Agenda item

Agenda item

2017/18 Events Update

Report of the Cultural Services Team Manager

Minutes:

The Cultural Services Team Manager presented the report to members, highlighting that all events for 2017 had been delivered within or under budget, and the income received for the two key events of Picnic in the Park and Christmas in Coalville had ensured that those events had been delivered well within budget. 

 

Christmas in Coalville

The Cultural Services Team Manager reported that the Christmas in Coalville event on 2 December had been well attended and partnership working had been positive.  Following the comments made at the previous meeting, the entertainment had been increased to a wider area of the town to include Memorial Square.  She advised that officers had engaged with 134 town centre businesses on the Friday following the event, and 89% of businesses had reported a positive or neutral impact during the event, and although 51% of businesses would prefer the event to be held in December, 72% said they would prefer to avoid a clash with the event in Ashby if possible.  She added that the Ashby event was highly likely to be held on 1 December on 2018 which would cause a clash.  She asked members to consider whether they wished to bring the event forward to 24 November.  She reported that there had been good social media activity during the event and a high number of impressions around Twitter, which was double the average number of tweets clicked on, liked or replied to.  She thanked the Communications Team for their support with this.  She added that comments and suggestions made on social media following the event were also being considered and were generally positive. 

 

Councillor M B Wyatt stated that having spoken to local traders, they felt it was the worst ever event from a business perspective.  High Street in particular was deserted and local shops reported less footfall and a reduction in takings.  He added that Belvoir Road was equally badly affected and Memorial Square was under-utilised.  He commented that people had said that if they had to choose between attending the Coalville event or the Ashby event, they would choose Ashby as it was a better event, and this was not due to the dates clashing.  He reported that some of the businesses on High Street had not been contacted at all.   He referred to comments made by an officer about the lack of a  Town Council in Coalville.  He stated that he felt there was no co-operation between the businesses and the council, and he had lost all heart in trying to put a positive spin on the event.  He said that the feedback from residents was that the council was failing. 

 

Councillor D Everitt stated that he was inclined to agree with some of those comments, and added that the music event did not seem to have the same appeal as the previous year.  He commented that the weather on the day was also very cold. 

 

The Cultural Services Team Manager explained that attendance had increased from the previous year, and for the event this year the stage had been positioned in a different orientation to allow a bigger viewing area which reduced the feeling of overcrowding. 

 

Councillor J Legrys felt that the clash of dates with the Ashby event needed to be discussed.  He added that he would be interested to know the difference in budget between the events in Ashby and Coalville.  He made reference to the number of volunteers involved in organising the event, and the entertainment at Memorial Square was undertaken solely by volunteers.  He commented on the coldness of the weather.  He was pleased to see the entertainment in the precinct.  He added that there was always room for improvement however this would be limited by the financial situation and the availability of volunteers.

 

In response to a question from Councillor P Purver, the Cultural Services Team Manager advised that the Ashby and Coalville events had clashed for the last 5 or 6 years.

 

Councillor J Cotterill referred to the fact that 72% of traders wanted to avoid the same date as the Ashby event and felt that the date had to be changed.  He expressed agreement with all the comments made by Councillor M B Wyatt.

 

Councillor N Clarke commented on the lights and felt they were an improvement from last year.

 

Councillor R Adams expressed concern regarding the clash of dates with the Ashby event and suggested that the dates could be rotated.

 

Councillor J Geary stated that he would prefer the event to be held closer to Christmas.  He commented that his first impression was that the input from local businesses on the main streets was poor, as only a limited number had trees on the shop fronts and not all were lit.  He added that there was a lack of co-operation from the precinct owners.  He felt that the event on the car park was well organised and well run, and the fireworks were good.  He was pleased to see more of the shops in the precinct had remained open as well as some of the market stalls.  He felt there was room for improvement, and he would be interested to see how much was spent on the Ashby event. 

