Agenda and minutes

Attendees were welcomed by volunteers at the Museum and were invited to enjoy the buffet, tea and coffee etc which had been provided.

Forum Members were invited to view the exhibits at their leisure.

Museum Volunteers were on hand to answer any questions.

-           Chaired by Mike Greenwood, South Yorkshire Transport Museum

Mike Greenwood, of the South Yorkshire Transport Museum, welcomed Forum Members.

He gave a very brief history of the museum and explained that the museum had moved to its current location at Easter 2007.  The museum was very much work in progress.  It was an independent museum funded from donations and had no paid staff.

Consideration was given to the minutes of the previous meeting of the Tourism Forum held on 24^th April, 2007.  There were no matters arising therefrom.

-           Terms of Reference and Industry Representatives.

Joanne Edley, Tourism Manager, explained the workings of the Council’s Tourism Panel, which had recently had its terms of reference and membership revised.

The Panel now comprised 6 Elected Councillors and 6 representatives from the various tourism sectors.

The current five representatives are:-

Matthew Beck from Magna

Bernard Jones from the South Yorkshire Transport Museum

Keith Ayling from the Chesterfield Canal Partnership

Natalie Haynes from the Holiday Inn

Julie Williamson from Dearne Valley College

(a sheet with their contact details was provided)

Members of the Forum were invited to contact any of the above representatives if they wished the Tourism Panel to discuss any particular issues.

The Tourism Panel met at the Town Hall approximately every six weeks.

There was still one vacancy and the Tourism Service was looking to fill this with a representative from a small private business. Anyone interested was invited to contact Joanne.

Contact details:-  Joanne Edley, Tourism Manager

( 01709 336891

email:  Jjanne.edley@rotherham.gov.uk

-           Free spaces for Customer Care Courses.

Grace Rogerson and Julie Williamson from Dearne Valley College gave a presentation about the Leisure and Tourism Programme which was offered by the College.

Their programme – Train to Gain – aimed to:-

• Help businesses to get the training they need to succeed
• Raise the level of skills in employees
• Skills recognised through achievement of qualification

The training was free as follows:-

• For all over 25’s
• NVQ Level 2 – if first Level 2 or NVQ Level 3 – if no Level 2
• Under 25’s if skills for like needs are identified

NVQ’S were offered in:-

• Customer Service
• Sales
• Team Leading
• Travel and Tourism Services

There was a contribution to wage costs as follows:-

• Any employer with less than 50 full-time employees or equivalent may be eligible for a contribution to wage costs for each employee who takes up and achieves a Train to Gain programme of learning.

Other training offered included:-

• Meet and Greet – 1 day
• Travel and Tourism legislation – 1 day
• Package Holidays – 2 days
• Cruising – 2 days
• Tour Guiding – varied
• Event Management – varied

Hospitality Award Board Qualifications included:-

• Level 1 in Hospitality Customer Service
• Level 1 in Hospitality Selling
• Level 1 in Conflict Handling
• Level 1 in Customer Service
• Level 1 in Selling

Contact details:-

Grace Rogerson – Tel:  01709 513333, ext 6105

Email:  grogerson@dearne-coll.ac.uk

Julie Williamson

Tel:  01709 513119

Email:  jwilliamson@dearne-coll.ac.uk

-           Michelle Mellor, Assistant Tourism Officer.

Michelle Mellor, Assistant Tourism Officer, reported on the following:-

(i)                 Rotherham Walking Festival – 2^nd – 15^th July

• Inclement weather conditions and recent floods
• 31 walks organised of which 20 were new routes;  4 were cancelled
• 452 participants (a drop to 1/3 of those anticipated from last year’s numbers)
• evaluation of results from consultation with participants which rated the walks good or excellent
•  reference was made to the particular success of the “Boots and Boats” walk which was organised in conjunction with the Chesterfield Canal Trust.

It was noted that UlleyCountry Park and Magna were both closed during this period due to the floods.  Businesses in the town centre were also affected.

