EVENTS COMMITTEE - Meetings, agendas, and minutes
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EVENTS COMMITTEE
7 July 2022
Dear Councillor
NOTICE IS HEREBY GIVEN that a Meeting of the Events Committee at which your
attendance is summoned, will be held at The Manor House, Old Town Street,
Dawlish, EX7 9AP on Tuesday, 12th July 2022 at 7.00 pm to transact the business
specified in the Agenda as set out.
Events, Projects and Tourism Officer
Distribution: The Mayor and Members of Events Committee as follows:
Cllr Goodman-Bradbury (Chairman)
Cllr Heath (Deputy Chairman)
Cllr Tamlyn
Cllr Taylor
Cllr Wrigley
Cllr Mayne (ex-Officio)
Cllr Dawson (ex-Officio)
The Mayor and Deputy Mayor are ex-officio Members of all Council Committees.
Page 1For information – to be taken as read:
1 Declarations of Interest – Members are reminded that they should declare any
interest in the items to be considered and are also advised that the timescale to
alter their stated interests with the District Council’s Monitoring Officer is 28
days.
2 Items requiring urgent attention – to consider those items which, in the
opinion of the Committee Chair, should be considered by the meeting as matter
of urgency (if any). To be taken at the end of the meeting.
3 The Freedom of Information Act 2000 deems that all information held by this
Council should be freely available to the public unless it falls under one of 23
exemptions.
4 The Data Protection Act 2018 precludes this Authority from publishing the
names, addresses or other private information of individuals unless written
permission is given by the individual for such details to be made public.
Therefore, where necessary, personal details have been removed from the
papers attached to ensure that information held is available, but individuals are
protected.
5 Mobile telephones Councillors and members of the public are requested to
ensure that mobile phones are switched to ‘silent’ during the meeting to avoid
disruption.
6 Recording this meeting may be filmed or audio taped.
7 Public Participation:
Members of the public will be given an opportunity to address Councillors
present at this meeting regarding agenda items, at the discretion of the
Chairman. Members of the public will also be given an opportunity to discuss
Town Council activities not on the current agenda after the close of the
meeting. The comments of members of the public and electors of the parish
who speak before the start of the meeting or following the close of the meeting
will not form part of the Minutes of the meeting.
Page 2AGENDA
PART I
(Open to the Public)
1. Apologies for absence
To receive, note, and where requested approve, the reasons for apologies for absence.
2. Agreement of the Agenda between Parts I and II
3. Declarations of Interest
To declare any disclosable interests relating to the forthcoming items of business (if any).
4. Dispensations
To receive and consider requests for dispensation (if any).
5. Minutes (Pages 5 - 8)
To approve and sign the minutes of the Events Committee held on 10th May 2022.
6. Event Expenditure (Pages 9 - 14)
To receive and approve the expenditure reports for the Platinum Jubilee and Events
Expenditure 2022.
7. Events 2022
To receive and note updates about remaining planned events for 2022.
• Classic vehicles on the Lawn and Strand – 17th July (DTC)
• Brass on the Grass (on the Lawn)– 24th July (DTC)
• Punch and Judy at the Warren (27th July, 3rd August, 10th August, 10th August, 24th
August and 31st August)
• Dawlish Celebrates Seaside Fun on the Lawn (28th July, 4th August, 11th August and
25th August)
• Family Funday on the Lawn 30th July (Dawlish Ladies Hockey Club)
• Teignbridge District Council Charity Day on the Lawn 6th August
• Dawlish Celebrates Carnival 13th to 19th August
• Saturday 3rd September Merchant Navy Day flag raising at 2.30pm at the Piazza
(DTC and RBL)
• Teignbridge District Council Charity Day on the Lawn Saturday 3rd September
Page 3• Bike and Trikes (Armed Force Bikers) on the Lawn– 4th September
• Friday 9th September Emergency Services Day flag raising at the Piazza at 2.30pm
• Dawlish Walking Festival – 24th September to 2nd October (Sustainable Dawlish)
part of the Great Big Green Week activities.
• Saturday 15th October eat:Festival Food Festival 10am to 4pm
• 1st to 14th November Dawlish Poppy Wall
• Friday 11th November 11am silence at the Poppy Wall
• Sunday 13th November – Remembrance Sunday (DTC and RBL)
• Christmas Light Switch On and Christmas Markets on the Lawn and Strand – 25th to
27th November (DTC)
8. Torchlight Procession
To consider and approve outline arrangements for a torchlight procession as part of Dawlish
Town Council’s Christmas events in 2022.
9. Storage
To receive and note a verbal report on storage of the council equipment (within the
Council’s allocated budget for equipment storage of £2,500).
