Agenda item

To consider an application for a licence for the playing fields area of Ystradgynlais RFC, Ynyscedwyn Road, Ystradgynlais, Powys.

Premises – The Playing Fields area of Ystradgynlais RFC, Ynyscedwyn Road, Ystradgynlais, Powys

Applicant: Mr J Lewis-Hyndam, Solicitor representing the applicant and Mr T Davies, Chairman Ystradgynlais Rugby Football Club

Objectors: Mrs L Lloyd, Mrs M Davies [also representing Mr C Morris], Ms C Northey and Mrs E Northey

Supporter: Mr M Thomas

The Licensing Officer presented the licensing authority’s position as outlined in the report [copy filed with the signed minutes].  Mrs Lloyd advised that some pages of the application were missing from the Agenda pack and this was only rectified when she raised the issue.  The Licensing Officer apologised and advised this was an administrative error.  The application form was double sided but had only been scanned one sided.  He advised that a revised pack including all the pages had been distributed to all parties. 

In response to a question from a Sub-Committee member the Solicitor advised that the Sub-Committee should only consider the application before it and not consider how the site is used during the rest of the year.

Mr Lewis-Hyndman spoke on behalf of the applicant.  He advised that none of the responsible authorities had objected to the application.  The applicant had agreed to additional conditions and to amend the application in light of comments from the responsible authorities, details of which are included in Annex C.  He advised that in response to issues raised by objectors, the applicant would move the location of the portable toilets from Ynyscedwyn Road and the residential area.  The applicant would also move the orientation of the stage so that it faced away from Ynyscedwyn Road.  In respect of car parking, there were two car parks with 60 or 70 spaces in each.  The residential road would be cordoned off so stopping people parking in this area and this would be marshalled.  A detailed Events Management Plan would be submitted to the Licensing Authority.  He advised that the income from an event such as the Ystrad Festival enabled the Club, which was a not for profit organisation, to invest the funds into the Club and clubs for children.

In response to questions from the Sub-Committee Mr Lewis-Hyndman advised that if a licence for 3 events were approved it could give the applicant some flexibility with dates and also holding one off events.  The Ystrad Fest is usually held in June.  If the application is approved, it will be held in August 2023 and then again in June 2024, so that would be two events in one year of the licence.  Mr Davies advised that events usually finish at 10pm, so finishing at 11pm is acceptable.  He also advised that off sales were not of any relevance.

In response to questions from the objectors Mr Davies advised that Ynyscedwyn Road would be coned off and marshalled, so that people could not leave their cars there overnight on the residential road.  Cars could be left in the two car parks.  He advised that the portable toilets would be moved away from the residential area and would be located towards the changing rooms.  The side of the stage would be facing the residential area.  Mrs Davies advised that prior to the event last year the Club sent a letter to the residents advising that the toilets and stage would be in the location now being proposed but the Club reneged on all of this. As a result the residents do not hold any hope that the events will be managed properly.  Mr Davies admitted that the toilets were in the wrong place last year.  Mrs Lloyd asked why 5 events had been applied for, when the intention is only to have one and the residents were told in a letter that only one event was needed.   Mr Lewis-Hyndman advised that if the application is approved, Ystrad Fest will be held in August 2023 and then again in June 2024, so that would be two events in one year of the licence and also then hold one off events.  In response to a question about the patio area, Mr Davies advised that this is covered by the current licence and they cannot play live or recorded music on the patio. This application is only for the playing field area.

Mrs Northey referred to her letter of objection.  She advised that residents need peace of mind in their own homes and should not be subjected to anti-social behaviour, people urinating in the child’s play area and not using the portable toilets provided and people moving parking cones to park where they should not.  The way the event has been managed in the past has been a complete shambles.

Mrs Lloyd advised that the issue was the integrity of how the Limited Company manages its current licence and the clubhouse as a social venue and not the sports available form the Club.  She advised that in the Club’s letter to residents it had indicated it probably only wanted a licence for one event each year.  It had applied for 5 which it had now agreed to reduce to 3.  It had not had any meetings with residents who would be affected by the events.  The site is not well managed when events take place.  She raised concerns including the noise levels when speakers are put on the patio area and when the Club doors are left open, alcohol is taken into the grandstand and children play in there with no supervision, people urinate in the children’s play area as they can’t be bothered to use the portable toilets located next to the area.  There is a lot of anti-social behaviour and drug taking in the area and putting up fencing will not stop this.  She noted that children will be provided by wristbands, but it was considered that everyone attending an event should wear one.  In addition everyone should be searched for drugs and weapons.  A one day event is not just one day, as there is disruption for residents on the days that it takes to set up and take down events.   We urge you not to approve the application as virtually all the assurances last year regarding noise abatement, traffic management, risk management and basic cleanliness were abandoned on the day.  A probationary period or temporary events notice should be given and the Club should work with residents to build trust and confidence and provide a well managed event.

Mr Lewis-Hyndnam  advised that the Club takes everyone’s views on board and he advised that the Event Management Plan referred to the fact that everyone would be searched for alcohol on entry and there would be an increased number of stewards at the Ystrad Festival.  In response to questions regarding the ratio of stewards to attendees the Licensing Officer advised that the responsible authorities would consider the Events Management Plan.  An Events Management Plan which is in addition to the licence, means that responsible authorities can review this prior to an event and ask for changes and also review this in light of what happens at an event and then ask for changes to be made for future events.  This gives responsible authorities much more control over events than just by the licence.  He advised that the Police was the responsible authority to consider the level of stewards required for an event.

Mr Thomas commented that the issues raised by the objectors regarding anti-social behaviour and drug taking were valid but were issues for society as a whole and not just the Rugby Club. 

Mrs Lloyd commented that the Club had to manage people which they bring onto the site for events.  

Mr Lewis-Hyndnam summed up the applicant’s application.  The Sub-Committee withdrew to consider, in private, the application and the evidence they had heard, with the support of the Clerk. 

On their return the Chair announced their decision.  In reaching the decision members took into account the relevant written and verbal representations and the difficulties experienced with previous events. 

The Chair advised that if local residents had evidence of problems with the operation of the licence they could submit this to the Licensing Authority and apply for a review of the licence.  In addition if residents have concerns about the operation of the Clubhouse licence they could submit evidence to the Licensing Authority and apply for a review.  The Clerk to the Sub-Committee advised that he would confirm the decision in writing and reminded parties of their right to appeal.

The Chair hoped that the Club would engage with the community prior to any events, as this has been beneficial in other places.  

The Chair thanked all for attending.