Agenda and draft minutes

Please note that this meeting may be filmed or recorded by the Council for live or subsequent broadcast via the Council’s internet site or by anyone attending the meeting using any communication method. Although we ask members of the public recording, filming or reporting on the meeting not to include the public seating areas, members of the public attending the meeting should be aware that we cannot guarantee that they will not be filmed or recorded by others attending the meeting. Members of the public participating in the meeting (e.g. making deputations, asking questions, making oral protests) should be aware that they are likely to be filmed, recorded or reported on. 

By entering the meeting room and using the public seating area, you are consenting to being filmed and to the possible use of those images and sound recordings.

The chair of the meeting has the discretion to terminate or suspend filming or recording, if in his or her opinion continuation of the filming, recording or reporting would disrupt or prejudice the proceedings, infringe the rights of any individual or may lead to the breach of a legal obligation by the Council.

The  Cabinet Member referred to agenda item 1, as shown on the agenda in respect of filming at this meeting and attendees noted this information.

There were no items of urgent business.

Councillor Mitchell declared a personal interest in item 4 by virtue of his membership of the Labour party  and as a councillor for Woodside ward.

The Cabinet Member for Environment considered the report  which sought a determination of an application made by the Labour Party to hire White Hart Lane Recreation Ground for a 1 day event in June 2018, in order to stage the ‘Labour Live’ event.

The application was required to be determined pursuant to the Council’s Outdoor Events Policy (the Policy), which was approved by Cabinet on 17^th December 2013, and implemented on 7^th January 2014.

In response to questions on the report from the Cabinet Member , it was noted that  there had been no response to the consultation from residents and stakeholder groups. Also local stakeholder groups had been offered a meeting with the Council to discuss the event and  raise any concerns that  they had. This offer had not been taken up.

The Cabinet Member queried whether Alfred Findley  was a residents group as this was not one that he had heard of before. The Events and Partnership  Manager confirmed that this group had been notified by a ward colleague.

RESOLVED

1.    To note that no responses were received from recognised stakeholders of White Hart Lane Recreation Ground, in response to the event notification being sent as part of the decision making process.

2.    To authorise the Interim Director – Commercial and Operations, to approve conditional in principle agreement to hire White Hart Lane Recreation Ground to the event promoters for the event detailed in this report as set out in para 6.3.

3.    To agree that the conditions which are to be attached to any final approval of authority are as set out in the comments of the Assistant Director, Corporate Governance at paragraph 9.2.12 below.

Reasons for decision

Under the terms of the Policy, applications of the type detailed in this report are required to be determined with the prior agreement of the Cabinet Member. 

If authority is given, then officers will give in principle agreement to the applicant for the event application to progress.  The event will then be subject to discussions with relevant authorities before final agreement is given.

The rejection of the application would have implications for the Parks Service budget, and reduce the opportunity for reinvestment into White Hart Lane Recreation Ground (the Park). It would also mean that the wider cultural and economic benefits to the borough were lost.

Alternative options considered

In adopting the Policy, the Council established its commitment to using the Park for events. Accordingly, the only other alternative option which could be considered would be to reject the application.  That option was rejected, on the grounds that the event does not fall within any of the grounds set out in paragraph 5.3 of the Policy for automatic refusal.

The Cabinet Member for Environment considered the report which sought determination of an application made by the Great Russian Circus Ltd to hire Ducketts Common over 15 days between March and April 2018 in order to stage the International Circus.

The application was required to be determined pursuant to the Council’s Outdoor Events Policy (the Policy), which was approved by Cabinet on 17^th December 2013, and implemented on 7^th January 2014.

In response to questions from the Cabinet Member, it was noted that the existing gateway to the Common, via Willoughby Road, would provide wider access. This would be facilitated by having a dropped kerb which was due for completion this week. Vehicles would be able to enter the Common though this route rather than use the Green Lanes road for entry. The new hedge row would be replanted at the other side of the common.

There was not expected to be an impact on the traffic in the area as there were good transport links. However, there would be a review of the event consideration given to traffic management issues and a  traffic management plan could be put in place for future events if needed.

With regard to the issue of drainage raised in the consultation, this may have been a historical issue as the Common had not been used for events for a few years .It would be made clear to the contractor that they would be responsible for appropriate use of drains.

RESOLVED

1.    To take note of the one response that was received from a recognised stakeholder of Ducketts Common in response to the event notification being sent as part of the decision making process.

2.    To authorise the Interim Director – Commercial and Operations, to approve conditional in principle agreement to hire Ducketts Common to the event promoter for the event detailed in this report as set out in para 6.3.

3.    To agree that the conditions which are to be attached to any final approval of authority are as set out in the comments of the Assistant Director, Corporate Governance at paragraph 9.2.12 below.

Reasons for decision

Under the terms of the Policy, applications of the type detailed in this report are required to be determined with the prior agreement of the Cabinet Member.

If authority is given, then officers will give in principle agreement to the Applicant for the event application to progress. The event will be subject to discussions with relevant authorities before final agreement is given.

The rejection of the application would have implications for the Parks Service budget, and reduce the opportunity for reinvestment into Ducketts Common (the Park). It would also mean that the wider cultural and economic benefits to the borough were lost.

Alternative options considered

In adopting the Policy, the Council established its commitment to using the Park for events. Accordingly, the only other alternative option which could be considered would be to reject the application. That option was rejected, on the grounds that  ...  view the full minutes text for item 37.

As per item 2.

None

RESOLVED

 That the press and public be excluded from the reminder of the meeting as the items contained exempt information, as defined under Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.

RESOLVED

That the press and public be excluded from the reminder of the meeting as the items contained exempt information, as defined under Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.

To consider exempt information relating to item 4.

As per item 36.

To consider exempt information relating to item 5.

As per item 37.

As per item 2.

None