Agenda item

Discussion paper of the Head of Integrated Transport & Sustainability

The Chair advised the Committee and members of the public, that this item had been added to the agenda at her request and in response to the level of public concern regarding events in the town, specifically, Expo 2012 and proposals for motor racing events in the town centre in 2013 and 2014.  These events however, were not open to discussion, the paper aimed to explain the ‘Event Submission’ Framework so that Members could glean a greater understanding of the process, no specifics would be discussed.  She proposed that Members may like to suggest amendments or add to it. 

The Cheltenham Business Partnership Manager introduced the paper in the absence of the author of the paper, the Head of Integrated Transport & Sustainability and echoed the comments of the Chair that he was unable to formally comment on any matters relating to specific events.  The paper focussed on the process event organisers should follow if an event will impact the environment of the town, wherever that may be.

He had himself, considered the paper and identified some omissions.  There were no timescales, which should be an important part of any submission, nor was there any criteria by which a ‘major’ event was identifiable.  He felt that it was equally important that event organisers were aware of what was expected of them.  The process that was being proposed, suggested that;

• Organisers of major events collate a detailed proposal which is submitted to an Officer (it was yet to be determined who this would/should be). 
• The Officer then circulates the proposal to relevant departments and stakeholders inviting their input.  The Officer responsible for circulating the proposal would collate all responses.
• The proposal, including any responses would be passed back to the event organiser, who would be asked to answer any questions and address any concerns before submitting a formal proposal.
• Relevant departments, agencies and stakeholders would then meet to consider the final proposal, having satisfied them selves that all interested parties had been involved in discussions.

The following comments were made by Members of the Committee;

• An issue regarding events had arisen in the last 6 months at Pittville Park and Councillor Hibbert, as Ward Councillor, was not convinced that the outline process being proposed would have resolved the issue.  She felt that it was for the Council to undertake consultation in relation to such events, in order that it be thorough, given that event organisers could be selective, whether this was intentional or not.  She proposed that the event organiser should pay a fee for the Council to undertake such work and most importantly, the Ward Councillors must be made aware of any such consultations. 
• Whilst it was not for scrutiny to micromanage, it must ensure that any process is working effectively and the suggestion was that at present, it was not.  The document must contain criteria and timescales and a question was raised about the broader issue of whether decisions to fund events should be made before permissions were sought.
• Ward Members should be involved in assessing the impact of an event on residents and agreeing an approach.
• Criteria must be developed in order that there was a clear distinction between an event and a major event to avoid unnecessary bureaucracy.  A balanced approach was required, Cheltenham was an events town and such events benefited the town economically by attracting visitors to and creating jobs within the town, but this should not be at the expense of residents and/or other people being able to enjoy what Cheltenham has to offer.
• Any process should demonstrate that the Council takes decisions transparently and not behind closed doors.

Councillor Seacome, Ward Councillor for Lansdown, was permitted to speak.  He felt that the process could incorporate Licensing and Planning elements.

The Cabinet Member Sustainability suggested that a possible definition of a major event should be where it cut across a number of Council departments or other authorities.  Perhaps events at the other end of the spectrum to major events should only require a simple pro-forma application.

Upon a vote it was unanimously

RESOLVED that;

1. A task & finish group be formed to consider the event submissions process for major events in the town.

2. Because it is not simply an environmental issue Members of the Economy & Business Improvement and Social & Community Overview and Scrutiny Committees be invited to form part of the working group.