Agenda Item No
The Vale of Glamorgan Council
Cabinet Meeting: 10 February, 2014
Report of the Cabinet Member for Leisure, Parks, Culture and Sport Development
Proposed Events Programme 2014 - 2015
Purpose of the Report
1. To inform Cabinet of an outline programme of the proposed events and sources of funding for the financial year 2014 - 2015, as set out in Appendix A
1. That Cabinet consider and approve the proposed events and associated costs for the financial year 2014 - 2015.
2. That delegated authority be given to the Director of Development Services, in consultation with the Cabinet Member for Leisure, Parks, Culture and Sport Development to agree any variations to the events programme as appropriate and necessary during the course of the year.
Reasons for the Recommendations
1. To inform Cabinet of the proposed events programme and sources of funding.
2. To allow effective and timely decisions on matters relating to events and associated funding.
2. Every year the Council organises and supports a varied programme of events across the Vale of Glamorgan. These events make an important addition to tourist attractions within the Vale and to the quality of life for residents.
3. Early in 2013, Cabinet agreed that the annual Barry Tall Ship Festival had come to a natural end and that the budget for the festival could be used for the development of a new Summer Season event at Barry Island. As a consequence an all new Barry Island Weekenders Summer Programme was created, which for the first time, featured two evening events, namely The Isle of Fire (opening event) and the Cinema by the Sea. Both these events attracted approx 5,000 visitors per weekend. The programme ran for six weekends over the school summer holidays and included Street Art, Sports, Live Music and Dance and was supported by the Council's Sports and Play Team. This built on the ongoing regeneration of the Island, with such regeneration work continuing and gathering momentum in recent months.
4. The new programme received very positive feedback from residents, traders and visitors, with many visitors attending from outside of the Vale and Wales.
The evening events encouraged visitors to stay longer, boosting the night time economy on Barry Island. It is hoped that this new Summer Events programme will continue in 2014 and build on this positive momentum. Provision has been made in the planned schedule for this summer events programme to continue. Members will also be aware that the work at the former Butlins' site on Nells Point to provide a new car park, has been instrumental in the success of this programme. Proposed events for 2014/ 2015 are laid out in this report.
Relevant Issues and Options
5. An events programme and sources of funding for 2014 - 2015 are as laid out in the attached Appendix A. Members will note that one event referred to as the "Beyond the Border" festival is included in the appendix and that has been subject to a separate report to Cabinet. Where applicable, information has been given on how the funding proposed for 2014/15 compares with previous years funding.
6. In addition, there is merit in drawing attention to some key events that may take place during 2014 and other potential opportunities that may exist.
7. In August 2014, the world will mark the 100th anniversary of the outbreak of the First World War. From 2014 to 2018, across the country, communities and individuals of all ages will come together to mark, commemorate and remember the lives of those who lived, fought and died in the First World War. The Events Officer is part of the Council's World War One Commemoration Working Group, which will offer advice and possible funding to groups wishing to hold commemorative events. The Events Officer will also look to plan WW1 events for the Council. At the time of writing It is suggested a figure of up to £10,000 be put aside to help fund both Council and external events, and reference to this is included in the appendix.
8. In 2013, the Events Officer worked with Walk the Plank, an events company based in Manchester to bring the Isle of Fire opening event to Barry Island. It is expected that the Council will work with Walk the Plank again to create a similar event for the 2014 summer season. This will hopefully build on the success of the summer programme for 2013, with the potential to introduce new activities and attractions. This will build on the regeneration work currently being undertaken on Barry Island where the work in progress seeks to refurbish the Eastern Shelter and promenade and seeks to provide public art, improved public realm and public conveniences as well as a series of beach huts.
9. Members will also note from the appendix that in addition to potential First World War events and a continuation of the Barry Island Weekenders summer programme, discussions have been held with potential organisers to bring a triathlon event to Barry in September of next year. Furthermore, following contact by the Welsh Government in November of this year to all Welsh local authorities regarding the Tour of Britain Cycle race, the Director of Development Services has written, expressing an in principle support for hosting a stage or part stage of a future Tour of Britain cycle race in the Vale of Glamorgan. In this regard, the route for the race for years 2014 to 2018 will be the subject of negotiation and discussion. However, such discussions are in their infancy and for this reason it is not feasible or appropriate to factor this into next year's events programme at this stage.
10. Finally, discussions have been held with regard to the potential for a High Street, Barry Summer carnival event. Given that there are currently no details available, this is not included in the proposed events programme. Likewise, a potential British Heart Foundation Christmas run was planned for 2013, but was cancelled due to lack of participation. As a result it is also unclear as to whether such an event will be planned for 2014 and as a result this is also not included in the programme.
Resource Implications (Financial and Employment)
11. Currently the Events Officer has two budgets from which to fund events:
The Corporate Events Budget
This budget is the main budget available to the Events Officer to fund Council run events and to support other non Council events.
The Devolved Events Grant Budget
This budget stands at £31,000 per annum and in 2013 this budget was used to fund and a support a number of events ranging from the Valeways Walking Festival, Vale of Glamorgan Show, Rotary Firework Fiesta at Barry and the Barry Transport Festival.
As agreed by Cabinet in early 2013, events supported by this budget are funded on a yearly basis only, to allow a more flexible approach.
Sustainability and Climate Change Implications
12. The Council's Events Team is aware of the Council's commitment to sustainability and tries to enforce this message when delivering events. Encouraging attendance at events can add to community cohesion, whilst at the same time encouraging a wider adoption of healthier lifestyle choices.
Legal Implications (to Include Human Rights Implications)
13. Depending on the nature of the event, consideration must be given to health and safety legislation and the Council’s duty of care. Other considerations will include such matters as obtaining the appropriate traffic orders and confirming that the appropriate licences are in place.
14. In other instances, the Council requires risk assessments and proof of appropriate insurance from companies providing services at Council run events. Occupancy agreements may also be needed if event organisers are occupying Council land
Crime and Disorder Implications
15. The Events Officer works closely with the South Wales Police to ensure public safety at events and a representative from the South Wales Police attends the Council's Safety Advisory Group. Also well organised events reduce the potential for crime and disorder and assist in creating strong communities
Equal Opportunities Implications (to include Welsh Language issues)
16. The above events are accessible to everyone and will benefit all sectors of the community. All promotional materials for events are bilingual.
17. The proposed events will raise the profile of Council and the Vale of Glamorgan as well as contributing to regeneration objectives.
Policy Framework and Budget
18. This is a matter for Executive decision.
Consultation (including Ward Member Consultation)
19. As the report is Vale wide no ward members have been consulted.
Relevant Scrutiny Committee
20. Economy and Environment
Sarah Jones - Events Officer 01446 704737
Director of Visible Services and Housing
Works Manager, Visible Services
Operational Manager Legal
Operational Manager Leisure and Tourism
Operational Manager Countryside and Economic Projects
Tourism and Marketing Manager
Rob Thomas, Director of Development Services