(ii)               Publications

Attractions Guide:-  this had now been made available in sections as the pdf format was too large for the website.  A Polish translation was now available, and French and German translations would be produced by the end of the year.

Accommodation Guide:-  the Robin Hood Inn at Aughton and Farris’ Contented Cottage were awaiting inspection and would be added in due course.

Access Guide:-  this was in pdf format.  However a printed copy could be provided on request.  Forum Members were reminded that the Council’s Access Officer was available to provide advice.

Walking Festival Guide:-  this had been distributed via the PCT, Doctors’ surgeries, medical centres and chemists, along with the Visitor Centre and accommodation providers within one hour’s drive.

Packages:-  research had been done to identify off-peak periods for serviced accommodation and a leaflet of Special Offers had been produced for August.  The leaflet was distributed using the YTB database.  It was intended that the offers should be booked via the Visitor Centre.  However there had been no response to this initiative.  As a result the Council’s Tourism Panel had decided that the Tourism Service should concentrate more on the Group Packages in conjunction with Yorkshire South.

Contact details:-  Michelle Mellor, Assistant Tourism Officer

(01709  336892

email:  michelle.mellor@rotherham.gov.uk

-           12^th October telephone and face to face interviews

Joanne Edley, Tourism Manager, reported that the Tourism Service would be subject to a Quality Standards and Customer Care Standards assessment on 4^th and 12^th October, 2007. 

Volunteers were invited to be interviewed (10 minutes) by telephone by Peter Aldridge, or to attend the visitor centre with a panel of six people to talk about customer services and their relationship with the service.

There would also be a discussion group for 1½ hours in the afternoon and three more volunteers were required.

-           the Visitor Centre Customer Satisfaction Survey.

Joanne Edley, Tourism Manager, reported on the results of an annual consultation with the industry which takes place in May each year to find out how the visitor economy is performing in the Borough.

Reference was made to statistics, illustrated on pie charts, copies of which were provided.

It was reported that 200 surveys were sent out by post to local businesses and the survey was available on line.  Unfortunately there had been a problem and any web replies had not been received.  Analysis was undertaken of the 31 responses received.  It was noted that the low response meant that a comparison between the sectors could not be done.

It was reported that, when asked how they felt about their business prospects compared to the same time last year, 42% were more optimistic, 10% were less optimistic and 48% felt that business was about the same.

Statistics were also presented which related to items which had both a positive and negative impact on businesses.  Issues identified included:-  the weather; business expansion; improved customer service;  litter; transport;; car parking charges and lack of car parking.

In respect of training:-  77% indicated they provide training for staff of which 92% indicated that health and safety training was provided.  Customer care/customer services training was provided by 67% of the respondents.  The least training was provided in administration, financial management and environmental management/sustainability.

Joanne Edley, Tourism Manager, reported that the Service had looked at what it needed to do to improve e.g.  sales, new postcards and new local produce.

Improved PR for the area was also needed and staff were working with the Council’s Communications Team.  It was reported that there had been good PR from the Walking Festival and the White Rose Awards at Magna (with the the Visitor Centre being short-listed in the top 7 in South Yorkshire).

Reference was made to the development of Corporate Team Building Packages between Rother Valley Country Park and the Holiday Inn.

The Visitor Centre had improved its score in the Mystery Shopper survey from 87% to 97%.  Telephone answering was the area which let the Centre down.  New answering procedures were now in place.

Sales of tickets from the Visitor Centre were also down, noting that there was a commission charge.

Websales of souvenirs etc. were currently being investigated and staff were looking to launch this facility in 2008.

Book A Bed Ahead Scheme – it was reported that currently there was a 10% charge on the cost of the 1^st night’s stay.  However YTB were proposing this charge for the whole of the stay.

Footfall – this year’s target was 68,000 and currently to the end of September this was 37,300.

