Agenda item

Report of the Cultural Services Team Manager.

The Cultural Services Team Manager presented the report to members, providing an overview of the events which had taken place and highlighting the one remaining upcoming event in this year. 

Music and Picnic in the Park

The Cultural Services Team Manager reported that this had been a very successful weekend.  The weather was warm and attendance was good despite clashes with other events such as the world cup.  Excellent feedback had been received from the community groups involved in the events and from members of the public.  She was pleased to report that the money raised by charity groups at the event had increased from the previous year. 

Coalville by the Sea

The Cultural Services Team Manager explained that this had been extended to a two day event with funding from the Coalville Project.  She reported that the event had been very well supported and was well received by community groups.  She added that holding the event on a Saturday had reached a slightly different audience in that whole family units were able to attend. 

Members thanked the staff involved and discussed the feedback received.

Christmas in Coalville

The Cultural Services Team Manager highlighted the planned activities focussing on the Belvoir Centre and Market Hall car park as set out in the report.  She explained that the social media campaign had been extended in the last few days and the campaign had reached 22,900 people.  She added that the social media promotion had been supported by some paid advertising as well as the comprehensive communications plan that would continue in the run up to the event.   

The Cultural Services Team Manager advised that she had considered the options for Memorial Square as requested, however having taking advice, the focus of the Christmas in Coalville event would not be on Memorial Square due to the busy nature of the road network and the fact that the site would still be a building site at the time of the event.

Councillor M B Wyatt commented that the reach on social media did not guarantee a high attendance level.  He felt that it would be beneficial to include the walkway at Needhams Walk when considering the new Christmas lights contract for 2020. 

2019/20 Proposed Events Programme

The Cultural Services Team Manager drew members’ attention to the proposed events programme set out in the report.  She sought members’ views on including a two day event for Coalville by the Sea.

Members confirmed that they wished to continue to support a two day event for Coalville by the Sea. 

In response to a question, the Cultural Services Team Manager advised members that the date for the 2019 Christmas in Coalville event could be set now, however she would feel more confident doing so after seeking guidance from traders. 

Councillor J Legrys referred to the artwork unveiling taking place on 27 October 2018, and felt that as members of the Working Party had supported the allocation of funding towards this project, they should make every effort to attend. 

In response to a question from a member, the Cultural Services Team Manager advised that the scaffolding in Memorial Square had been scheduled for removal at the beginning of the week, however due to the high winds over the weekend, the contractor had been busy securing live sites.  Work was complete on the upper levels and the scaffolding was now due to be removed at the weekend. 

Christmas Lights

The Cultural Services Team Manager reported her findings following the request of members to investigate the tree brackets.  

Councillor M B Wyatt reported that he had contacted the Co-operative store to see if they would be willing to contribute towards the cost of the hanging baskets as part of their Section 106 Agreement.  He suggested that the project be put on hold pending the future developments on High Street.  

Members had a lengthy discussion on the issues around ownership of the existing brackets and who would be responsible should the brackets deteriorate.  Councillor R Adams stated that he would welcome further legal advice on this point. 

In response to questions from members, the Cultural Services Team Manager explained that regardless of who had installed the brackets in Ashby de la Zouch, the Town Council had assumed ownership as they utilised them for other purposes and were the main user of the brackets. 

It was agreed that the shop landlords be notified of their responsibilities relating to the existing brackets. 

Coalville May Fair 2019

The Cultural Services Team Manager outlined her findings following the request of members to investigate the suitability of High Street to accommodate a fun fair.  A desk-based assessment had been undertaken by a traffic management company had identified the areas which were more suitable for a road closure and to accommodate large equipment, as detailed at section 4.2 of the report.  The suggested areas to avoid holding a fair due to the size of the roads and the inconvenience of closing them were also set out in the report.  Members were asked to consider whether they wished to commission the traffic management company to undertake a full traffic management plan at a cost of £400.

Members discussed the potential timings and location of a fair, and were keen to ensure that residents were consulted on any proposals.  It was clarified that undertaking the assessment would not guarantee that permission for such a fair would be granted, however the traffic management company would engage with key stakeholders and support what was possible to mitigate some of the issues which might be raised by the emergency services. 

Members agreed that a full traffic management plan be commissioned.

Coalville Commemoratives

The Cultural Services Team Manager reported that the artwork was scheduled for installation week commencing 22 October, which comprised the hole being dug and the equipment being installed to lift the 8 tonne stone into place.  Work would then be undertaken by the grounds maintenance team to dress the area.  The installation would be secured by Heras fencing and shrouded by interpretive panels and tarpaulin for the grand reveal.

In response to questions from members, the Cultural Services Team Manager advised that once the installation was unveiled, it would be on display immediately.  She advised members that the delay with removing the scaffolding had eaten into the contingency for the works, however she assured members they would be completed in time for the unveiling. 

It was moved by Councillor J Legrys, seconded by Councillor R Adams and

RESOLVED THAT:

a)    The progress update on 2018/19 events be noted

b)    The initial proposals for 2019/20 events be noted

c)    The information received in relation to Christmas tree brackets and lighting options be noted

d)     The information received from a traffic management company regarding the suitability of hosting a fun fair in Coalville town centre be noted

e)    The progress on the commemorative artwork for the centenary of the end of WW1 be noted

RECOMMENDED THAT:

a)    Notification be sent to shop landlords outlining their responsibilities in relation to Christmas tree brackets

b)    Further work on the existing brackets be put on hold pending future developments on High Street

c)    A full traffic management plan to further explore the suitability of hosting a fun fair in Coalville town centre be commissioned