Agenda item

To consider a report by the Head of Housing and Community Development (copy enclosed) which provides a detailed analysis of the impact of the 2012 event on the local community, local businesses and participants along with the benefits realised/impact on the wider local economy and Denbighshire as a whole.

                                                                                                       10.10 a.m.

A copy of report by the Principal Regeneration Strategy Officer, which provided a detailed analysis of the impact of the 2012 event on the local community, local businesses and participants along with the benefits realised/impact on the wider local economy and Denbighshire as a whole, had been circulated with the papers for the meeting.  The Strategic Regeneration Manager (SRM) introduced the report.

Last year the Committee had resolved that it endorsed the requested road closure to allow the Etape Cymru 2012 to take place, subject to:-

a)             full consultation with the communities and local businesses impacted by the road closures taking place, including consultation with the local Area Member Group.

b)             an impact assessment being undertaken.

c) the Committee receiving a guarantee that the Horseshoe Pass will be re-opened to traffic by 11am.

An evaluation of the impact of the event and any benefits realised or detrimental effects caused would enable recommendations to be made with respect to the arrangements for any future major events.  Denbighshire had continued with its regular communication with Human Race, the organisers of Etape Cymru, and Wrexham County Borough Council, in relation to the 2012 'closed road' cycling event held in September, 2012 and plans were now underway for the 2013 event to be held on Sunday, 8^th September, 2013.  Organisers had met with the Safety Advisory Group and Wrexham and Denbighshire Highways and Regeneration officers to review 2012 and they had taken on board the Group’s recommendations.

Appendix 1 to the report included the review of the 2012 Etape Cymru event which provided a positive overview of the economic impact on the Wrexham/South Denbighshire area.  Denbighshire’s review of businesses on or near the Etape Cymru route of temporary road closures had been detailed in Appendix 2 and the minutes of the last Safety Advisory Group meeting had been included as Appendix 3 to the report.  Information pertaining to the contribution of the decision in relation to the Corporate Priorities, the effect of costs on other services, consultations undertaken and details of risks and the measures implemented to reduce them, had been included in the report.  A summary of the feedback from Safety Advisory Group, Ward Members and businesses had been summarised in the report.

Councillors T.R. Hughes and M.L. Holland respectively raised a number of concerns which the Committee agreed needed highlighting to the Safety Advisory Group (SAG) and which required answers and action by them prior to the report to be submitted to Cabinet in February, 2013.   The Committee agreed that the following concerns and issues raised by members be conveyed by the officers to the forthcoming meeting of the Safety Advisory Group:-

·a need to improve communication with residents and businesses, particularly in rural areas, with respect to the event.  The purpose and expectations of the Event, road closures and the impact on residents' everyday lives and the need for all communication to be timely.

·public liability in the event of an incident or accident involving a competitor, marshall, resident, business and live or dead farming stock.

·results of any risk assessments undertaken with respect to public liability matters.

·validity of the figures on the economic benefit to the area due to concerns raised with Members by businesses in their respective areas on the amount of time for which they had to close because of the event.

·Inadequate marshalling provision at the event.

·consideration being afforded to the possibility of the event starting earlier in the morning in order to minimise the disruption to local businesses and residents.

·whether the promotional material for the event itself helped to promote and market Denbighshire, and could this be done or improved in future.

·the possibility of a Local Member attending the SAG with officers from Denbighshire.

·the legal implications of an accident in respect of Etape’s insurance liabilities.

·examination of the level and adequacy of the marshalling for the event.

The Section Manager–Network Management emphasised that ownership of the Road Closure Order would remain with the organisers and they would assume any legal responsibility, liabilities and risks, within the road closure.  Details of Denbighshire’s duties and responsibilities were outlined and reference was made to the role of the SAG which met on a regular basis to consider and debate any issues arising through the forum.

In reply to questions from Members, the SRM outlined the steps being taken to promote Denbighshire through the event which included extensive coverage in cycling magazines, details of the location for pre-registration of the event and links to accommodation in the area.  Members supported a suggestion by Councillor H.C. Irving that guidance be sought from the Head of Communication, Marketing and Leisure regarding the inclusion of information to promote Denbighshire in the information packs.

Members considered the recommendations in the report and recommended that the Etape Cymru item be included in the Cabinet Forward Work Programme.

Councillor T.R. Hughes requested that the minutes note that he had not expressed his support for the event.  

RESOLVED –

(a)           to recommend that Etape Cymru 2013 be included in the Cabinet Forward Work Programme for consideration;

(b)           that the concerns and issues, as raised by Members, be conveyed by the officers to the forthcoming meeting of the Safety Advisory Group (SAG), and that answers to the above questions and clarification on the points raised be included in the report to Cabinet in February with a copy circulated to Communities Scrutiny Committee members ahead of the Committee’s next meeting; and

(c)           that guidance be sought from the Head of Communication, Marketing and Leisure regarding the inclusion of promotional material on Denbighshire in the information packs.