10. Training
To receive and note a verbal update on volunteer marshal training.
11. Online consultation for Events 2023
To consider and decide whether to hold an online and in print consultation for suggestions
for Dawlish Town Council Events in 2023.
12. Teignbridge District Council Officers Resorts Update
To receive and note information from the Resorts Officer about forthcoming events in
Dawlish, in addition to the events listed for 2022:
23rd-30th July David Rowland.
PART II
Items which may be taken in the absence of the Public and Press on grounds that Exempt
Information may be disclosed as defined in the Local Government Act 1972 and / or the Public
Bodies (Admission to Meetings) Act 1960.
Nil.
Page 4Agenda Item 5
DAWLISH TOWN COUNCIL
Minutes of a Meeting of the
Events Committee
held at The Manor House, Old Town Street, Dawlish, EX7 9AP on
Tuesday, 10th May 2022 at 7.00 pm
Present:
Cllr Heath (Deputy Chairman)
Cllr Tamlyn
Cllr Taylor
Cllr Mayne (ex-Officio)
Community interest group and other representatives present:
Anne Leigh, Churches Together in Dawlish and District; Richard Hayward, Dawlish Branch of
Royal British Legion; and Dave Hutton, Dawlish Against Plastic and Wildlife Warden.
In attendance:
Angie Weatherhead, Events, Projects & Tourism Officer
1 APOLOGIES FOR ABSENCE
Apologies were received from Councillor Goodman-Bradbury, Councillor Wrigley and
Councillor Dawson.
Apologies were received from Sue Lavender Dawlish WI.
RESOLVED: that the apologies were noted.
2 AGREEMENT OF THE AGENDA BETWEEN PARTS I AND II
There was no Part II.
3 DECLARATIONS OF INTEREST
There were no declarations of interest.
4 DISPENSATIONS
1
Page 5No members present required a dispensation to discuss items on the agenda.
5 MINUTES
Members present received the minutes of the previous meeting of the Dawlish Town
Council Events Committee held on Tuesday 8th March 2022.
RESOLVED: that the minutes be agreed and signed as a true record of the meeting.
6 EVENT EXPENDITURE
RESOLVED: that the events expenditure for 2022 and the Platinum Jubilee be approved as
set out in the paper.
7 EVENTS 2022
Standing orders were suspended.
In addition to the dates given the Events Guide had been published with wider events
information. The new electric charging points in the Barton Hill Car Park would be able to
be used from the end of May and could be paid for by swipe card. The next vaccination
clinic on the Lawn was on Friday 13th May and it would be returning every three weeks with
the one in June coinciding with the Jubilee Celebrations on Friday 3rd June.
Chapter 8 training would be offered to town council and community volunteers on
Saturday 18th June.
· Teignbridge District Council Charity Day on the Lawn 7th May
· Platinum Jubilee Celebrations 2nd to 5th June on the Lawn
· Falklands 40 flag raising at the Piazza
· Armed Forces Day – Parade 25th June organised by DTC
· Teignbridge District Council Charity Day on the Lawn 2nd July
· Alice in Wonderland adaption Sunday 10th July
· Classic vehicles on the Lawn and Strand – 17th July
· Brass on the Grass (on the Lawn)– 24th July 2022
· Teignbridge District Council Charity Day on the Lawn 6th August
2
Page 6· Dawlish Celebrates Carnival 13th to 19th August
· Saturday 3rd September Merchant Navy Day flag raising at the Piazza
· Teignbridge District Council Charity Day on the Lawn Saturday 3rd September
· Bike and Trikes (Armed Force Bikers) on the Lawn– 4th September
· Friday 9th September Emergency Services Day flag raising at the Piazza
· Dawlish Walking Festival – 24th September to 2nd October.
· Saturday 15th October eat:Festival Food Festival 10am to 4pm
· 1st to 14th November Dawlish Poppy Wall
· Friday 11th November 11am silence at the Poppy Wall
· Sunday 13th November – Remembrance Sunday
· Christmas Light Switch On and Christmas Markets on the Lawn and Strand – 25th to
27th November.
RESOLVED: that the item was noted.
8 REVIEW OF EVENTS 2023
Discussion focused on the Great Big Green Week for 2022 and for future years with an
issue being the ability of groups involved to have the capacity to organise the event. No
other proposals were presented for potential events in 2023.
RESOLVED: that the item was noted.
9 TEIGNBRIDGE DISTRICT COUNCIL OFFICERS RESORTS UPDATE
The Cofton Car Show was on the 25th June at the Warren. Officer to check the
arrangements with Cofton regarding vehicles parading round the town as the Armed Forces
Day parade was on the same day.
