ENVIRONMENT OVERVIEW GROUP – 4 DECEMBER 2003
COMMUNITY EVENTS ON OPEN SPACES POLICY
Report of the Head of Leisure Services
1.0 / PURPOSE OF REPORT
1.1 / To advise Members of the issues around the use of Parks and Open Spaces for Community Events, to consider re-affirming the Community Events Policy and revising the Code of Practice and Guide to Community Events to reflect the recommendations arising from this report.
2.0 / DECISION REQUIRED
2.1 / Members are requested to approve the recommendations arising from this report
3.0 / BACKGROUND AND INTRODUCTION
3.1 / On 8 February 1994 the Leisure and Recreation Committee approved an Events Management Policy for the use of open spaces in Poole (Appendix 1). The Leisure and Recreation Committee supplemented this Events Management Policy on 31 October 1995 with a Community Events Policy (Appendix 2).
Both policies are referred to for guidance but, whilst their guiding principles are still relevant, there have been changes in, amongst other things, public expectations and health and safety legislation. These changes have prompted a review to ensure that the community events programme still meets its aims and objectives.
4.0 / VALUE OF COMMUNITY EVENTS
4.1 / There is a wealth of documented and anecdotal evidence that events have a positive effect on the quality of life of a community by providing activities, choice, engagement and participation.
Young people, in particular, respond well to organised activities that allow them to participate in sporting and cultural activities. The use of open space for events encourages people to appreciate this provision and can provide a forum for education about conservation, maintenance and pride in community facilities.
A vast majority of events are organised by charitable groups, allowing those people who participate to develop new skills by involving themselves in decision making and realising their organisations' or communities' goals.
5.0 / DELIVERY OF COMMUNITY EVENTS
5.1 / Historically it has been Officers within Leisure Services who have supported the community events programme in Poole. There is no identified Community Events Officer and therefore there is a collective responsibility within the Business Team for delivering the various related duties, including:
· Annual revision and production of the Code of Practice (Appendix 3)
· Setting of terms and conditions of use by commercial event providers
· Provision and maintenance of public open spaces and parks as event venues
· Enabled provision (where Leisure Services helps a partner organisation to stage their event) e.g. Skatefest
· Direct provision of events – e.g. Youth Afloat
· Provision of events with a partner organisation(s), e.g. BBC Music Live Golden Jubilee
· Processing applications and invoicing for use of outdoor recreational facilities and open space, which allows organisations and individuals to use land owned by Borough of Poole for their events
· Agreeing terms and conditions of use
· Providing supplies and contacts as appropriate
· Advising and supporting other members of the Council in staging their events
· Advising and supporting external organisations, including charities, in staging their events
· Advising on health and safety issues, including risk assessments and insurance
· Promoting community events using BoP website and Poole News
5.2 / The nature of the service requires it to be responsive in order to meet changing priorities, good practice and the expectations of the service users and other officers. Before presenting this report Leisure Services had already introduced a number of improvements to the service.
· Community Events Liaison meetings: Representatives from Transportation, Consumer Protection, Leisure Services and the Council’s Health and Safety Officer meet annually to review that year’s events programme.
· Code of Practice expanded to include a Guide to Holding Events for organisers of community recreation (Appendix 3)
· Code of Practice and Guide reviewed annually at Liaison meeting above and then circulated to Residents Associations, Friends Groups and event organisers
· Closer working relationships with those residents and organisations affected by major events.
· Building on the already good working relationships with the local Police Force.
· Completion of staff EDI’s to improve the service.
· Staff attendance at appropriate training schemes or seminars.
5.3 / The expansion of the Code of Practice to incorporate guidelines for event organisers has meant that this document now covers the main recommendations made by the Events Management Policy. It is therefore proposed that the Code of Practice and Guide to Holding Events be adopted as the community events management policy to replace the policy approved on 8 February 1994 and will continue to be reviewed annually.
6.0 / COMMUNITY EVENT SITES
6.1 / There are currently 17 sites within Poole that can potentially be used for community events. Leisure Services staff are always aware of organised community events taking place at Poole Park, Baiter and Upton Country Park but, in the past, some smaller community events held on other open spaces have not been recorded due to lack of notification. Improvements to the booking system are being gradually introduced and closer relationships with community and Friend’s groups will help this process.
It is intended that, from 2004, all community events held on Leisure Services managed open spaces as detailed below should be booked through the same process. This will ensure that everyone, including local residents, Ward Councillors, Police and Council employees are fully aware of events happening.
Parks and Open Space
Alexandra Park
Baiter (Harbourside Park)
Coy Pond
Hamworthy Park
Oakdale School Playing Field
Parkstone Park
Poole Park (West/East)
Sandbanks/Shore Road Beach Areas
Upton Country Park (front field) / Recreation Grounds
Alderney
Branksome
Broadstone (inc. Cricket Grd.)
