To update existing Terms and Conditions for Events on Open Spaces to ensure up to date procedures/legislation.

To introduce some new categories on the fee and charges (Appendix A of the report).

Recommended amendments to fees and charges in respect of events on open spaces for commercial and community events were incorporated into the budget setting process to take effect from the following financial year.

A motion was MOVED by Cllr Hossack and SECONDED by Cllr Poppy to approve the recommendation in the report.

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY that:

1.    Members to agree the new categories on fees and charges schedule (Appendix A of the report).

2.    Members to agree the introduction of the on-line application form

(Appendix C of the report) and payment form for requests for events on open spaces from 1st April 2018.

3.    Members to agree the amendments in Terms & Conditions (Appendix B of the report), with immediate effect.

Reasons for Recommendation

Including new categories on the fees and charges would clarify areas that have not been included previously to help make the procedure more comprehensive and clear.

Introducing on-line payment form for applicants (from 1st April 2018) to use rather than invoicing them will ensure payment is received prior to event – the applicants would only be given the link to this on-line form once the event has been given approval.

From 1st April 2018 the on-line application form with have mandatory categories (i.e. attaching relevant paperwork such as risk assessments, site plans, insurance policies, at the point of applying), this would be in keeping with a modern Council and providing an efficient and effective system.

Ensuring that the Terms and Conditions (Appendix B) and the Application Form (Appendix C) were up to date with procedures and legislation.

For safety reasons on Council owned land the Council would not permit any firework displays apart from professional organised displays whereby the organisers are members of the British Pyrotechnics Association and adhere to BPA professional industry standards.

New categories as detailed in section 4 were introduced for further clarity things after listening to feedback from applicant’s that did not previously fit into any of the existing categories. The discount for multiple events for large events would help the organiser’s plan events in advance to secure the discount. To receive the discount the applicant would need to pay in advance.

(Cllr Cloke and Cllr Wiles declared a non-pecuniary interest under the Council’s Code of Conduct by virtue of being a member of the Starburst Firework Display Team).