RESOLVED: that the item was noted.
Standing orders were resumed.
3
Page 7The meeting was closed by Chairman at 7.39 pm
Signed ...............................................................
Dated …………………………………………………………….
4
Page 8Agenda Item 6
EVENTS COMMITTEE
DATE: 6th July 2022
REPORT OF: Events, Projects and Tourism Officer
SUBJECT: Platinum Jubilee Event and Events Expenditure
PART I
Recommendation:
To receive and approve the expenditure reports for the Platinum Jubilee and Events
Expenditure 2022.
Background
The budget for the Platinum Jubilee was £12,632 (2022 Reserve) and £10,000 from the Events
budget for 2022/23. The Events budget is £24,000 for all other events in 2022.
Events Budget 2022
The excel spreadsheet shows the current expenditure with all items in yellow which are presented to
be approved at this meeting. Anomalies with the nominal ledger record are being resolved with the
finance officer. There is still significant expenditure for Christmas events to be incurred but this
should be within budget allowing for income from stalls etc.
The events budget funds in 2022:
• Easter Egg Hunt (Mayoral contribution to Easter Eggs)
• Armed Forces Day parade
• Outdoor theatre – Alice in Wonderland (July)
• Brass on the Grass (24th July)
• Classic Vehicles Gathering (17th July)
• Christmas switch on and weekend (excluding tree and lights)
• Various flag raising events – Merchant Navy Day, Emergency Services Day etc.
• Remembrance poppy wall, service and parade infrastructure (not band as separate budget)
Page 9• Punch and Judy at the Warren (5 dates)
• Seaside Fun on the Lawn (4 dates)
The Events budget supports:
Drive it Day - Crashbox car club event April – Music costs
Bikes and Trikes – Armed Force Bikers – Music and PA costs
In-house support (time)
Dawlish Walking Festival
Platinum Jubilee Budget
The total budget for the Jubilee was £22,632. The excel spreadsheet shows the current expenditure
but income is still coming in as programmes and postcards are on sale at the museum and through
some local outlets as souvenirs. All items presented for approval are in yellow.
The Jubilee budget not only covered the 4 days of events, but the planting of a Jubilee tree and
portable beacon for use at future events. We loaned the equipment needed for road closures for
some street parties.
The feedback has been overwhelmingly positive with many local organisations involved across the
four days - but especially on the Turn the Tide Day (organised in conjunction with the Wildlife
Wardens) and the Refreshers Fair and Jubilee Market on the Friday.
Over the four days a core team of about 10 volunteers were integral to the overall success of the
event along with all the paid contractors. The expenses for the volunteers to have drinks and food
was a fraction of the event costs.
The budget is overspent at the current time taking income (£2,184.78) excluding Mayoral collections
against expenditure:
• By approximately £3,432.91 – £2,900 of this is due to the Community Screen which was
hired for the event but was not working. A replacement screen had to hired on the Tuesday
evening before the Jubilee. Negotiations are on-going with the District Council regarding
reimbursement of the cost and a positive outcome is hoped for at the time of writing.
• The £532.91 overspend after income should reduce as income from stalls and programmes
is still coming in.
Angie Weatherhead
Events, Projects & Tourism Officer
Page 10Expenditure 2022 Name of Reason for Expense Event date Type Committee Paid (on To be Provisional Notes
Provider/service Decision date ledger) incurred (ex estimate
vat)
TDC Booking Lawn 16th April Easter 08/03/22 £55.00 Booking fee
TDC Booking Lawn 25th June Armed Forces 08/03/22 £55.00 Booking fee
TDC Booking Lawn 2nd to 5th June Platinum Jubilee 08/03/22 £55.00 Booking fee
TDC Booking Lawn 25th June AFD 08/03/22 £55.00 Booking fee
TDC Booking Lawn 9th and 10th July Wimbledon 08/03/22 £55.00 Booking fee
TDC Booking Lawn 17th July Classic Vehicles 08/03/22 £55.00 Booking fee
TDC Booking Lawn 24th July Brass on the Grass 08/03/22 £55.00 Booking fee
