Agenda item

Context:

To scrutinise the proposed Abergavenny Castle Events Pavilion.

Key Issues:

·         In October 2017 the Museums Service attended the Select Committee to seek comments regarding the Abergavenny Events Pavilion and to seek a loan towards the building costs.

·         At this meeting the Committee requested further information on the following issues:

-           Costings of the build.

-           That Abergavenny Town Council be approached for funding towards the project.

-              Confirmation that the lease with the Nevill Estate would continue beyond 2020.

-              Projected income generation.

-              Consideration of the installation of permanent toilets.

-              Clarification of the advantages of a permanent structure over a marquee and the issues that would arise if it was not installed.

-              The value to tourists as well as the local community.

-              The potential for the structure to be used as a wedding venue.

-              Opportunities for local businesses, volunteers and Monmouthshire Ambassadors to be involved in the project.

Member Scrutiny:

·         The grant that has been requested in the sum of £120,000 has not yet been secured.  This is a significant sum of money.  This is a two stage process and the Authority has been invited to go forward to the second stage of the process.  If the £120,000 is not secured then the Authority will need to pause and re-assess how this project can be taken forward.

·         In the first two to three years, the project will be relying on grant funding, one of which has been secured.  The area for review if the grants are not secured would be around the events coordinator and whether there was an opportunity to provide this in house.

·         With regard to the figures that relate to each of the activities, activities that have been carried out previously, such as re-enactments and outdoor theatre, the figures are based on many years of data accumulated.

·         The newer events, such as weddings, other local providers have been looked at to ascertain what they are charging for events.  Estimations have been kept low initially so that ambitions are not being overstretched.

·         In terms of advertising and marketing costs, the Authority has a good record in utilising free and low cost advertising and makes good use of social media. 

·         Measures have been put in place to deter people from congregating at the site when the building is not in use.

·         The twilight sessions figures are based on having two events per year in the first year showing income where 50 people would be attending. In year five there will be four events per year with 200 people attending.

·         With regard to schools activity at the site, figures are based on two schools a day initially with a school attending in the morning and another in the afternoon, from Monday to Friday.  This will eventually rise to two schools in the morning and two in the afternoon by year five. An admission charge will be implemented.

·         Consultation has been undertaken with Cadw.  Cadw will officially comment as part of the planning application process.

·         The building will be located near to the gates on the left hand side on entering but set back so that it would not have a visual impact to visitors on arrival.  This is Cadw’s preferred area.

·         With regard to the grant application that has been secured via Monmouthshire County Council, appropriate agreements would need to be agreed between Monmouthshire County Council and the new body.

·         It is good that the potential for the site is being investigated. Residents and neighbours need to be consulted and their views taken into consideration. Conditions will need to be provided to ensure that the events do not have a detrimental impact on the surrounding area.

·         In response, it was noted that neighbours have been consulted.  The planning application will have suggested conditions regarding the time that events should finish.  However, the type of events being proposed are not likely to finish late into the evening.

·         When Abergavenny Food Festival uses the site they provide their own marquees and cover the costs for this. The proposed structure is a similar size to one of the marquees used by Abergavenny Food Festival.  There will be no need for the Food Festival organisers to hire a marquee but make the appropriate fee to the Authority to hire the structure.

·         In response to a question raised regarding whether the structure should generate a separate Council Tax demand, it was noted that this matter has been raised but an answer has yet to be received.  Depending on the answer, the business plan will be revised accordingly.

·         With regard to events currently being run, there tends to be a drop in income during inclement weather. However, the new structure will mitigate against such a drop in income for these events.