 

Councillor M B Wyatt felt that the light switch on was becoming an evening event.  He added that if the event was to take place for a full day it should be earmarked correctly with a focus on helping businesses, generating footfall and getting value for money.  He stated that the town lost money and an opportunity to showcase what was on offer.  He felt the event had failed to put the town on the map. 

 

The Chairman sought members’ views on following the example of many market towns and holding the switch on event on a Friday evening to prevent a clash with the Ashby event. 

 

Councillor M B Wyatt commented that this year’s event had basically been an evening event with a little entertainment during the day.  He stated that this was not working and did not help local businesses in any way.

 

A discussion followed around the options for future events, including reducing the offer to an evening event, allocating funding from reserves and establishing a working group to consider a way forward.  It was agreed that this matter be discussed further at the Events Sub Group on 24 January to enable planning for the 2018 event to progress at the earliest opportunity.  Progress on all event planning would be reported to the next meeting of the Working Party on 24 April.

 

Picnic in the Park 2018

The Cultural Services Team Manager advised that Coalville Miners Gala committee had requested to be involved in this event again and a meeting with the committee would be taking place to progress this.  She reassured members that the event would be marketed and branded as Picnic in the Park and would provide a platform for the Miners Gala to showcase and celebrate the district’s heritage. 

 

Coalville Commemorates

The Cultural Services Team Manager reported that the cost of a gunmetal cross suggested at the last meeting was significant, and as such, less expensive alternatives were being investigated, including the feasibility of a stone based sculpture which would complement the existing artwork.  She reported that since the last meeting, she had approached the local quarry who were very positive about providing the materials and transportation.  A local artist based in Coleorton had also been approached who worked with granite to seek an indication of the costs of the project which would be in the region of £10,000 - £15,000, which was still in excess of the £2,000 currently allocated to the project. 

 

Councillor J Geary referred to the site meeting where it had been established that members wished to install a monument that would be low maintenance, at a low risk of vandalism and would stand for 100 years as the memorial itself had.  He added that granite or stone had been suggested at that time with thoughts that this would be donated by the local quarry.  It had also been suggested at the meeting that it was appropriate not only to commemorate the men who went to war but also the families, communities and women who played an important role in contributing to the war effort. 

 

A discussion followed on the options to progress the project.  The Cultural Services Team Manager emphasised the limited timescale and requested a clear decision from the Working Party on whether to progress with a stone based sculpture and the budget. 

 

Councillor J Legrys stated that he was keen to have the memorial installed.  He was aware that the cost of gunmetal was too prohibitive and supported the stone based sculpture option.  He suggested that decisions on progressing the project be delegated to the Chairman to enable delivery within the timescales. 

 

Councillor D Everitt suggested that a sandblasting technique would be more cost effective than carving.

 

Members discussed the options in terms of the cost of the project and the budget to be allocated.  It was suggested that other sources of funding could be explored. 

 

In response to a question from Councillor M B Wyatt, it was clarified that the memorial would be a commemoration for the whole district, not just the Coalville area.  Councillor M B Wyatt therefore suggested that a contribution towards the project be sought from Cabinet.  He added that additional funding could also be sought from the Bardon Community Fund as this project met the criteria.

 

The Leisure Services Team Manager advised members that they could request through the minutes that Cabinet consider allocating a sum towards the project and members would need to consider how much funding they wished to request.

 

A discussion followed on the amount of funding to be allocated to the project overall and the amount to be requested from Cabinet.

 

It was moved by Councillor J Legrys, seconded by Councillor N Clarke and

 

RESOLVED THAT:

 

a)    The progress update on 2017/18 events be noted

b)    The Events Sub Group give further consideration to the Christmas in Coalville event and a progress report be brought to the next meeting of the Working Party

c)    The progress of the plan to commemorate the centenary of the end of WW1 be noted and the option of a stone based sculpture be supported

d)    Additional funding of £5,000 be sought from Cabinet towards the Coalville Commemorates project

e)    Future decisions on the Coalville Commemorates project be delegated to the Chairman and Deputy Chairman of the Working Party in order to progress the project within the timescales

Initial proposals for 2018/19 events be noted.

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