Dawn Campbell, Events and Promotions Officer, reported on the following:-

Big Screen Events:-  included Royal Opera House performances of Swan Lake, Don Giovanni and Tosca; Bollywood and Last Night of the Proms.  These had been screened through the partnership with the BBC and were free.  An analysis of each of the events had been carried out and a report would be submitted to the Tourism Panel for consideration.

Rotherham in Bloom:-  this had been organised in conjunction with Streetpride Service.  Details of the winners in the various categories were given.

800^th Anniversary of the Market Charter:-  details of the events held in August to celebrate this event were reported.

Christmas 2007:-    the following events were reported:-

• Extension to the lights – this had been made possible due to funding from the Local Area Business Growth Initiative
• Switch on Night – Thursday, 22^nd November, 2007
• Santa’s Grotto – would now be located in the RAIN building on Eastwood Lane, with extended opening hours and more days linked to the late night opening
• Late Night Shopping/Sunday shopping – this was being organised in conjunction with Rotherham Chamber
• Ice Magic – from 1^st to 24^th December
• Santa’s Express Train – this would operate around the town and would be free of charge
• Seasonal music
• Walk about characters
• Reindeer – would be in town on 15^th December
• Craft and Collectors market – 7^th and 8^th December
• Snow machine

Contact details:  Dawn Campbell, Events and Promotions Officer

( 01709 336890

email:  dawn.campbell@rotherham.gov.uk

John Smales, Development Team Manager, gave a PowerPoint presentation in respect of the Rotherham Renaissance Project, with the following aspects highlighted:-

• Background, Project history and Funding

• Lot 1:-  the provision of office accommodation for the Council on the Guest and Chrimes site, thus releasing other sites across the town centre.  The proposal also included an option for the College to relocate.

• Lots 2 & 3:-  proposals for the sites vacated by the Council, including a new library, museum, theatre, arts centre plus some residential and retail on Forge Island.

• Westgate Demonstrator Project:-  covering 5 sites (including Imperial Building) to create town centre apartments; retail; commercial and office space; riverside café/bar etc.  This project commenced December 2006 and was due for completion in May 2009.

• Public realm works:  to design spaces between buildings:-  EDAW had been commissioned to design public realm

• Townscape Heritage Initiative:-  to look at bringing existing buildings back into use e.g. on High Street.

• Moorgate Crofts:-  to provide small business start up units; 3 new offices and grow on space.

• Flood Alleviation:- a 2 phase scheme of work to address the 1:100 flood risk.  1st phase due for completion in July 2008.  Funding was currently being sought for Phase 2.

• St Ann’s Leisure Centre:-  work had commenced summer 2007.

• Acquisitions:-  purchase of town centre properties e.g. Westgate Chambers.

• Living Over The Shops Initiative:-  in conjunction with Neighbourhoods to provide town centre living on the 1^st floor over the shops.  8 flats were now occupied.

• Phoenix Riverside Templeborough developments

• Public Realm and Transport Strategies.

• Improvements to the Railway Station and Bus Interchange.

Contact details:  John Smales, Development Team Manager

( 01709  823873

email:  john.smales@rotherham.gov.uk

Caroline Wilson, reported on the following:-

(i)         The Destination Management database of tourism products across South Yorkshire which had been running since June 2007.

This information was published in the Tourist Information Centres on Yorkshire.com, and in Visit Britain and Enjoy England.  It included 33 accommodation providers and 13 attractions.  Bookings could be made directly on-line.  Numbers of bookings were expected to increase significantly with the launch of the Yorkshire South website at the end of October.  Rotherham would be linking to the webpage.  Anyone with an entry was asked to provide Caroline with an image.

(ii)                           launch of the Partnership Scheme in July 2007 which offered marketing opportunity for a full year from September 2007 to 31^st August 2008, together with free entries in the Conference, Visitor and Group Travel guides.

Deadlines for entries into the various guides were:-  Conferences – 22^nd October;  Visitor and Group Travel – mid November.

It was pointed out that Rotherham businesses were currently under represented.

