Agenda item - Outdoor Events in Parks and Open Spaces 2018

Report of the Executive Director for Economy, Environment & Culture (copy attached).

33.1    The Committee considered a report of the Executive Director, Economy, Environment and Culture seeking approval of Landlord’s consent for the proposed programme of events in parks and open spaces in 2018.

33.2    It was noted that many of the events set out in Appendix 1 to the report had taken place before and retained their traditional place in the calendar of outdoor events. The council had licensed a range of parks and open spaces including the Old Steine, Hove Lawns, the Seafront and Stanmer Park to hold events, however, a balanced approach was required to prevent overuse of these areas. The events in Stanmer Park would depend upon the implementation of the Stanmer Park Restoration Project which was due to commence on site towards the end of next year. Appendix 1 to the report detailed the range of spaces and sites where events were proposed to take place. Several new or amended event applications for 2018 have been received and these were also summarised in the report.

33.3    The Chair stated that two sets of amendments had been received one from the Green Group and one from the Conservative Group.

33.4    The Green Group amendment(s) are set out below:

            “To amend the recommendation 2.3 and insert new recommendations 2.4 and 2.5 as shown below in bold italics;

            2.3       That the committee authorises officers to enter into formal agreements with event organisers on the current event schedule  to determine conditions, fees and levels of support as appropriate in accordance with the terms of the council’s existing Outdoor Events Policy

            2.4       That the committee requests officers to report back on formal agreements on a bi-annual basis, including:

--compliance with the outdoor events policy and other BHCC corporate commitments as they affect:

-- communities such as licensing and environmental health;

--quality and nature of any feedback received from the public

-- details on fees and charges levied in each circumstance and the rationale for them (in Part 2 papers if necessary for reasons of commercial sensitivity);

2.5       That a report be brought to a future committee outlining options for a review and update of the Council’s Outdoor Events Policy, to include:

       (a)   More robust sustainability criteria:

- investigating the possibility of requiring event organisers and vendors to avoid Single Use Plastics as a condition of their event permission

- strengthening the existing Sustainable Event Commitment Form and guidance circulated to exhibitors and traders;

       (b)  A requirement for more detailed information on:

- how events comply with equality legislation, such as the impact on disabled access to surrounding public rights of way;

- how events comply with agreed corporate sustainable transport commitments.

       (c)   The development of a new charging schedule to provide consistency and transparency, which explores options for:

o   charges based on commercial event income;

o   charges based on attendance figures

o   more clarity on the categorisation of events e.g. the criteria for being assessed as commercial, charity or community event;

o   the introduction of a standalone Environmental Impact Charge, with ringfencing being used to: provide physical mitigation to open spaces directly affected by events

o   a proportion of event fee being used to support immediate priorities for funding identified by the Open Spaces strategy and community & parks associations (e.g. ‘Friends Of’ Parks and Open spaces associations)

o   Additional fees levied to support animal welfare provision and inspections where animals are part of events

            2.6       That the committee authorises the Executive Director Economy, Environment & Culture, after consultation with the Chair of the committee and opposition spokespersons, to make any alterations to the events programme as necessary and to approve new applications in accordance with the Outdoor Events Policy.”

          Proposed by Cllr Druitt                                   Seconded by Cllr Mac Cafferty

33.4    Councillor Druitt spoke in support of his proposed (amendments), stating that he considered (as raised under the previous item, 32), that they would provide clarity going forward and as such he wanted it to be considered. Councillor Mac Cafferty stated that he concurred in that view and was therefore happy to second it.

33.5    Councillor Morris stated that he supported an approach whereby there were benefits to the local community accruing from events citing “Pride” where much of the income generated went back into the local community/community groups.

33.6    Councillor C Theobald stated that she welcomed the range of events that took place across the city including the new ones proposed and any measures undertaken to ensure that any damage was rectified quickly.

33.7    Councillor Druitt stated that he hoped that the October Fest would take place again in future, although a different location might be preferable.

33.8    The Chair, Councillor Robins moved to the vote on the Green Group amendment and it was lost on the Chair’s casting vote.

33.9    The Chair then moved to the Amendment received from the Conservative Group as set out below:

To amend the recommendation 2.2 as shown below in bold italics;

          “2.2        That the committee authorises the Head of Sport & Leisure to seek applications to stage “The Big Screen” and to then consult with the Chair and a nominated Member from each of the Opposition Groups in order to determine the event organiser to whom consent should be granted;”

          Proposed by Cllr Nemeth                               Seconded by Cllr Mears

33.10  Councillor Nemeth spoke in support of his amendment which he hoped could be supported. Councillor Mears spoke in support of Councillor Nemeth’s amendment seeking confirmation within which consultation took place was appropriate.

33.11  The Executive Director for Economy, Environment and Culture referred to the arrangements in place for Big Screen Events, confirming that it would be appropriate to engage with Members in the manner suggested.

33.12  The Chair, Councillor Robins moved to the vote and on a vote of 5 to 1 with 4 abstentions the amendment was agreed and became part of the substantive recommendations which are set out below.

33.13  RESOLVED – (1) That the committee grants landlord’s consent for the events listed in Appendix 1;

(2) That the committee authorises the Head of Sport & Leisure to seek applications to stage “The Big Screen” and to then consult with the Chair and a nominated Member from each of the Opposition Groups in order to determine the event organiser to whom consent should be granted;”

(3) That the committee authorises officers to enter into formal agreements with event organisers to determine conditions, fees and levels of support as appropriate; and

(4) That the committee authorises the Executive Director Economy, Environment & Culture, after consultation with the Chair of the committee and opposition spokespersons, to make any alterations to the events programme as necessary and to approve new applications in accordance with the Outdoor Events Policy.