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MEETING MINUTES 23 JANUARY 2004, 9am. MEETING RE. 2012 Olympic Bid – Weymouth & Portland Sailing Academy Location: Committee Room 4, County Hall, Dorchester Present: Name Organisation e-mail Address David Jenkins DCC firstname.lastname@example.org Chris Skinner DCC email@example.com Liz Tripp DCC firstname.lastname@example.org Adam Godfrey S W Tourism email@example.com Kay Homer SWRDA firstname.lastname@example.org Rubert Best Portland Port email@example.com Ian Cambrook BDPEP Ian.cambrook-BDPEP@businesslinkwessex.co.uk John Tweed WPSA firstname.lastname@example.org Nick Thornley WDDC email@example.com Rick Dowell Dorset Police Richard.Dowell@dorset.pnn.police.uk John Derbyshire RYA firstname.lastname@example.org Phil Allen DFRS Phil.Allen@dorsetfire.gov.uk Mike Mitchell DFRS scweymouth&dorsetfire.gov.uk APOLOGIES: Name Organisation e-mail Address Miles Butler DCC email@example.com Bill Ludlow WPSA firstname.lastname@example.org Malcom Bell SW Tourism email@example.com Tom Grainger WPBC firstname.lastname@example.org Malcom Palmer Dorset Police email@example.com ACTION 1. INTRODUCTIONS Everyone around the table introduced themselves to the group. Rick Powell from Dorset Police explained that as Malcolm Palmer is retiring soon, he is now the contact for the group. Phil Allen explained that as Mike Mitchell is retiring soon, he will be the main contact in the future. 2. FOREWORD On behalf of the group, David Jenkins congratulated John Tweed, Bill Ludlow and all involved in the success of the Olympic Bid to the London Committee. David Jenkins explained that the hard work is appreciated and that the appointment of Weymouth and Portland as the proposed venue for the London Olympics in 2012 is a major achievement of which the whole of Dorset can be proud. John Tweed also added that it was very much a team effort and again thanked all group members for their support. Initial feedback from the London Committee was very positive as to the team support, and in that the application was one of the most professional and easiest to assess. 3. LAST MEETING MINUTES John Tweed pointed out that the previous meeting minutes, Page 3, paragraph 3, should state that the Olympics summary report requests five 1mile courses and not five 2-mile courses as originally written. 4. REPORT ON PRESENT POSITION John Tweed explained that after completing the initial application in November, Weymouth and Portland has been chosen by the London Committee as the proposed venue for the sailing events in 2012. This was made public knowledge recently as the London Committee officially announced their 2012 Olympic Bid proposals internationally. The Government and the City of London are fully committed to bringing the Olympics to London. The proposals make for a compact bid, as most of the venues for the Olympics would be within 15 miles of the centre of London, 17 out of 27 sports. The Weymouth and Portland Sailing venue will be the only significant venue used outside London other than the football stadiums. It is therefore a major achievement which offers particular opportunities to Dorset and the South West. John Derbyshire added that Weymouth and Portland had led a number of competitors for the sailing venue including Torbay and North Ayrshire. 5. OBJECTIVES John Tweed identified 3 main objectives for the group to focus on now that the application has been successful to this stage: i.) Ensuring the community is aware, supportive and on side. The group and Councils have a significant role in encouraging support for Weymouth and Portland to be part of the greatest show on earth. ii.) To be positive and support the London Committee as effectively as possible. iii.) Ensure Dorset benefits – improved infrastructure, funding opportunities through Sport England, Regional Bodies etc. 6. TIMETABLE 18th May 2004 – Olympic Committee present city list – (9 at present) November 2004 – All venues must have provided all information and proposals 15th November 2004 – IOC must have received all final bids January 2005 – IOC completes analysis of all bids February / March 2005 – IOC Evaluation Commission visits all venues May 2005 – Evaluation Commission report to IOC and a shortlist is presented 6th July 2005 – IOC select the city to host the 2012 Olympic Games There are around 125 IOC members –the Evaluation Commission consists of around 6 - 8 members. 7. FUTURE ACTIVITY BY THE GROUP It was agreed that the time is now right to realise opportunities for Dorset in terms of transport and accommodation issues. It was agreed that a ‘can do’ approach and positive presentation is needed to maximise the chances of winning. David Jenkins highlighted that the Weymouth relief road funding should be an example of a positive frame of mind. The scheme had been given the go- ahead by. Project management for the scheme is now in place and there was every hope that the scheme will now run its course through to completion. Kay Homer enquired as to whether the change in route had eliminated or improved environmental risks and concerns. David Jenkins explained that although the new orange route is more expensive, it does address the major environmental concerns. It does create other objections, but these are thought to be less intractable. Rupert Best feels the Olympic bid should offer opportunities to DJ help push the scheme through faster and wonders whether there is any possibility of extra funding, increased resources or a chance of speeding up the process. David Jenkins would discuss these issues with Miles Butler. It was re-iterated the fact that this is a great opportunity and should provide a substantial card in assisting developments and also creating a positive image around the county, especially from a community perspective. It was necessary now to identify the timetable from now until final submission JT of applications in November 2004. John Tweed is