompson, Libby Bateman, Andrea Hines, Glenys Lumley, Andrew Griffiths, Lindsey Moore
1. Chairman’s welcome:
Jacqui Semple welcomed participants and as this would be her last meeting in the chair, thanked everyone for their support over the last two years.
2. Apologies for absence:
Charles Hurst, Liz Hall, Debbie Hylton, Shiela Haughey, Linda Walker, Derek Thompson
3. Minutes of the meeting on 22 March 2010:
The minutes of the previous meeting were accepted as a true record.
4. Matters Arising (not otherwise included in the agenda):
a. The Forum made a number of nominations for the Eden District Council Local Heroes Awards for 2010. Mike Walker is attempting to get a list of all nominations from EDC, as he had only had two entries acknowledged. The Forum were pleased that Ellie Dinnes and the Plus Bus Committee received awards following nomination from members of the Kirkby Stephen Town Forum.
b. The economic regeneration group is now finding its feet and has agreed the following:
i. It is to be known as Upper Eden Future with objectives as those of the economic pillar of the Upper Eden Community Plan
ii. Its purpose is to help implement the economic objectives of the Plan
iii. The group is inviting contribution from anyone interested in the economic vitality of the Upper Eden Valley.
iv. The group is likely to concentrate its energies on marketing the area to prospective business people and in setting up a networking event during the summer, when businesses may share experiences and good practice.
v. A small sub-group is also looking at the business component of the town website to see if there is any further contribution to it which might be made.
5. Chairman’s Report:
The chairman made the following report to the meeting:
2009-10 has been a successful year for the Town Forum. We started off as Calor Village of the Year for Northern England, and with judging in July, beat off the 4 other regional winners to be declared the Best Village in England for 2009. This provided much valuable publicity for the community, and prize money of £7000. Calor also contributed £3000 towards a celebration, which we held at the same time as the Annual St Luke’s Charter Fair, involving a large number of residents.
The community spirit that this success brought was extended through a Community Fair organised through the UECP, highlighting the various activities available within the community.
A successful fund raising campaign was held to convert the Christmas Lights to low energy bulbs, and our efforts resulting in a dramatic reduction in electricity costs over the Christmas period. Further work is now in hand to improve the lights for 2010 as promised using some of the Calor prize monies.
A small group from the Forum and the Council have begun to decide how to spend the major prize of £7000, on something permanent and of benefit to the entire community. Initial ideas are now being evaluated and costed before decisions are made.
After a very hectic couple of years the Forum is taking a rest from organising major events during 2010, in order to refresh itself for the following years.
6. Treasurer’s Report:
The Treasurer distributed annual accounts for the year ending 31 March 2010. The bank account is healthy with some ring-fenced monies. (See the attached sheets.) It was pointed out that there is still an underspend regarding the Community fair, but this will be spent on flyers outlining the various activities available in Kirkby Stephen. The general fund is healthy at around £1475.
Andrea Hines asked the Forum to invoice EDC for a further contribution of £500 for core funding, and the secretary agreed to do this. Action: Mike Walker
7. Election of Officers:
Jackie Semple confirmed that she would be standing down from the post of Chairman. There were no nominations for the position and no volunteers from the meeting. It was agreed that the Forum could operate temporarily without a Chairman and a chair could be appointed for each meeting until the position could be filled.
Jackie Semple proposed Mike Walker as secretary, and Jacqui Scarr seconded the nomination. In the absence of other nominations Mike was re-appointed.
Mike Walker proposed Joan Johnstone as Treasurer, and Jacqui Scarr seconded the nomination. In the absence of other nominations Joan was re-appointed.
Joan Johnstone proposed Ann Sandell as Publicity Officier, and Jackie Semple seconded the nomination. In the absence of other nominations Ann was re-appointed.
8. Christmas Lights:
In Shiela Haughey’s absence, Mike read out a written report she had provided:
“I have met with Paul Mitchel of Christmas Plus Ltd. He talked through various options. He has carried out his own overview and will be letting us have a visual plan of his suggestions with estimates on costs. He indicated that we could do a number of things using existing bulbs and equipment to give a bigger and brighter impact for not a great deal extra. I am still waiting for this, and as I am not at the meeting, could we defer agenda item 9? We have until the end of July to put in any order we might want to be guaranteed delivery for November.
As soon as I receive info from Paul Mitchel could the members of the lighting group meet and if the Forum is happy can it make the decision, providing we stay in budget for this year, rather than waiting until the next Forum meeting?”
The Forum agreed that the lighting group should follow up any information received, but felt that the issue should be referred to the next Forum meeting.