Costs were :-

Leisure Tourism – an entry + 2 images cost £95 +VAT

Visitor Guide – £275 + VAT, including YTB Gold level membership

Group Travel - £95 +VAT per entry + 2 images.

Standard level - £340 + VAT

Discounts could be negotiated for anyone wishing to buy into more than one market.

(iii)                         Launch of Yorkshire.com website at the end of October – which would provide a One Stop Shop of information and option to book products.

This would offer a realtime option to businesses to keep their information up to date.

(iv)                          Quality Grading – accommodation providers must be graded in order to be promoted by Yorkshire South.  Discounts were offered to help businesses through the process.

(v)                            Leisure Tourism – Yorkshire South Visitor Guide due to be published in June 2008.  Also there would be a 5 page spread in YTB’s “Make Yorkshire Yours”.  Each destination would have a page on the website.

(vi)              Exhibitions – British Travel Trade Fair; Dublin Holiday World; International Group Leisure Travel

(vii)            Group Travel – use of a variety of promotions and advertising

(viii)          Entry in the CDC Year Book

(ix)              Business Tourism – Yorkshire South Conference Guide; already in the Conference Yorkshire Guide; involved in the “Meet the Buyer” event.

(x)                Familiarisation Visit organised for November, including a visit to Magna, for 40 conference buyers.

Contact details:-  Caroline Wilson, Yorkshire South Tourism, Don Valley Stadium, Worksop Road, Sheffield   S9 3TL

(0114 281 4048

The following Members introduced themselves and provided the following updates:-

Peter Machan – South Yorkshire Forest Partnership:-  reports on the Woodlands Fayre being held this weekend in Endcliffe Park, Sheffield.

Emma Pickering – Robin Hood Airport

Bernard Jones – South Yorkshire Transport Museum – Open Day on 14^th October

Steve Griffith – RCAT

Ted Kelsey – Bramley Parish Council

Councillor Sheila Walker – member of RMBC Tourism Panel

Phillipa Brown – RCAT

Clive Pantry – Todwick Parish Council

Geraint Coles – Chesterfield Canal Partnership – the Partnership had commissioned Arup to carryout a study into the feasibility of closing the remaining 9 miles gap and putting forward engineering solutions.

Following the boat rides in conjunction with the Walking Festival, further boat rides on Seth Ellis were planned for 12^th October with trips throughout the day.  This would mark the 300^th anniversary of the opening of the Norwood Tunnel. 

Natalie Hunter – RMBC Project Officer (European & International Affairs) – on-going work to build up a programme for in-coming delegates and visitors, mainly from the Council’s twin town St. Quentin in France.

Joan Binns – Business Link

Bret Ainsworth – Delinquent Dogs – he had staged several shows with guests staying at Throapham House.  The events had brought in the region of 500 visitors to Rotherham.

Andrew Dawson - SYPTE

The following issues were raised:-

• Workshops
• Sharing of information re:  Polish visitors
• Transport/coach operators’ involvement
• Sustainability
• Marketing
• Involvement of students and their projects
• International links partners group – Natalie invited interested Forum Members to the next meeting being held on 6^th December
• Linkages with schools visits/clubs visits
• More detailed presentation about Rotherham Renaissance/update at each meeting
• Sources of financial assistance for businesses

-           January 2008 – date, time and venue to be confirmed.

(Ideas for agenda items – please submit to Joanne Edley, Tourism Manager,

( 01709 336891 or email:  joanne.edley@rotherham.gov.uk)

The next meeting of the Tourism Forum was scheduled as follows:-

THURSDAY, 17^th JANUARY, 2008 – 5.30 p.m. to 7.30 p.m. – venue to be decided.

(At the end of the meeting Dearne Valley College representatives offered their facilities to Joanne Edley, Tourism Manager, for the next meeting of the Tourism Forum.)

The Chairman, Mike Greenwood, thanked everyone for their attendance.

Forum Members thanked the volunteers of the Transport Museum for their hospitality.