THESE MINUTES HAVE NOT BEEN RATIFIED SO ARE A DRAFT COPY FOR YOUR INFORMATION
BID AGM minutes – meeting held 17th October, 2018 at the Bedford Hotel at 6.00pm.
Directors present – Andrew Baker – Treasurer. Kevin Hailey – Chairman. Nigel Eadie. Valerie Davenport. Penny Samuels. Cllr. Paul Williamson. Janna Sanders – BID Manager
The Chairman – Kevin Hailey introduced himself and welcomed those present to the 8th AGM of BID.
- Minutes of AGM 2017
There were no comments on the minutes, so it was proposed by Nigel Eadie and seconded by Andrew Baker that the minutes of AGM 2017 should be accepted as a true and accurate record, this was unanimously agreed by Members.
- Matters arising
There were no matters arising.
- Chairman’s report
The Chairman – Kevin Hailey referred to the Business Plan which had been formulated in 2016 and worked through those things that had been implemented by BID as requested by the levy payers
- Dickensian – 7th December – dates had been reviewed and it had been decided that the date be fixed as the first Friday in December – additional events are planned in order to keep Dickensian theme for the whole of the weekend
- Christmas lights and switch on – lights had been purchased last year and are now stored in the old Molly Owen centre free of charge by TTC – earlier switch on preferred (rather than 7th December at Dickensian), not able to organise an earlier date this year with the normal ‘switch on festivities’ – review this for next year
- Encourage coach travel to Tavistock – awaiting further figures regarding coaches to be able to ascertain impact of Coach Friendly Status on town however summer was promising
- Signage for car parks – signage needed to direct people to other car parks when Bedford car park is full – astronomical cost – further discussion will take place with the car park strategy group
- Use Bedford Square more – this has changed in the last 12 months – more things now held in the Square – keep adding events – this is on-going
- Value for money for levy payers – have a tight budget but BID is committed to the business community and we are assessing where our costs go and looking at new ideas to save costs
- BID levy area – to be discussed whether there is scope / interest to extend the levy area
- Advertising – committed to regular advertising in the Tavistock Times, Tavy Links and Moorlander continue to do this and support promotion of Tavistock
- Town cleanliness – Issues outside Oggy Oggy Pasty Shop and Pepper Street have been dealt with and these areas are now acceptable
- Rents and Rates district values – continuing liaison with TTC and WDBC
- Collaborations – Goose Fair, this year worked with the Chamber of Commerce and 2000 ‘Christmas Crackers’ passport offers booklet given out
- Approval of Accounts
The Treasurer – Andrew Baker presented the accounts for the year ending 31st August, 2018, and directed Members to the last 2 pages which gave an overall picture of how the accounts stood at present, showing an operating profit of just under £5,000. John Taylor asked how much the hanging baskets cost, and what the cost of watering them was. It was explained that the baskets cost about £2,000, TTC watered the baskets and charged £4,000 for doing this. There was also a cost for repairing and replacing brackets. There was £500 carried over from last year. It was proposed by John Taylor and seconded by Valerie Davenport that the accounts be approved. This was agreed by Members, none against.
- Appointment of Directors
Changes in Directors holding office are as follows:-
- Kevin J. Hailey appointed 18th October, 2017, appointed Chairman 19.09
- Paul Williamson – TTC representative – appointed 23rd May, 2018
- Christopher Palmer – Hansford Bell – proposed by Nick Henderson seconded by Jason Biram – unanimous approval of this
- Robert Oxborough – WDBC representative – proposed John Taylor seconded Sandra Montgomery – unanimous approval of this
- Janna Sanders – BID Manager – appointed June, 2018
In accordance with the Constitution a serving Director was required to retire in rotation – Nigel P Eadie was retiring and offered himself for re-election – there was unanimous approval of this . Directors are:- Nigel Eadie. Andrew Baker. Valerie Davenport. Kevin Hailey. Penny Samuels. Paul Williamson. Christopher Palmer Robert Oxborough. Janna Sanders – BID Manager.
