Agenda and minutes

The Committee is asked to note the change in BCC Membership of the Downs Committee.

Resolved – that the changes to the BCC Membership be noted.

Apologies were received from Councillors Peter Abraham Barry Clark and Kye Dudd, and James McArthur.

To be agreed as a correct record of the Meeting and signed by the Chair.

Resolved – that the Minutes of the Meeting held on 3^rd July 2017 be agreed as a correct record and signed by the Chair.

Melissa Inman introduced this part of the report and summarised it for everyone.

She confirmed that the Music Concert on 2^nd September 2017 had been considered a great success.

She confirmed that the options for the Circus Tender had been considered by the Events Sub Group and that it had recommended that the present arrangement be extended for a further year with a new contract to be arranged commencing in 2019 for a three year period. This was agreed.

She explained that members of the Event Sub Group raised that it was felt that Charity Events can be disruptive as they involve parking and road closures, etc. The Events Sub Group had therefore recommended that a report be brought before the Committee recommending a maximum number and scheduling arrangements for next year. This was agreed.

It was noted that the proposed location for Lets Rock 2018 is the best location. It was also noted that there are only three sites for events on the Downs and one of these (Sea Walls) encroaches on the football pitches can therefore Ben Skuse advised an alternative location is preferred. The Lets Rock was therefore agreed subject to licensing and Site Permission.

The Team Love Music Event is likely to take place next year. A two day event is a possibility - It is likely to be two different types of events over the two days. Proposals for 2018 will be provided by Team Love in advance of the next Event Sub Group meeting.

Avon Gorge and Downs Wildlife Project Education Programme

Mandy Leivers introduced this part of the report and summarised it for everyone.

Management and Resources

Ben Skuse introduced this part of the report and summarised it for everyone.

He asked that the Committee approve a sum of £5,500 to spend on Fertiliser for the football pitches. This was agreed.

He reported that the results from the digging of the Drainage Trial Pits had been inconclusive.

It was noted that the Management Plan would come before the Committee for approval.

Resolved – (1) that the report be noted; as well as

(2) that the present arrangement for the Circus Tender be extended for a further year with a new contract to be arranged commencing in 2019 for a three year period;

(3) that the Committee receives a report recommending a maximum number of Charity Events and scheduling arrangements for next year;

(4) that the Lets Rock 2018 Event be agreed; and

(5)   that an amount of £5,500 be agreed for Fertiliser for the football pitches.

Jemma Prince introduced the report and summarised it for everyone. She confirmed that the heading “Proposed Budget” should be read as “Projected Outcome”.

The Committee is asked to note the report.

Robert Westlake introduced the report and summarised it for everyone.

Events and Finance Sub Groups

It was suggested that these Groups be merged into one Group and this was agreed. It was also that the membership be the Lord Mayor plus three BCC Members and the Master plus three MV Members.

Resolved – that these Groups be merged into one Group and that the membership should be the Lord Mayor plus three BCC Members and the Master plus three MV Members.

Toilets on the Downs.

Hayley Ash introduced the report and summarised it for everyone. She explained that these are the options contained in the proposals and that owners of the sites would be expected to take proposals forward. A leading toilet provider has already expressed an interest in one of the sites.

Members expressed concerns about the closure of the toilets on the Downs and considered that they should remain open. It was noted that should BCC make a decision to close them, the Downs Committee would then have to make a decision on their future. It was agreed that should this happen BCC should be asked to keep them open until alternative arrangements could be made. Hayley Ash made it clear to Members of the Committee that this was not a possibility due to budgetary constraints. Members nonetheless considered that this request should be made. It was noted that it would be very difficult the Downs Committee to take on any additional financial responsibility for the toilets as it is already having to find savings in its Budget to meet the request by BCC for the Downs to become cost neutral. The Downs Committee presently contributes £12,000 for the toilets, leaving a shortfall of around £23,000.

It was also agreed that a Sub Group should be established to investigate alternative arrangements. The Membership was agreed as Councillors Donald Alexander and Clare Campion-Smith, Jonathan Baker and Tim Ross.

Resolved – (1) that should BCC decide to close the Toilets on the Downs, they be requested to keep them open until alternative arrangements can be made;

(Following the Committee Meeting Hayley Ash spoke to the Cabinet Lead who confirmed that it would not be possible to meet this request.)

and

(2) that a Sub Group should be established to investigate alternative arrangements; the Membership be agreed as Councillors Donald Alexander and Clare Campion-Smith, Jonathan Baker and Tim Ross.

Proposed Meeting with Local MPs

Following a debate it was agreed in principle that a group of Members of the Downs Committee should meet with the Local MPs on an informal basis.