Haskell’s
Plainfield Farm
St. George’s Playing Field
Turlin Moor
Whitecliff
6.2 / In addition to the smaller more community based sites there are three major sites within the Borough which are utilised for the majority of events. These sites are detailed below, together with any constraints on use:
6.2.1 / Poole Park is the most popular site in the Borough because of its ideal central location and pleasant setting. The majority of events are of a charitable/fund raising nature. The total number of event days throughout the season at the West End of Poole Park from April to September is restricted to 24. For larger events the Park is closed to through traffic at the discretion of Head of Leisure Services with such closures being limited to no more than four days per year.
6.2.2 / Baiter Recreation Ground is the designated exhibition area in the Borough, and in recent years has catered for larger events such as Poole Carnival. Skatefest and Youth Afloat. It should be noted that there has been a gradual decline in the use of this site for commercial events and the primary use is now by Funfairs and Circuses. Operating days at Baiter are limited to 28 days per year.
6.2.3 / Upton Country Park (UCP) is the venue for the annual Proms in the Park and the front field has been used for events such as the Friends of UCP Summer Show and a Filipino Festival. The management plan for UCP states that events should be restricted to those with a countryside/cultural/historical bias. Organisers of events are responsible for provision and supervision of adequate parking facilities. Authority is delegated to the Head of Leisure Services to consider closure of the parts of the Park for events and the charge of admission fee and that such events are restricted to a maximum of five events during the period June to August annually.
6.3 / It is proposed to include the booking restrictions at Poole Park, Baiter and Upton Country Park within the Code of Practice and Guide to Holding Events
7.0 / CURRENT PROVISION
7.1 / During 2003 there were 87 bookings representing 149 days of community events (Appendix 4). It should be noted that this number only includes those events that were booked formally through Leisure Services, which took place on Leisure managed open spaces/buildings.
7.2 / The community events programme seeks to be inclusive. Officers actively encourage organisers to provide access to, and enjoyment of, a range of cultural, leisure and recreational opportunities, which should appeal to a wide audience. The location of events and the event site layout is mindful of the needs and requirements of those members of the community with particular access needs.
7.3 / Community groups and organisations are increasingly requesting the use of their local parks and open space for local events, e.g. Parkstone Park now has an annual live music festival (Grooves on the Green) and has hosted a “Taste” event (Brunch in the Park). Alexandra Park and Coy Pond are used by Friends groups for fund-raising events; the recently formed Friends of Branksome Recreation Ground are requesting use of the pavilion and recreation ground to hold meetings and community events.
8.0 / AMUSEMENT FAIRS AND CIRCUSES
8.1 / Amusement fairs and circuses[1] are operated under Licences issued by the Council. Each year Amusement Fair Operators are invited to ‘bid’ for specific dates and venues – these are shown below:
April/May (8 days) Amusement Fair
April/May (5 days) Amusement Fair
June/July (10 days) Amusement Fair
June/July (5 days) Amusement Fair
August (10 days) Amusement Fair
August (10 days) Amusement Fair / Baiter
Turlin Moor
Branksome Recreation Ground
Turlin Moor
Hamworthy Park
Baiter
8.2 / Historically Alderney Recreation Ground has been used for amusement fairs but due to problems with the site it was withdrawn from the schedule three years ago. More recently, Turlin Moor, although offered to operators, has not been used due to problems involving anti-social behaviour and damage to equipment. Operators have indicated that they do not wish to return to Turlin Moor although it is still offered on the schedule.
Regretfully similar problems have been escalating at Branksome Recreation Ground and, following consultation with Ward Councillors, police, residents and the fairground operator, it has been decided to replace the annual amusement fair at Branksome Recreation Ground with a circus from 2004. It should be noted that any loss of sites for fairgrounds results in a drop in event income of between £150 and £570 per day, depending on the site. At Branksome Recreation Ground this loss of income will be offset somewhat by the introduction of a circus. This financial loss however must be weighted against the cost – financial and otherwise – to the communities involved.
Despite the problems outlined above it can be assumed that as amusement fair visits have been repeated over a number of years that there is sufficient support from local communities to render them profitable. For this reason it would be a pity to deprive people of the opportunities to participate in these activities if they so desire.
8.3 / It is proposed therefore that the programme for amusement fair and circus visits to the Borough should be as outlined below:
May/June (8 days) Amusement Fair
April/May (5 days) Amusement Fair
June/July (5 days) Circus
June/July (5 days) Amusement Fair
July/August (5 days) Circus
August (10 days) Amusement Fair
August (10 days) Amusement Fair / Baiter
Turlin Moor
Branksome Recreation Ground
Turlin Moor
Baiter
Hamworthy Park
Baiter
9.0 / CHARGES AND ASSOCIATED COSTS
9.1 / Standard hire charges are applied for the hire of Poole Park, Baiter and Upton Country Park for both community and commercial activities. The only exception being the Friends of Poole Park and the Friends of Upton Country Park who hold events in those venues to raise money, which is then used on improvements to the site.
