Agenda item

Report No: OAS/WS/20/001

[Councillor Joe Mason declared a non-pecuniary interest as the Chairman of the Haverhill Show.

Councillor Lisa Ingwall-King declared a non-pecuniary interest as an organiser of the Green Fayre, Bury St Edmunds]

The Cabinet Member for Leisure, Culture and Community Hubs presented Report No: OAS/WS/20/001, which the Committee had requested on the Management of Events in West Suffolk’s Parks and Open Spaces covering:

·         Number/type of events held per year;

·         Terms and conditions placed on event organisations;

·         Legal frameworks and conditions (national);

·         How does the Council ensure event organisers comply with the conditions placed on them, and how was this then enforced.

The Council’s parks and public open spaces hosted a range of outdoor events and activities each year.  Around 130 events were held in 2019, some of which were held over several days.  Attached at Appendix A to the report was a list of events which had taken place in 2019.  The events were diverse in nature and as the owner of the land on which these events took place, the Council had a duty of care to ensure that they were appropriately managed.

Attached at Appendix B to the report was the current terms and conditions of hire, which was available on the Council’s website.  Whilst the Council had a duty of care, as set out in the terms of conditions, the arrangement meant the balance of risk to deliver the events rested with the third-party organiser.

The managerial health and safety processes and protocols which were in place for event management had been reviewed and evolved over the years in line with best practice and national guidance.  The Council had a dedicated section in its Health and Safety Policy devoted to event safety and was available on the Council’s website.

Attached at Appendix C to the report was a list of complaints received over the last three years for events held in the Council’s Parks and Public Open Spaces, which remained low.  When complaints were received, they were investigated, and the parks service took reasonable action to mitigate against them happening again in the future.

The Committee was asked to note:

·         The number and scale of events held in West Suffolk parks each year and the low number of complaints received compared with the public support for them.

·         The terms and conditions and relevant legal frameworks placed on event organisers and the Council’s arrangements for enforcement.

The Committee was also asked to make recommendations to the Cabinet Member for Leisure, Culture and Community Hubs to ensure the continuation of these events and that the terms and conditions remained fit for purpose.

The Committee considered the report in detail and asked questions.  In particular discussions were held on the income generated from events; adverse weather conditions and whether events have had to be cancelled;  whether clean-up costs have had to be enforced; whether complaints received were predominantly from the same people; vehicle movements on event sites; and complying with helicopter legislation, to which comprehensive responses were provided.

In response to a question raised regarding which events listed in Appendix A provided an income, the Cabinet Member agreed to provide a list of which ones generated an income.

In response to a question raised regarding Haverhill Recreation Ground and the conditions attached to it meaning it was unable to charge an entrance fee, which was becoming problematic, the Cabinet Member and officers agreed to explore charity events and fees with the member outside of the meeting.

In response to a question raised regarding compliments received, the Cabinet Member stated that the service did receive positive feedback and agreed to include this information in any future reporting.

In response to a question raised regarding whether local byelaws might provide the Council with powers to try and stop events from being shut down as a result of complaints, the Cabinet Member agreed to investigate this further.

The Committee was unanimous that there should be more events held across the whole of West Suffolk and in communities.  In response the Cabinet Member confirmed that the service wanted to hold more events across West Suffolk and asked if members had any ideas or suggestions to forward them to Damien Parker (Leisure and Cultural Services Manager).

Detailed discussions took place on events held in the Abbey Gardens, Bury St Edmunds, in particular the Nearly Festival.  Discussions were held on the concerns raised last year by a small number of nearby residents who complained that they felt the music broke noise regulations.   

The Cabinet Member explained in detail that when the former council transferred the property located within the Gardens, the sales documentation made it clear that noisy public events had been and would countinue to be held in the Abbey Gardens.  The Council had, in partnership with the event organsiers, put in place what it considered to be reasonable measures to reduce the impact on neighbouring residents.  Whilst last year’s Nearly Festival had provoked three people to complain concerns over the festival not taking place on site in the future had provoked a significant number of people to lobby for it’s continuation.  In response to the feedback, the Council was working closely with the festival organisers on appropriate noise controls to try to reach a satisfactory conclusion for all.  She also confirmed the Council was committed to the 2020 Nearly Festival.   

Councillor Lisa Ingwall-King commended the report but felt there should be more emphasis on the environment within the terms of conditions of hire (Appendix B) and Event application process.  She then tabled a short paper setting out suggestions that included ensuring recycling/composting bins were provided at events; ensuring vegetarian/vegan food was offered; recycled toilet paper and banning the use of single use plastic. 

In response to the above suggestions, the Cabinet Member thanked Councillor Lisa Ingwall-King for her comprehensive notes, which were recognised as really good ideas, but before progressing these she would ask the West Suffolk Environment and Climate Change Task Force to consider the suggestions and any implications further.

At the conclusion of the discussions the Committee wished to congratulate the service for all its hard work in overseeing the events held across West Suffolk.

The Committee noted the scale of events held in West Suffolk and the terms of conditions and the relevant legal frameworks placed on event organisers and the Council’s arrangements for enforcement.

Councillor David Nettleton then moved the recommendation, this were duly seconded by Councillor Ian Shipp, and with the vote being unanimous, it was:

          RECOMMENDED:

That the Cabinet Member for Leisure, Culture and Community Hubs be asked to consider further the comments raised during the meeting, and progress as appropriate to ensure the continuation of these events and that the terms and conditions remain fit for purpose.