TDC Booking Lawn 25th to 27th November Christmas 08/03/22 £55.00 Booking fee
TDC Electric Lawn All 08/03/22 £280.00 Estimate water £14 per day £14 per electric per day
999 day org Flag Lawn Emergency Services Day £69.99
999 day org Flag Manor House Emergency Services Day £175.00
Pro sounds solutions PA 17th July Classic Vehicles 10/05/22 £255.50 £255.50 Down by £1k estimate £510 total
ITUS Event Support Services Ltd Security and first aid 17th July Classic Vehicles 10/05/22 £250.00
Robin Fox Festive Foxley 26th November Christmas 08/03/22 £475.00
Faces Glitz and Glam Face painter 27th and 28th November Christmas 08/03/22 £400.00
Wrecked again Band Jubilee and Xmas 08/03/22 £85.00
Christmas Crackers and balloon
Ozzy D models 27th November Christmas 08/03/22 £700.00
ITUS Event Support Services Ltd First aid 16th April Easter Egg Hunt 08/03/22 £67.00 Now £67 from £134
SW Comms Band Band 25th June 2022 Armed Forces 08/03/22 £175.00
Page 11
up to £595 from £450 as cancellation by own band
GT via Verne Allen Agency Band 24th April Drive it Day 10/05/22 £595.00 booking
Agree with chair 25 April 2022 and vice chair replace
Common players Play 10th July Alice in Wonderland 10/05/22 £1,400.00 Wimbledon as no screen
Music Licence Events 2021 and 2022 All Licences 10/05/22 £804.50 Down from £928.52 will be recoded to licences
Mother Brown Posters July events Publicity £150.00
Swing boats 26th and 27th November Christmas 08/03/22 £750.00
Inflatables 27th and 27th November Christmas 08/03/22 £750.00
ITUS Event Support Services Ltd First aid 24th July Brass on the Grass 10/05/22 £170.00 Estimate
Torbay Brass Band Band 24th July Brass on the Grass 08/03/22 £300.00 Estimate
South West Comms Band 24th July Brass on the Grass 08/03/22 £300.00 Estimate
Gala Tents 2 gazebo weights All Infrastructure £77.48
H and S Hire Propane gas All Infrastructure £41.99
Start Safety 4 corner diversion signs All Infrastructure £138.30 Updated road signs
Start Safety Stop works signage All Infrastructure £208.96 Updated road signs
Online retailer Correx for road signs All Infrastructure £133.50 Updated road signs
Online retailer Plates All Infrastructure £101.94 Updated road signs
Online retailer Napkins All Infrastructure £50.00
Online retailer Wooden stirrers All Infrastructure £13.34
Online retailer Disposable compostable cups All Infrastructure £186.24
Mg means good UK - Amazon Forks All Infrastructure £17.13
Street Solutions UK Road signs All Infrastructure £217.16
M Ginn Wood for bandstand ramp All Infrastructure £191.97
Castaway Devon Building of ramp All Infrastructure £200.00
M Ginn Paint for bandstand - spruce up All Infrastructure £273.30 volunteer hours to paint and anti-slip paint
60s Explosion Band - Verne Allen Band Bikes and Trikes Entertainment £495.00 As per budget up to £1000 total
Pro sounds solutions SW PA Bikes and Trikes Entertainment £235.00 £235.00 As per budget up to £1000 total - line above
ITUS Event Support Services Ltd Security and first aid 26th and 27th November Security £1,200.00 Provisional 2021 figure quoted.
Pro sounds solutions PA 25th to 27th November PA £1,450.00 Provisional 2021 figure quoted.
Pete Milsom Punch and Judy Dawlish Warren Entertainment £1,300.00 As per budget agreed Nov 2021Prom Prom 4 sessions Piazza Entertainment £2,400.00 As revised proposal agreed 2021 budget Black Swan Banner 17th and 24th July Publicity £97.00 Black Swan Event banners All Publicity £199.00 Total £4,370.87 £490.50 £13,448.43 Planned budget £34000 - 10,000 (PJ) £24,000 Paid and incurred £4,861.37 Estimates £13,448.43 Difference planned budget minus expenditure £5,690.20 Underspend Stalls etc £300.00 Income to date £300 Total £5,990 underspend after income Page 12
Platinum Jubilee Expenditure Name of Reason for Expense Type Committee Paid (on To be Provisional Notes
Provider/service Decision date ledger) incurred (ex estimate
vat)
Peninsula Marquees Marquee Infrastructure 08/03/22 £3,350.00
Waggle Events Operating screen Screen 08/03/22 £940.48 Budgetted for £285 encanto £1691 screen
PXL screens Screen hire Screen £3,950.00 Agreed Mayor LGB and JP on 31st May
Plymouth Pipe and Drums Band Piper Entertainment 08/03/22 £230.00
