Minutes October 2009
KIRKBY STEPHEN TOWN FORUMMinutes Of the Meeting held on Monday 5 October 2009
Present: Mike Walker, Ann Sandell, Joan Johnstone, Derek Thompson, John Thompson, Debbie Hylton, Jacqui Scarr, Andrea Hines1. Chairman’s welcome. In Jacqui Semple’s absence Mike Walker took the chair and welcomed all participants.
2. Apologies for absence:Charles Hurst, Jacqui Semple, Linda Walker, Libby Bateman, Glenys Lumley, Alex Birtles
3. Minutes of the meeting on 24 August 2009: These were accepted as a true record of the meeting.4. Matters Arising (not otherwise included in the agenda):Trolleys and storage for market stalls: Mike has still not had chance to get accurate measurements of the market stalls. Peter Foskett would help during the Charter Market when stalls will be in use. Action: Mike Walker / Peter Foskett The future direction of the Forum had will be included for discussion at the November meeting. Action: Mike Walker
Catering providers have been invited to advertise on the Walkers are Welcome web-site, including opening hours.
Advice from insurance brokers confirmed the need for stallholders and other participants in our events to have their own Public Liability Insurance.
ITV Lookaround visited in August and made plans for filming during the Charter Fair.
The Community Fair was held and judged to be a modest success. Some organisation gained more than others. There was a feeling that promotion of similar events in future needs to be improved.
Virtual Tours are now loaded onto the Kirkby Stephen web-site.
Janet Allison had advised that the Police were trying to revive the Shopwatch alert scheme. There was general support for the system, but no-one had agreed to act as coordinator. The Forum felt that a business owner should oversee the scheme. Debbie Hylton agreed to assist the Police in setting up the system, but a volunteer coordinator is still needed. Action: Business owners to consider volunteering5. Insurance Cover for Charter Fair:
As the probable attendance will exceed the normal 500 limit, Mike had asked for a quote from AMT for additional insurance cover for the Charter Fair and Calor presentation. Additional insurance will cost £173.25 for the weekend. However, for the same price we can extend our Public Liability insurance to £5M for the year, plus a cheaper additional cover for the Charter Fair. It was agreed to pursue this option, with funding from the Calor party fund. A revised invoice would be requested from AMT Action: Mike to advise AMT6. Charter Fair – 24 October 2009:
Ann Sandell outlined the plans for the event on 24 October as follows:
Market Square: Crosby Ravensworth market
Hawick Reivers selling beer and busking and “reiving” in town
Other food based stall still considering their position
Charter Stone: Proclamation of the Charter at 1100 by Kenneth Morrison.
Charter scroll needed Action: Mike Walker
Observers invited to gather at the stone before 1100.
Cones needed to prevent parking Action: Janet Allison
Outside TIC: Children’s Fancy Dress for pre-school and school children. Prizes £5 & £3 and certificates
Action: Mike Walker
Jester Competition sponsored by Dent Brewery.
Prize £25 and certificate.
Action: Mike Walker
Judge (Will Tease) requested train ticket. Expenses: agreed to pay on day. Action: Ann Sandell
ECO circus skills
Upstairs in TIC: Quilting Exhibition
Cloisters: Living Statue – King Arthur
Churchyard: James Popps – sculpture
KSGS Play at 1230
Silver Band 1300 - 1400
Punch & Judy
Stage - volunteers needed to move from King’s Arms
Action: Mike to ask Rotary
Community Picnic – Gazebos / Tables / Chairs
Action: Ann to include in newsletter
Mike to ask Rotary members
Mike to investigate hire costs
Calor presentation 1400 – 1430
A loudhailer is available with separate microphone.
The Silver Band will be asked if they can provide a fanfare
Action: Mike to ask Alex Birtles to introduce, receive prize and say a few words in response.
Brough Farm Ice Cream
Action: Mike to clarify details with Libby and Ice Cream Farm
Church House: Carole Marsden will be running a Christian Banner workshop followed by a children’s craft workshop in the afternoon
Church: 9 stalls will be demonstrating crafts in church.
The Church will be used for the picnic and presentation in the event of bad weather
The possibility of ringing the bells will be explored.