Discretion is used when hiring out the more local sites (detailed in 6.1) in the Borough. Although no hire charge is generally made to community groups for the use of their local facilities organisers are expected to pay for additional services such as waste disposal, licences, sanitary provision, etc.
It is proposed that the standard hire charges be applied for commercial use of all sites but that community event organisers be exempt from hire charges at local sites apart from being responsible for the additional costs as identified.
10.0 / EMERGING ISSUES
10.1 / Live music
10.1.1 / The inclusion of live music on open spaces is becoming increasingly popular. It is enjoyed by attendees and also provides an opportunity for local musicians to publicise their work. However there can be no doubt that the noise levels generated by music can disturb local residents.
It is proposed therefore that live music at events be monitored by a Consumer Protection Officer and that the organiser of this event be responsible for the costs incurred.
10.2 / Licensed bars
10.2.1 / The provision of a ‘beer tent’ at public events has often been considered ‘the norm’ at public events. However, the decision to prohibit a licensed bar at the recent Skatefest festival provoked a fairly public debate over what type of events need a licensed bar as an integral element. On the one hand the inclusion of a licensed bar can increase the profitability of an event but this must be weighed up against the anti-social behaviour that can result.
It is proposed therefore that the Head of Leisure Services determines for each event whether the inclusion of a licensed bar is relevant and integral to the enjoyment of the event, but that if the event is targeted towards youth then a licensed bar will not be permitted. In the unusual case of disagreement, the Head of Leisure Services to consult with Consumer Protection Services, Police, Ward Councillors and Portfolio Holder.
10.3 / Fireworks
10.3.1 / A concern over the safety and noise of fireworks has, in the past, led Officers to discourage fireworks at any community public events or as part of amusement fairs or circuses.
It is proposed that generally fireworks be banned from community events on open spaces. In exceptional cases where organisers demonstrate the appropriateness of fireworks displays and the necessary safety measures, the Head of Leisure Services to consult with Consumer Protection Services, Police, Ward Councillors and Portfolio Holder before approving or refusing. The Proms In the Park At Upton Country Park, organised by the Bournemouth Symphony Orchestra is an example where approval is likely to be continued.
11.0 / PERFORMANCE INDICATORS
11.1 / There is an abundance of anecdotal evidence about community events encompassing their value to communities, how many people actually attend, public satisfaction, monies raised by charities, etc. However, to date there has been no recording of information, which can be used to influence the type, number and location of events in the Borough.
It is proposed therefore to develop a series of local performance measures on an annual basis to establish how the service is performing. These will record the range of partnership organisations, samples of visitor satisfaction, attendance figures, monies raised for charitable organisations and the number and range of events held in any one year.
12 / RECOMMENDATIONS
Members are requested to approve the following recommendations:
12.1 / Re-affirm the Community Events Policy (Appendix 1)
12.2 / Approve the Code of Practice and Guide to Holding Events to be adopted as the community events management policy with annual reviews to replace the policy approved on 8 February 1994 subject to the following revisions and additions (5.3):
12.2.1 / All community events (held on Leisure Services managed open spaces) to be formally booked through Leisure Services (6.1).
12.2.2 / Inclusion of the booking restrictions at Poole Park, Baiter and Upton Country Park within the Code of Practice and Guide to Holding Events (6.3)
12.2.3 / Live music at community events to be monitored by a Consumer Protection Officer and that the organiser of this event be responsible for the costs incurred (10.1.1)
12.2.4 / It is proposed therefore that the Head of Leisure Services determines for each event whether the inclusion of a licensed bar is relevant and integral to the enjoyment of the event, but that if the event is targeted towards youth then a licensed bar will not be permitted. In the unusual case of disagreement, the Head of Leisure Services to consult with Consumer Protection Services, Police, Ward Councillors and Portfolio Holder. (10.2.1)
12.2.5 / It is proposed that generally fireworks be banned from community events on open spaces. In exceptional cases where organisers demonstrate the appropriateness of fireworks displays and the necessary safety measures, the Head of Leisure Services to consult with Consumer Protection Services, Police, Ward Councillors and Portfolio Holder before approving or refusing. (10.3.1)
12.3 / Approve development of a series of local performance measures (11.1)
12.4 / Approve programme for amusement fair and circus visits to the Borough (8.3)
12.5 / Approve exemption of site hire charges for event organisers using local parks and sites for community events (9.1)
Clive Smith