(a)

indicating that the Growth and Prosperity Overview and Scrutiny Panel had established a Task and Finish Group to review the department’s charges and procedures for community events and road closures;

(b)

setting out the proposed responses to the five recommendations proposed by the scrutiny panel;

(c)

proposing a new draft Events on the Public Highway policy which related to all internally (council led) and externally organised events and provided –

?

the framework for new guidance on events giving officers and events organisers a clear understanding of their responsibilities and charges;

?

that events requiring temporary road closures were categorised as 1, 2 or 3 events, each category reflecting network importance and used to determine the charges levied for the production of Temporary Traffic Regulation Orders (TTRO). The charges did not relate to other costs associated with organising an event on the highway, i.e. traffic management, insurance, permits etc. which would still be borne by the event organiser;

?

that Category 3 dealt generally with closures of quiet residential type roads for small events such as street parties and fetes and it was proposed that no charge would be levied in respect of such events. Categories 1 and 2 related to events on more important routes and a scale of charges were proposed for these;

?

that the cost to undertake a TTRO would be reduced from the current flat rate fee of £1000, to £500, £250 and £0 for Category 1, 2 and 3 events respectively;

?

that £5m public liability insurance would be mandatory for Category 1 and 2 events;

?

that £1m public liability would be advisable for organisers of Category 3 events;

?

that advertising of TTRO’s in the local press would be discontinued; however proposed road closures would still be advertised on the Council’s PlymGo website and through the placing of on-street notices to ensure local residents and businesses were aware of forthcoming road closures;

?

that all existing events currently supported by the City Council would continue to be supported in the current format, but a further review would take place during 2012/13.

(i)                  

(ii)                

(1)

to note the recommendations of the Growth and Prosperity Overview and Scrutiny Panel and provide responses as follows -

(a)

making representations to central government in relation to the medium used to advertise TTRO’s are no longer necessary following changes to government guidance;

(b)

further work is needed to establish how best to manage an approved list of events once the new policy on reduced charging has been introduced and after the events and economic development teams have merged under the new Place Directorate;

(c)

further work is needed on budget decisions once the new policy has been introduced and after the events and economic development teams have merged under the new Place Directorate;

(d)

the advertising of TTRO’s for events will cease following the withdrawal of government guidance which effectively removes the need to do so;

(e)

the authority will introduce a new, reduced charging regime for event road closures, with charges differentiated based upon the category of road to be closed;

(2)

the Events on the Public Highway Policy, as submitted.