Agenda item

To consider a report by Councillor Huw Jones, Lead Member for Tourism, Marketing and Leisure (copy enclosed) which detailed the Etape Cymru closed road cycling event scheduled to take place in the County in September, 2013.

Councillor H.Ll. Jones presented the report which provided details of the Etape Cymru closed road cycling event scheduled to take place in the County in September, 2013.

RESOLVED - that Cabinet

(a)   notes the arrangement put in place to address the concerns expressed by the Communities Scrutiny Committee, as outlined in 9.1 to 9.9 of the report.

(b)   agrees the road closure and endorses the event taking place, and

(c)    requests that the organisers update Local Members on the progress in relation to the concerns raised by the Communities Scrutiny Committee and the Safety Advisory Group at three month intervals.

Councillor H.Ll. Jones presented the report which provided details of the Etape Cymru closed road cycling event scheduled to take place in the County in September, 2013.

The Communities Scrutiny Committee had given an unqualified endorsement to the event taking place subject to some concerns being addressed and Cabinet making a decision on the proposed Road Closure Orders.  Details of the Etape Cymru event, its previous success and benefits to the region, had been summarised in the report

Councillor Jones explained that although Denbighshire were not directly involved in planning the event, the organisers had stressed that it would be unlikely to proceed without the support of both Denbighshire and Wrexham Councils.  The main role for Denbighshire would involve facilitating discussions around highways and safety issues.  A summary of the concerns relating to certain aspects of the race had been included in section 9 of the report, and these were being addressed by the organisers.  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 event and plans were now underway for the 2013 event.  Organisers had met with the Safety Advisory Group and Local Members to review the 2012 event and had taken on board the Group’s recommendations to avoid any problems in 2013.

A number of the risks and concerns identified by the Communities Scrutiny Committee and had been summarised in the report in sections 9.1 to 9.9, together with, some remedial plans being put in place to mitigate the risks going forward, these included:-

·                     Communications with residents and landowners living along the route.

·                     Public liability.

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

·                     Inadequate marshalling.

·                     Validity of figures on economic benefit.

·                     Starting the event earlier in the day.

·                     Member involvement at the Safety Advisory Group.

·                     Exploring opportunities to market Denbighshire as a destination.

Denbighshire and the event organisers had discussed arrangements for a supplementary event at Llangollen Pavilion to coincide with the registration process.  This would be arranged and led by Leisure Services and supported by representatives of the local community, with the aim of securing local support for the race and for the potential of economic benefit from the event.

Organisers had worked with Highways and Regeneration officers to address concerns raised by businesses.  Materials to promote and market Denbighshire as a destination had appeared on Etape Cymru’s website, together with, information about hotels, tourist information centres and local eateries.  Information packs would be provided at the registration point and the Council would be utilising every opportunity to promote the event.  Members were informed that Denbighshire were confident that the figures relating to economic benefit of the 2012 event were valid.

Councillor D.I. Smith explained that he fully supported the event but felt assurances should be provided by the organisers that the event could be delivered in accordance with any agreements and pledges provided.  The Leader explained that problems had previously been experienced in his area with regard to the event and meetings had been held with the organisers to address these issues.  He emphasised the importance of consultation with the local community and the respective Local Members.  Cabinet supported the view expressed by Councillor M.Ll. Davies that the agreement by the organisers to address the concerns raised by the Communities Scrutiny Committee, as outlined in 9.1 to 9.9 of the report, be included in the resolution.

The Head of Community, Marketing and Leisure informed Cabinet that an events calendar had been developed which would provide Denbighshire with a clear process for the management of events and would reinforce the economic ambition aspect for the Council.  In response to questions from Councillor M.Ll. Davies, he confirmed that the cost of any Road Closure Orders would be met by the event organisers, and explained that the Joint Safety Advisory Group now had a clear role with regard to safety issues.

Members agreed with the views expressed by Councillor H.Ll. Jones that an additional recommendation be included requesting that the organisers update Local Members on the progress in relation to the concerns raised by the Communities Scrutiny Committee and the Safety Advisors Group at three month intervals.

Following further discussion it was:-

RESOLVED - that Cabinet:-

(a)   notes the arrangement put in place to address the concerns expressed by the Communities Scrutiny Committee, as outlined in 9.1 to 9.9 of the report.

(b)   agrees the road closure and endorses the event taking place, and

(c)    requests that the organisers update Local Members on the progress in relation to the concerns raised by the Communities Scrutiny Committee and the Safety Advisory Group at three month intervals.