New Alresford Town Council

DRAFT Minutes of the Tourism Committee Meeting

Wednesday 9^th January 2008

at 6:30pm in the Station Buffet

Present: Cllrs Phillips, Yeldham, Gentry, Read, Evans. Louise McKay (Watercress Line), Eloise Appleby (WCC Tourism),

Member of Public: None

Apologies: Cllr. Cattle, Andrew Merry (Chamber of Commerce), Karen Brazier (Winchester Tourism)

Press: 1 (Margaret Gould)

34	Cllr Phillips opened the meeting informing the room that Karen Brazier will no longer be attending this meeting as she is leaving her post at Winchester Tourism. He introduced Eloise Appleby who attended the meeting in her place.
35	Declarations of interest None
36	Minutes of the meeting 3^rd October 2007 Minute number 32.1. corrected from GMTV to Meridian. Minutes AGREED (Proposer: Cllr Phillips, Seconder: Cllr Yeldham)
37	Public Questions None
38	Budget And Expenditure To Date MP talked through the attached £10,000 tourism budget for 2008/09 which may be subject to cuts when the council confirms next year’s precept.
38.1	Visitor Information Point: There is to be a meeting to discuss the Visitor Information Point (VIP) on 28^th January to determine what costs are involved with running the VIP and how these are allocated out. NATC is still prepared to contribute and £500 is proposed from next year’s tourism budget but justification is required for the expenditure.
38.2	Telephone: Relates to the VIP.
38.3	Leaflet Distribution: Slight increase in 08/09 budget due to increased charges.
38.4	Millennium Trail Maintenance: 08/09 budget increased to allow for resurfacing of trail between Fulling Mill and Ladywell Lane.
38.5	Adv/Mktg/Leaflets: 08/09 budget to allow for a reprint of Millennium/Arle Valley Trail Leaflets due to damage during office flood.
38.6	Sundries: No issues.
38.7	Watercress Festival: Proposing to increase for 2008/09, agreed at Town Council meeting on 12^th July 2007.
38.8	Hanging Baskets/Bowser – Considering the amount of maintenance work carried out on the Bowser in 2007, the overall cost for this project has not been too damaging on the budget. It should be better this year as we will not have to purchase the ‘Up the Pole Planters’ and based on the amount of work carried out on the bowser during 2007 the costs incurred here should be less also. It was mentioned that the baskets now last longer, mainly due to them only requiring watering every other day. Sponsorship of the Bowser was suggested.
39	Projects
39.1	Watercress Festival: SE advised the committee that there are currently 4 members of the Chamber of Commerce on the Watercress Committee. RG is preparing the proposed Constitution. Should be all set to go once the meeting on 14^th January has taken place. EA questioned who is providing the leaflets and SE confirmed that they have been taken care of by the Chamber. Elaine Robinson will be Winchester Tourism’s contact for the festival. The event is to run exactly the same the same as last year with the aim being that the visitors will not notice any difference.
39.2	Hanging Baskets: JC is due to start seeking sponsorship and aims to achieve the same funding as last year. RG stated that there is an expectation for more support this year due to the quality last year. Asked the Chamber to promote with the local Companies. Flyers are due to go out mid-March. MG was asked to promote the flyer in the paper.	JC
39.3	Bowser: Due to the amount of repairs carried out during 2007 we are not expecting much to have to be done during 2008 apart from annual servicing.
39.4	Millennium/Arle Valley Trail Maintenance: Discussed resolution to approve a pre-Easter cutback to be carried out by Pete Bridges at a cost not exceeding £600 as the trail has not been cut since last summer. KY expressed his disapproval as ratepayers are, in effect, paying twice for work that he feels should be the responsibility of HCC. RG – there is a danger that if we cut it HCC will not get a true picture. MP read out the contents of a letter from HCC received back in 2006 which stated that they would provide only 1 or 2 cuts a year for the trails they maintain. It was agreed to wait for HCC to carry out their work before deciding whether or not to give the go ahead to Pete Bridges. Clerk to contact HCC to discover when the cut(s) will be taking place. EA questioned whether a Health & Safety audit is carried out on the trail. MP stated that there are checks made on the route for major issues such as fallen trees etc and the Giles Group have examined the trail for wheelchair suitability. KY suggested asking BJ to take up our case with Winchester District Assn of Parish &T own Councils as the other parishes also receive limited trail maintenance from HCC. Resolution not agreed.	Clerk/ MP/BJ
39.5	Kruger Plaque: Has been erected on the external wall of the Public Toilets between the disabled door and gents.
40	Literature and Technology
40.1	Millennium/Arle Valley Trail Leaflets: Clerk to get a quote from the printers for a reprint of 7,500 which was the quantityestimated to have been damaged in the flood. This amount is to be reclaimed from the insurance company. Resolution: to reprint 20,000 Millennium/Arle Valley Trail leaflets at a cost of £975. AGREED (Proposer: Cllr. Phillips; Seconder: Cllr. Yeldham)	Clerk
40.2	Alresford Pocket Guide: Impact Distribution, who we used to distribute “Spend a Day” have quoted £15 per 1000 for 2008 for distribution of the Pocket Guide. EA suggested getting other prices to check if our distributors are still as competitive. Clerk to speak to Linda Messingham of Winchester Tourism for other distributor’s prices. SE questioned why NATC pays for the distribution of a leaflet produced by the Chamber. He’s to discuss with the Chamber regarding taking on the costs of delivering. Clerk to speak to whoever is chosen to deliver the Pocket Guide re: who to invoice at a later date. Clerk to find out Winchester Tourism’s distributor’s costs and coverage and speak to SE/MP.	Clerk
41	Reports
41.1	Eel House Restoration Project: KY reported that it is now weathertight and awaiting internal refit. The Town Trust is prepared to take on this project and once formal notice is received the Eel House Restoration Company will no longer exist. Currently looking into railings for the project. LM suggested getting in touch with Heritage Tours.
41.2	Winchester Tourism: Please see attached report. EA handed out the new Visitor Guide 2008. Winchester Tourism is looking to fill replace Karen Brazier within the next few weeks. The tourism committee sent Karen their thanks and best wishes.
41.3	Chamber of Commerce: SE reported that they are about to make a decision on the winner of the ‘Chamber of Commerce Over and Above Award’. Ordering some more bags with a slight change to the length of the handle. There has been a request to sell them at the Watercress Festival.
41.4	Watercress Line: LM reported that there were 148k visitors during 2007 compared to 135k during 2005. It is going from strength to strength. Colin Chambers is to attend the Tourism Committee Meetings whilst LM is on maternity leave. Coming up is the 35^th anniversary of the closure of the public service and 3 Thomas events. MP wished LM best wishes.
41.5	Rotary Club: JR reported that a 10k running race has been organized for 15^th June 2008 between 10am and 12 noon. No other Alresford events appear to clash with this event. It is to start and finish at Arlebury Park and they anticipate approx 500 entrants. Requested the use of the changing room facilities for the day.
42	Any other Business KY raised the subject of a Carnival. There are some local ladies very keen on one taking place. Suggested maybe every other year. JR suggested speaking to the PIGs to see if they would be interested.
	Date of next meeting: Wednesday 23^rd April 2008 at 6.30pm Station Buffet The Chairman closed the meeting at 8:00pm Chair Signature__________________________Date__________________