Action: Mike Walker
9. Olympic Torch Relay:
Kirkby Stephen has made an independent application for participation in the Olympic Torch relay. An acknowledgement has been received but no further information yet. There was some concern expressed about policing costs, which need to be clarified.
10. Community Fair Flyer:
The finalisation of the flyer is linked with the web-site containing similar information. Libby and Mike will aim to complete the project in the next 2 months.
Action: Mike Walker / Libby Bateman
There was some discussion about how we might promote activities better using newer technologies, and it was suggested that this could be part of a future agenda.
Action: Mike Walker
11. Progress on suggestions for spending Calor prize money:
A sub-group has been set up between the Town Council and the Forum and has met to consider various suggestions and to ascertain costs for those that will benefit all residents of Kirkby Stephen. The group will meet again once this information is available.
12. Town to Station path:
The situation regarding provision of an improved path between town and the railway station is still in discussion between the landowner, Cumbria County Council and the Upper Eden Community Plan Group. It is an important part of the agenda of the Transport Forum and hopefully issues will be resolved before long.
13. Renovation of Kirkby Stephen Street Furniture:
A proposal has been made to approach the Heritage Lottery Fund in order to obtain funding to renovate two gas lamps in Hartley Road and two gas lamps in Melbecks, the furlong signpost, the guide stone near KSGS and a gas post. Quotes are being obtained in order to make an application.
Action: Ann Sandell
14. Town Trail leaflets:
Town Trail leaflets developed by the Town Forum have been sold in the TIC for many years at a price of 20p each. Stocks are now almost exhausted, and a reprint is being costed. A quote for printing in two colours on parchment-like paper has been received for £788 for 15000 copies. It appears that receipts for the sales of these leaflets have gone into general TIC receipts, and it was noted that future sales should be more accurately recorded with proceeds coming to the Forum who have funded the leaflet. It was agreed to use the £500 promised by Andrea Hines to fund the reprint, and Ann was asked to go ahead.
Action: Ann Sandell
15. Audio Trail:
Ann Sandell described the Audio Trail that she had experienced in Richmond. The installation cost £37000 and was very complicated. Various different methods of downloading information, either as MP3 or via Bluetooth were discussed and it was agreed to explore possibilities. One possibility might be to make available readings of the Poetry Path poems to accompany the walk.
Action: Ann Sandell
Ann Sandell presented a list of events for 2010 as follows:
a. Stainmore Railway Ltd / Kirkby Stephen East Heritage centre have three planned events so far this year
i. 5 June Model Railway Show
ii. 20 June Steam Gathering
iii. 4 July Classic Car Rally
b. 14/15 August Podgill Poems Trail. Dick Capel and Ann Sandell are working with the school librarians and Kirkby Stephen Library on a poetry selection which will be displayed by the Northern Viaduct Trust with additional readings and music. Eden Arts are promoting the event.
c. Two Kirkby Stephen Heritage Walks in May in conjunction with the libraries local history month. Next one is 23 May.
d. A guided tour of the Poetry Path for Friends of the Lake District for their AGM entertainment, there will also be an NVT promotion.
e. 30/31 July Kirkby Folk and Blues Festival - Kings Arms Hotel and Acoustic Tearoom
f. Charter Fair - No one has come forward to offer to take this over but Ann has asked craftworkers and Sandy Lancaster to see if they want to organise their own thing. Will Tease, the jester is willing to return if anyone wants to organise anything. It will be necessary to arrange for the reading of the Charter.
17. Publicity – the way forward:
Ann Sandell asked the Forum for advice on promoting and publicising Kirkby Stephen after much coverage in magazine articles during 2009. It was agreed that we should avoid excessive coverage but perhaps aim for more publicity in 2011 and work alongside the Stainmore Railway 150th Anniversary.
The UECP Group have been working with camping and caravanning journals, and it was felt that camping might be encouraged as additional business for landowners in the area. This would be suggested to the UE Future group.
Action: Libby Bateman
It was confirmed that the Forum currently has no events planned which require notification to the insurers.
19. Any Other Business:
a. The KS In Bloom Group will be changing compost in the planters at 1700 on 2 June, and replanting them at 1030 on 3 June. Volunteers are encouraged to join the activity at the Masonic Hall gardens.
b. A UECP conference will be held on 30 June. There is a desire for a community presentation about the Calor Village of the Year® competition but Mike Walker is not available. A PowerPoint presentation is already available, and Mike will explore whether sound can be added, or whether it can be set up as a loop for display during coffee and lunch breaks. Action: Mike Walker / Libby Bateman
20. Date of Next Meeting:
It was agreed that the next meeting would be held on Monday 12 July 2010 at 1900 in the room above the TIC.