M4 ME committee minutes 10-03-20

Minutes of the Meeting held on Tuesday 10th March 2020

Present Councillors J. Cosby, P. Morrissey, H. Faddes, T. Dunlop,

In attendance: Lindsay Lewis, Edwina Rigby

19/04/01 To receive apologies for absence 1

Apologies were received and accepted from Cllr J. Messent, jill Rhodes. D.Straine Francis, Paul Howes.

19/04/02 To note declarations of Members’ interests

No declarations of interest were raised.

19/04/03 To confirm and sign the minutes of the meeting held on 21st January 2020

The Minutes of the previous meeting were agreed and signed as an accurate record.

19/04/04 Public Participation A period not exceeding 15 minutes for members of the public to ask questions or submit comments

There were no questions or comments raised.

19/04/05 To review the year to date financial position for the Marketing and Events Committee and to commit underspent cost centre and committed funds towards next years’ budget.

19/04/06

The Town Centre Projects Officer updated Members on the YTD financial position of the Committee. Members noted the update. They commented that the projected income from square bookings is likely to decrease over the coming year, and resolved to earmark and commit the remaining 2019/20 budgets as follows: Remembrance £1027 to earmarked reserves to cover invoices still awaited. M&E Projects to earmarked reserves, in order to make the final scheduled payment to Hemmingway Design. Christmas Programme Infrastructure and sinking fund to earmarked reserves for invoices still awaited and future investment in the lights scheme. To consider matters relating to Lumen 2020 including a tender for the management of the programme. Members noted the Events Officer’s report Members resolved to recommend to Council to go out to tender for the management of the programme for Lumen 2020 totalling £52,000 is opened. Members resolved that the authority to enter into a contract with the supplier is delegated to the Acting Town Clerk or Responsible Financial Officer in consultation with the Chair of Marketing and Events Committee and the Chair of Finance and Governance Committee providing that the tender and contract is within budget for the event and that the Financial Regulations and Standard Orders for Contracts is

19/04/07 19/04/08 19/04/09 19/04/10 19/04/11 adhered to. To consider matters relating to the Nativity Display for Christmas 2020 Members resolved to form a working group to help to address the replacement of the nativity display and its incorporation in to the Lumen Event. Cllr Cosby agreed to introduce the Events Officer to residents who have expressed interest in assisting. To receive an update and consider matters relating to TrAction 2020 Members noted the update and resolved to delegate authority to the Events Officer in collaboration with the Chair, to engage content provision for up to £6000 per activity should it be required so long as the total does not exceed the event budget. Members requested that the Events officer provide a breakdown of costs for the previous Traction events To receive an update on the Crewe Events Programme 2020 Members noted the update. To receive an update on the Crewe Place brand Project. Members noted the update. To note the date of the next meeting: Tuesday 5th May 2020 2 Members noted the date of the next meeting.