Action: Joan Johnstone
Masonic Hall: Robin Hood themed fun day
Silver Street Garden: Stalls – Jennifer Scott & Marjorie Bidgway
Pack Horse Corner: Paddy Rogan
King’s Arms Ballroom: Tea with a Troubadour.
Cream teas to music provided by Paddy Rogan
Action: Mike to clarify details with King’s Arms
Teas to be funded from prize money
Advertised to residents in newsletter
This is a very full programme and it was appreciated that many volunteers will be needed to set up stalls, Gazebos etc.
Action: All to ask for help.
The involvement of Stobars Hall and Christian Head was considered. Debbie Hylton agreed to contact them and ensure residents were invited to take part.
Action: Debbie Hylton
A part of 6 will be attending from Calor, and Mike agreed to host them. Two parking spaces will be provided near Church House, and a picnic will be provided for them.
Action: Jeanette / Joan
Janet Allison agreed to arrange coning off of the Market Square, the Pennine, and the Charter Stone. Action: Janet Allison & Police
First aiders: Rowan Sandell can act as a first aider. Mike agreed to ask Libby Bateman, and enquire if the Mountain Rescue Team might provide first aid cover.
Action: Mike Walker
Posters have been produced and an article written for the Community Newsletter. The TIC window has been decorated appropriately.
Calor had provided banners for each end of the town and the presentation. The one at the South end of town was still OK, but the north end banner failed as soon as it was in place. Raven Graphics have been asked to reinforce the remaining two. The north end banner will be put in place as soon as it is available. The third banner will be used at the presentation by the stage. Action: Mike Walker
Rubbish bags will be requested for clean up after the event.
It was agreed to get the Charter Stone cleaned before the Fair.
Action: Joan Johnstone
ITV Lookaround will be filming during the day for a broadcast on the following Monday. Additional facilities may be needed for them.
Action: Mike Walker6. Christmas Lights and Switch-on:
The Christmas Lights fund-raising campaign has been very successful. Through our approach to businesses we have received, or have been promised, almost £1250 towards our target of £1500. Various shops are also selling "Bulbs" to their customers and these will eventually be displayed, together with the business support, in Cleator's window, once the Britain in Bloom display is over. We have asked the Town Clerk to place an order for bulbs, so that we can be sure of having them available for Christmas.
It was agreed that the draw for the privilege of turning on the lights will take place at the Town Forum meeting on Monday 9 November and the winner notified soon after.
The switch-on has been planned for 1830 on Wednesday 2 December followed by a pantomime in the Masonic Hall, with mulled wine and mince pies. The hall has been booked for rehearsals, and it was agreed to share the cost with the players.
Joan agreed to ask the choir to be involved. Slees of Winskill had approached us for the Charter Fair and Christmas. We had decided to give priority to Brough Farm Ice Cream for the Charter fair, but Slees will be approached regarding what they can do for the Lights Switch-on. Action: Ann Sandell
Forum members were asked to consider other activities for the evening.
It was agreed not to promote late opening of shops as it has not been successful in previous years.7. Christmas Trees for Businesses & Windows Competition:
Mike has arranged with John Popple and Stuart McGroarty to provide trees for businesses again. The overall cost will be £22. Letters have been drafted and will be delivered in the next week or so. Felicity Kay had kindly agreed to deliver letters in previous years and she will be asked again. Action: Mike Walker
A window competition will be held again, and the theme agreed as “A Green Christmas” to link with eco-friendly lights. Details are included in the letter regarding Christmas Trees. Shops will be encouraged to keep their windows lit to allow them to be seen at the switch-on event.
It was agreed to ask the new Rector to judge the windows.
Action: Derek Thompson
Prizes and certificates will be needed as before, and the trophies need to be recovered.
Action: Joan Johnstone / Mike Walker8. Any Other Business:a. Annual Report: Mike circulated a draft Annual Report and asked for comments.b. The residents of Rowgate have asked if the Forum could assist with funding for the refurbishment of the Phone Box in Rowgate which they are adopting. It was agreed that the “Walkers are Welcome” group would follow this up. Action: Ann Sandellc. The Community Cinema has received further funding, and plans to show “Fame” on 24 November. Mike will advise AMT for insurance purposes. Action: Mike Walkerd. The Walkers are Welcome web-site is now completed at http://www.walkeden.org/ 9. Date of Next Meeting:
It was agreed that the next meeting would be held on Monday 9 November
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