unsure at present what is required, as the bid has only just been officially announced. He is awaiting feedback from the London Committee. He is looking to liase closely with the London Committee and feels that it may be a case of as and when information is needed the group will provide. Funding It is unclear at this stage as to exactly what funding sources are available. JD John Derbyshire will look into the funding issue and will get back to the group with some more definite figures. He believes that London has £17 million put aside to assist the development of the bid rather than construction / capital work. He also believes that London has allocated around £168 million towards the Olympic bid if successful of which John feels £100 million of that may have been allocated to be spent outside of London to the rest of the UK. Kay Homer KH to pursue issue and report on sources of funding for Dorset. John Tweed also adds that Tessa Jowell has visited the venue and has some understanding, and as the only South West venue, there should be a good opportunity to gain funding. David Jenkins will pursue funding opportunities and report back to the group. Weymouth and Portland Bid The group addressed each of the sections in the bid for Weymouth and Portland so that any manor issues can be discussed and progress can be made. i.) Event Management – The group agree that this section involves a lot of technical detail of which will be required nearer the time. The operational side of things such as fire and rescue and police are important areas to consider, but progress cannot be made until plans are finalised and risk assessments can be conducted. The group must also consider the pre Olympic dress rehearsals and Para-Olympics. ii.) Transport and Access – John Tweed explained that Transport for London JT is taking a lead role in all transportation issues for the Olympics and plan to visit the area. John Tweed will arrange and finalise the date of the visit with Weymouth and Portland Borough Council and Dorset County Council. Relief road issues as discussed previous. iii.) Accommodation – The lack of 4 star plus hotels is an issue for the area. The bid highlighted the use of cruise ships as the likely option. The group would like to see new hotels and upgrades in the area and feel this needs to be pursued. It is felt that there is not a long-term benefit for hotels after the Olympics, which will stop developments. Kay Homer feels the link with Heritage status needs to be explored, as this will add strength to the case. The Natural History Museum is engaged in discussions with the County Council and others over the possible creation of an international visitor centre and conference facilities for the heritage coast, which may again require quality accommodation. Nick Thornley asked if grants are available to give to the private sector to increase standards and move in the right direction. Adam Godfrey will AG look into any grant opportunities but is not confident there are many opportunities. Adam believes the Olympics will enable Dorset to forge a stronger link with the London customer market, which can also assist development. Adam also feels public services in the area such as public toilets; showers and general improvements should be able to benefit from the bid. Nick Thornely will discuss the accommodation issues at the next NT Dorset and New Forrest Tourism Partnership to gage reaction and potential. 8. ANY OTHER BUSINESS Ian Cambrook feels there must be information from previous games, which IC can assist. Ian volunteered to research previous games for information, which may help the group. John Derbyshire feels that the sailing academy must also consider training events in Feb / March when the Evaluation Commission visits to create a good impression. John Derbyshire explained that Poole is keen to offer support the bid in any JD way they can. Poole has lots of local businesses such as boat builders which could offer valuable assistance and offers work to local business. The group agrees the support is very much welcomed, and feels the event should be seen in a wider Dorset context, with visible leadership on behalf of Dorset. Rupert Best emphasised the need for the project to be county based rather than simply Weymouth and Portland. The group should be looking to gain benefits for the whole of the county and seeking county community support. It was agreed the scheme needs a political leader. David Jenkins put forward DJ Tim Palmer, Leader of the Council, as a candidate and is sure he will be happy to take on this role. The group agrees although this role must be representing the wider partnership and not just Dorset County Council. The issue of logos was addressed, and whether Dorset should produce its JT own Olympic logo. John Derbyshire believes that the London Olympic Committee has control over the use of logos and may well produce logos for the different venues. John Tweed to consider and report back. It is suggested that maybe the RYA may have useful contacts / personnel in JD helping to assess the strengths and weaknesses of the bid. John Derbyshire will look into this and consider any options. A name is needed for the group. It was agreed the group to be called: Dorset Olympic Bid Working Group. Overview / Actions David Jenkins to discuss proposals at the Dorset Strategic Partnership DJ Meeting David Jenkins / Miles Butler to assess possibilities of increased funding / DJ / speeding up Weymouth relief road scheme MB Kay Homer to look at any funding opportunities and report back John Tweed to contact London Committee for information on the way KH forward JT Nick Thornley to discuss accommodation issues with the Dorset / New Forrest Tourism Partnership NT Ian Cambrook to research past Olympic documentation IC 9. NEXT MEETING Tuesday 18th March, 9.30am, Dorset Room, Colliton House, Dorchester.
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