- Projects for the forthcoming year – BID Manager
BID Manager – Janna Sanders said that it had been a busy time for her since she joined BID in June
She is in Tavistock on Wednesday mornings in the HUB – anyone can visit – first floor –useful meeting place
- Focus for the year – South West BID – inaugural meeting – 17 Members – may be able to lobby for changes in the South West and additional regional funding –focus on securing voluntary contributions and sponsorship
- Out of town developments – meet with West Devon Development and Planning Groups to ascertain the impact on the Town – investigate opportunities to improve parking with 106 money that may come out of the developments
- Christmas lights – talking with TTC for installing them – depending on securing additional funding we will look at extending the BID area next year to include areas of the town not covered by lights
- Dickensian – lot of work with the emergency plan – first official meeting been held with the advisory group – control point in the Square – issues around crossing – additional signage for people – final draft not yet sorted
- Coach Friendly status – gained in Spring 2018 – evidence of some increase in coaches from last year – working with Market Reeve and Alan Payling from Torquay – investigate alternative feeder towns like Looe – checking itineraries for group travel – creating a leaflet ‘what to do in Tavistock for the day’
- Parking – raised issues again with WDBC – tariffs in Abbey Rise questioned – busy early morning (school traffic) – then £2 per day – proposed shorter stay rather than longer stay – matrix system would show where you could park – looking at this again – will keep posted when anything happens – Robert Oxborough said that the Government cutting back on grants to Councils – there would therefore be a deficit for 3 or 4 years – he will raise about Abbey Rise with the Council
- Events – exciting events planned for Halloween and the run up to Christmas – town trails especially popular – Small Business Saturday looking at ways to support traders for this – want to expand events offering to raise profile as event destination and to encourage different demographics to the town – create another annual event – support the Chamber on their record breaking cream tea.
- Britain in Bloom – BID in discussions for a town entry in 2019 and will continue to support the Community Gardeners in their efforts
- Promotion – another main focus will be the promotion and to work further on our destination management – website is being updated inviting non-levy payers to advertise within the brand for a fee – putting together various leaflets to attract visitors more readily to town – a more comprehensive town guide that would be placed in other feeder towns – use BID FB Group to upload media files
- Communication – continue to work with other organisations – Chamber/TTC/Lions etc.
- Night time economy – night-time trail – provide some support
Janna Sanders really looking forward to the year ahead and the activities and challenges of BID. Two items that need decisions at this meeting – Hanging baskets and Light switch on
- Lights switch on
Martin Hawkins expressed concern regarding the late switching on of lights – it was stated that TTC had no capacity to put them up any earlier – next year this will be addressed in January to ensure that the lights are switched on early to bring people into Tavistock for a special celebration – discussion regarding the situation this year – there was a vote taken – all Members in favour of lights being switched by the 30th November – Janna Sanders will approach TTC again with this decision
- Hanging baskets – BID Directors would like opinions on how this is currently managed – 1) Sponsorship? 2) Businesses water these themselves? –
Discussion – each basket costs approximately £50 – some people can cope with watering themselves – some Businesses present offered to water nearby baskets – John Taylor said that the baskets were excellent this year – Melinda Brown asked what the shoppers wanted – TTC is paid to put up the brackets etc. and water them – Paul Williamson (TTC) said that today we don’t get anything for nothing and there is extreme pressure on public authorities – Robert Oxborough (WDBC) said that there was a need to approach TTC as the staff were already on the payroll – Paul Williamson will take it back to TTC – TTC have this year watered 3 times each week through July/August because of the extremely hot weather (at no extra charge) – normal agreement is twice a week – Tim Randell suggested that the baskets should be given to Businesses for them to sort out – those present we not in favour of this suggestion – Nigel Eadie suggested that the various options should be put together and let the levy payers say what they would like – that would be a positive P.R. thing – Melinda Brown said that in her experience of other towns the individual shops looked after their own baskets – Penny Samuels suggested that perhaps putting bunting around the town would be cheaper and still give people a ‘feel good factor’ – Kevin Hailey was going around the town next week to meet the levy payers – he would try to get a feel for the Businesses opinions on this subject.
- Any Other Business
- Parking – James Baldwin said that many of his Customers complain that there are no parking spaces which puts them off coming to Tavistock – Robert Oxborough said that he would bring parking statistics to the next BID meeting for further consideration – Debo Sellis (DCC) spoke about the Parking Focus group – she would give further details to BID
- BID meetings – Martin Hawkins asked why BID levy payers were not able to attend every meeting – Directors stated that there had been a series of meetings a few years ago when levy payers were invited – these had been badly attended – perhaps they could be re-introduced every 4/6 months – it was pointed out that there was a space on the Board for 4 more Directors – Janna Sanders was in the HUB on Wednesday each week if there were any levy payers who wanted to call in with any suggestions/problems
- Melinda Brown – TapTinn (new Business) – said that she had not had a visit from anyone connected with BID – Chairman – Kevin Hailey and BID Manager – Janna Sanders were trying to work their way around Businesses, and there was a ‘welcome pack’ in the pipeline for new Businesses – Sarah Lambert – Lambert’s Emporium echoed the same sentiment
- Lianne Hart from the Tavistock Times Gazette said she would welcome any items from BID to aid communication – please use your local newspaper!
The Chairman – Kevin Hailey thanked those present for coming to the meeting.
Meeting closed at 19.48.