Agenda and draft minutes

To receive disclosures of personal interest from Members in accordance with the Code of Conduct.

Note:

1.     Members are requested to identify the item number and subject matter that their interest relates to and signify the nature of the personal interest: and

2.     Where Members withdraw from a meeting as a consequence of the disclosure of a prejudicial interest they must notify the Chairman when they leave.

In accordance with the Members Code of Conduct there were no declarations made pertaining to the agenda.

To receive as an accurate record the minutes of the Eisteddfod Cabinet Sub Committee on the 29^th April 2024.

RESOLVED to approve the minutes of the 29^th April 2024 as an accurate record of the meeting.

To receive the report of the Director of Public Health, Protection and Community Services, which provides Members with an update on the work currently being undertaken in collaboration with National  Eisteddfod officers in preparation for the 2024 Eisteddfod in Rhondda Cynon Taf.

The Head of Community and Welsh Language provided Members with an update on the work currently being undertaken in collaboration with National Eisteddfod officers in preparation for the 2024 Eisteddfod in Rhondda Cynon Taf, specifically in relation to community engagement and fundraising.

Members were provided with detail of the community engagement events that had been recently held across the County Borough.  The Office advised that Volunteering opportunities continued to be promoted through the Eisteddfod   website with an online link for applications remaining open until 30th June.  To date 330 applications have been received from people with a range of skills, including those wanting to learn Welsh through to fluent Welsh speakers. 

Reference was made to the unveiling of the Eisteddfod Chair and Crown, ‘Cadair a Coron’, in the Llantrisant Guild Hall on 13th June, after which time the items will be moved to be on display at the public in the Library at Llys Cadwyn.

Details of the subsided entry  and access to family tickets and early bird offers was also provided. 

The Head of Community and Welsh Language informed Members that the fundraising had increased since last reported on 29th April and now totalled £215,000 on 17th May. It was added that the Council continues to support the Eisteddfod to promote fundraising and sponsorship opportunities to communities and businesses across the County Borough and are enabling use of its venues when possible, which are approved on a case-by case basis.

Before concluding the update the Officer provided details of the legacy work being undertaken, with the Community Workstream group continuing to capture information as activities are being developed and delivered in relation to each of the Legacy aims.

The Chair put on his record his gratitude to all the officers in volved in the work to date and the outreach work  undertaken with businesses, schools, arts and cultural services and local communities to make the Eisteddfod a success. The Chair commented on the building of excitement and anticipation ahead of the event in August.

The Chair recognised the fantastic number of volunteers who had come forward to give their own time to support this event and the notable fundraising of £250k that continues to grow.

Reference was made to the wider Eisteddfod presence and the Councils priortiy and strategy to increase the number of Welsh speakers across the County Borough. The Chair commented on the success of ‘Give Welsh a go’ initiative encouraging local businesses to use the language. 

Councillor Webber reiterated her thanks for the tremendous amount of work involved in the planning and supporting of the National Eisteddfod.  The Member spoke about the importance of communication and asked that Local Members are briefed with important key messages to ensure correct, factual information is conveyed to local communities members to which officers in attendance agreed to provide.

Councillor Webber referenced the high number of volunteers and queried whether it was felt this would be sufficient number to run the event.  The Head of Service confirmed that  ...  view the full minutes text for item 11.

To receive the report of the Director of Public Health, Protection and Community Services, which updates Members on the infrastructure and spatial planning for The National Eisteddfod of Wales 2024.

The Director of Public Health, Protection and Communities provided Members with a further progress update in relation to the infrastructure, transport and traffic, and spatial planning for the RCT National Eisteddfod of Wales 2024.

Members were advised of the need for a number of changes to the spatial plan as previously reported to Committee in April 2024, which mainly reflected the evolving needs of the National Eisteddfod (NE) customers with the aim of providing them with a greater overall experience. The Director continued to provide a brief overview of the changes which included:

·       The development of a new plan for the Maes in Ynysangharad War Memorial Park (YWMP). The changes relate to the way in which the NE has reconfigured the layout to enhance the experience of the festival.

·       The NE has reviewed the location for Maes B and moved its location from Pontypridd High School to the Berw Road on land adjacent to the Eisteddfod caravan site.

·       Plans have been developed to provide park and ride facilities (pre bookable) at Hawthorn High School and Abercynon with hours of operation being finalised. Discussions are ongoing in respect of the safe traffic management requirements for the site during the week of the Eisteddfod. A communication plan is being developed by the NE to inform the local residents of the details relating to the P+R facility housed in the school.

·       Members were advised that due to the above it was proposed to close the swimming pool within Hawthorn High school for the period of the Eisteddfod (2nd August – 12th August) to ensure safe operation of the park and ride due to the large amounts of traffic entering and leaving the site.

The Director provided Members with detail of the licensing application and confirmed that officers were continuing to work with existing sporting groups and organisations directly affected by the Eisteddfod to ensure any disruption is kept to a minimum.

In respect of Traffic and Transport, the RCT Traffic Team are continuing to meet with the NE and Transport for Wales as part of a Working Group, regarding the movement of visitors around Pontypridd and surrounding areas during the festival. The traffic management consultant appointed to work with all partners to devise a traffic management plan is actively supporting the development of a traffic management plan for the town during the event and a draft plan is being finalised. This is in addition to the Traffic Management Strategy the National Eisteddfod is required to prepare in relation to the wider road network and operation of the event.

Members were assured that a single channel of communication co-ordinated by lead officers for all agencies had been agreed across all partners streams of communication (including social media channels and the NE website), working with RCT Council and Transport for Wales communications officers and NE and South Wales Police teams.

The chair commented on the report, which reflected the importance of visitor safety at the event.  The chair acknowledged the collective working within the Council  ...  view the full minutes text for item 12.

To consider any urgent business as the Chairman feels appropriate.

The Chair welcomed the Chair of the Executive Committee to the meeting to provide an update on the work of the Committee.

The Chair was able to advise Members that community funding had now reached £235k and the Chair expressed her thanks to all the volunteers involved in the fundraising opportunities and events that had been held and for the generosity of the local communities.  Details of the 4 main fundraising groups across the County Borough were provided to the Cabinet Sub Committee and the forth coming events.  The Chair took the opportunity to ask Members to advise of any suggested fundraising opportunities that they may be aware of.

Members heard of the Communities that want to continue the legacy of the work as intended. Further information was provided in respect of fundraising with the 3 peaks challenge, the raffle and the selling of products and merchandise. Details of the work of Menter Iaith ( MI) were also provided as well as promotional videos of the facilities available.

Members heard how the excitement was building, with everyone working together to create a happy and successful Eisteddfod for everyone, regardless of their Welsh language ability.

The Chair of the Sub Committee thanked the Chair of the Executive Committee for the update and commented on the diverse range of activities highlighted.

It was RESOLVED to note the update.