ITUS Events Ltd Security and overnight Infrastructure 10/05/22 £1,224.00 £2000 allowed for £1224 cost
ITUS Events Ltd First aid Infrastructure 10/05/22 £1,915.00 £1000 allowed
Pro Sound Solutions PA Infrastructure 08/03/22 £2,005.00 Deposit paid
H and S Hire Barriers, lighting and 2 toilets Infrastructure 10/05/22 £468.00 2 toilet £65+ vat chapter 8 £6 each £210 tower + £60
transport. So up £500 allowed in March but now
includes gas
Teignbridge Distrcit Council Events bins Infrastructure £155.00
Glitz and Glam Face painter Entertainment 08/03/22 £175.00 Refund of xmas against invoice - budgeted higher
Liberty Sisters Music Entertainment 10/05/22 £500.00 Now £500 up £50
Sandy Sparkle Music Entertainment 08/03/22 £175.00
Pete Milsom Punch and Judy at the Warren and Lawn - Entertainment 08/03/22 £400.00
2 days
Double decker bus for transport Transport Entertainment 08/03/22 £500.00 50% cost Teignmouth meeting 50% £1000 in total
Brian Hodge Merlin Entertainment 08/03/22 £300.00
Friday contingency - acts Prom Prom Lawn/Strand Entertainment 08/03/22 £2,800.00
CASK Band Entertainment - Turn the Tide £49.00 New cost (total turn the tide agreed at £1500)
Jolly Roger Band Entertainment - Turn the Tide 10/05/22 £423.70 up from £400
Page 13
True Strays Band Entertainment - Turn the Tide 10/05/22 £350.00
Samantics Band Entertainment - Turn the Tide 10/05/22 £300.00
Suthering Band Entertainment - Turn the Tide 10/05/22 £150.00
Davey Malone Band and forge Entertainment - Turn the Tide 10/05/22 £400.00
Marvellous adventures Stilt walkers - 2 days Entertainment 08/03/22 £720.00
Red Rock Entertainment Songs music for singalong Entertainment £45.77 New
Teignmouth and Dawlish Rock Choir Music Entertainment 08/03/22 £125.00
Robin Fox Sherlock Holmes and hunt Entertainment 08/03/22 £425.00 £175.00
Tree planting PJ Tree Marking Jubilee 08/03/22 £267.07
The Rockeries Band Music Entertainment 08/03/22 £105.92
Volunteer expenses Food and drink Entertainment 08/03/22 £169.70 Down from 200
Mother Brown Posters etc Advertising 10/05/22 £300.00 Down from £500
Poetry Competition prizes Other 10/05/22 £120.00 £40 funding from Dawlish Water Rotary
Paul the Gas Man Beacon inspection Infrastructure 10/05/22 £95.00
21CC Group Portable gas beacon Infrastructure 10/05/22 £490.00
Havills Electrics Marquee 10/05/22 £336.82 336.82 up from £261.82 as on call service
Teignbridge District Council Temporary event notice Infrastructure £21.00 Strand and Lawn
Teignbridge District Council Temporary event notice Infrastructure £21.00 Brunswick
Wrecked again Shanty band Entertainment - Turn the Tide 10/05/22 £70.00
Insurance Wet weather insurance Insurance 08/03/22 £1,014.00 Full insurance for event extra £500 and wet weather
(est £500)
Amazon Tablecloths Infrastructure £73.04
Amazon Flags Infrastructure £79.95
Tesco Petrol for van Infrastructure £30.34
One stop Chocolate prizes cyclists Prize £6.00
Sasha Moyes Performer Entertainment Now playimg at Xmas - cost in events budget
2 PJ Flags Flags - Piazza and Manor house Advertising 10/05/22 £116.97
Ben Birdsey road signs Signage 10/05/22 £83.93
Teign vehicle rentals Van Infrastructure 10/05/22 £300.00 Van and towing bar
Swift print Programme Design and print programme 10/05/22 £1,795.00 May be less in price - 2000 copies agreed
Chair/MayorBlack swan printing Postcard Postcard 10/05/22 £503.00 Include in programme agreed Chair and Mayor
Buncara Irish Band Music Entertainment 08/03/22 £0.00
Total £23,262.65 £4,817.34 £169.70
Total expenditure planned and provisional £28,249.69
Planned budget in Events Expenditure £10,000
Reserve £12,632.00
Budget and reserve £22,632.00
Balance to date no income -£5,617.69
Additional income grant / stalls / rides
Refund booking bagpiper £50.00
Programmes £1,266.00
DCT refreshments £63.71
DAY and Assist Teignbridge refreshments £60.00
Shaftesbury Theatre refreshments £30.07
Dawlish WI refreshments
Dawlish Rotary Club £40.00
Inflatables £250.00
Pin badge stall £80.00
Stalls £345.00
Total £2,184.78
Difference -£3,432.91
Over spend after screen deduction -£532.91
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