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Agenda Item No

 

The Vale of Glamorgan Council

 

Cabinet Meeting 4th January 2012

 

Report of the Cabinet Member for Economic Development and Regeneration

 

National Eisteddfod 2012 - Vale of Glamorgan

 

Purpose of the Report

1.             To update Members on progress in relation to the organisation of the above event which will be held at Llandow in August 2012.

Recommendations

1.             That the revised Eisteddfod 2012 Action Plan be noted.

Reasons for the Recommendations

1.             To inform Members of the issues involved.

Background

2.             I reported to Cabinet on the above issue at its meeting on the 16th March 2011.  Members were then informed that a Working Party had been established under the Chairmanship of the Director of Environmental and Economic Regeneration in order to progress arrangements.  This Working Party has met regularly since that time.

3.             Members will recall that the National Eisteddfod 2012 would be held between the 4th and 11th August at Llandow.  The site totals some 120 acres and is in the ownership of a number of land owners. The total cost of staging an Eisteddfod is estimated to be £3.6m of which approximately 25% is contributed by the Welsh Government (WG) and the Welsh Local Government Association (WLGA).

4.             The Working Party referred to above includes representatives of all the relevant departments of the Council and recently invitations have also been extended to other relevant persons such as Dr. Dylan Jones who chairs the Local Executive Committee.  This Executive Committee has been set up to make the local arrangements for cultural events in relation to the Eisteddfod and one of its prime purposes is to raise some £300,000 towards the Eisteddfod.

 

Relevant Issues and Options

5.             Since my last report to Members specific progress has been made on the following issues:

·               Proclamation Ceremony.  This was held in June in Barry and was considered to be a successful event.  It was at this event that the official announcement was made that the 2012 Eisteddfod was to be held in the Vale of Glamorgan and the Ceremony involved a procession along Holton Road from King Square and a Ceremony and events at Gladstone Gardens.

·               The Council also had a presence at the 2011 Wrexham Eisteddfod.  A Council display area was set up, the main purpose being to give information in advance of next year's event in the Vale of Glamorgan.  The Stand was well received and a large number of people visited, with information being given on local attractions, accommodation etc.  Contact numbers and web information was also given and there has been a significant demand for local accommodation during August of next year.

·               The Council has also agreed to sponsor and procure the Eisteddfod Crown.

6.             A revised Action Plan has now been agreed for next year's Eisteddfod and this is attached as Appendix A.  Also attached at Appendix B is the plan showing the location of the Maes.  The main responsibilities for the Council reflected in the Action Plan are as follows:

·               The development of a Transport Strategy, including signage (including amended Welcome to the Vale signs), car parking arrangements, access to the site, linkages to the railway station, public transport arrangements.

·               Regulatory and License Issues.  This is being dealt with via the Council's Events Panel and deals with all the regulatory issues that are relevant to the holding of an Eisteddfod, including health and safety, food standards, environmental health, licensing etc.  A Major Incident Plan will also be developed as part of this process.

·               Economic Benefits.  A 'Meet the Buyer' event was held on the 29th November 2011 which gave local suppliers the opportunity to learn more about the Eisteddfod and the business and sponsorship opportunities that will be occurring.  In August the Eisteddfod was also used as a theme for the Business Breakfast at the Vale of Glamorgan Show when again local businesses and relevant organisations had the opportunity to meet and listen to the Eisteddfod Chief Executive.

·               The Council's Pavilion.  Each year the host authority is offered the opportunity to establish its own Pavilion and to set up exhibitions and content which reflects the local authority area.  Discussions are taking place with the Eisteddfod organisers to identify a site on the Maes and the above Working Group is developing ideas in relation to content for the Pavilion.  It is important not to attempt to accommodate too much information/exhibition material within this Pavilion but to mainly concentrate on the aspects of the Vale of Glamorgan which are most likely to continue to attract visitors for the future. It may also promote the work of the Council.  The Council will also be responsible for on-site sports events and these are being coordinated through the Council's Sports Development Team.  The Council Pavilion will give the opportunity for the Council to host events and these will be arranged via the Mayor' and Leader's offices.

·               Town and Community Council Involvement.  Town and Community Councils throughout the Vale have been informed that the Eisteddfod presents opportunities throughout the Vale for events and activities relating to the Eisteddfod itself.  The Eisteddfod organisers have already briefed several Town and Community Councils and they have been urged to consider how they would best reflect the opportunity in August in their own communities.  It is particularly relevant for Llantwit Major and Cowbridge to consider how they might organise events and decorate their towns to reflect the number of visitors in the area.

Resource Implications (Financial and Employment and Climate Change, if appropriate)

7.             To date the expenditure on the Eisteddfod has been met from existing budgets.  The main expenditure so far has been the presence at Wrexham and some minor costs in relation to the Proclamation Ceremony.  The main expenditure however is likely to arise in relation to the organisation of the Eisteddfod itself in August and the main costs will be associated with the following:

·               The construction and manning of the Council Pavilion.

·               Off-site transport arrangements which have an impact on the local highway network etc.

·               A contribution towards site preparation costs in relation to ground maintenance.

·               A contribution towards efficient waste and recycling collection.

It is intended that the staffing in relation to the above functions will be met wherever possible from existing departmental budgets.  It is difficult to establish the cost to the host authority of the Eisteddfod as this varies considerably by location.  However it is understood that previous Councils have spent to the order of £150k and it is expected that this authority will need to find this total sum.  It is proposed that a Eisteddfod Reserve Fund be set up for the purpose.

Legal Implications (to Include Human Rights Implications)

8.             All legal and regulatory issues will be addressed via the Working Group and Events Panel.

Crime and Disorder Implications

9.             Security and other arrangements at the site will need to be discussed and agreed.

Equal Opportunities Implications (to include Welsh Language issues)

10.        This is essentially a Welsh language event but the holding of the Eisteddfod in a predominantly English speaking area will give opportunities for participation at the Eisteddfod of English speaking visitors as well as those learning Welsh.

Corporate/Service Objectives

11.        This complies with the objective of encouraging tourism and visitors to the Vale of Glamorgan.

Policy Framework and Budget

12.        This report is a matter for Executive decision by Cabinet.

Consultation (including Ward Member Consultation)

13.        No specific consultation has taken place as this is a Vale-wide issue.

Relevant Scrutiny Committee

14.        Economy and Environment.

Background Papers

None

 

Contact Officer

Rob Quick, Director of Environmental and Economic Regeneration - Tel No.  01446 704610

 

Officers Consulted

All Directorates through membership of the Eisteddfod Working Party

 

Responsible Officer:

Rob Quick, Director of Environmental and Economic Regeneration