Agenda item

Purpose of report: Performance Management

The purpose of this report is to provide an update on the Magna Carta Programme, highlighting the work being undertaken to deliver the commemoration of the 800th anniversary of the signing of the Magna Carta. The Official Event takes place on the 15th June 2015 and will be momentous day of celebration, but this is not the only way of marking this occasion. There has also been an art piece commissioned and ‘The Freedom Game’ – Magna Carta Concert will take place at the Royal Albert Hall on 12th May 2015.

This paper also considers methods of funding and lasting implications to benefit the local area, such as infrastructure improvements and creating a legacy for local residents and visitors alike. 

Witnesses:    

Helyn Clack, Cabinet Member for Community Services

Peter Milton, Head of Cultural Services

Susie Kemp, Assistant Chief Executive

Key points raised during the discussion:

1.       The Cabinet Member for Community Services introduced the report and told the Committee that there was lots of interest in the media of the Magna Carta Programme and references had been included on radio and television.  The Committee asked officers whether there was a robust media plan in place to deal with negative views.  Officers confirmed that an outreach and engagement plan had been produced to engage all areas and ensure the Magna Carta celebrations would be a talked about and well known event.   It was noted that an exhibition would be touring around Surrey Libraries and that boroughs would co-ordinate their local engagement events.  Officers commented that efforts were being made to have all Magna Carta events listed on the Visit Surrey web-site.

2.       The anniversary of the signing of Magna Carta takes place on 15 June 2015, and the main events will take place on this date. All County Councillors are to be invited as well as prestigious guests.  Around £1million was allocated to Magna Carta and of the £300K budget for events / activities, currently around £20k remaining unallocated.   Officers informed the Committee that more detail of the event on 15 June could be communicated when the Magna Carta programme comes back to the Committee in May.  It was added that the March Committee would focus on going through the budget to identify areas where more activities could be undertaken, and the Committee expressed the budget needs to be covered by March.

3.       The Committee was informed that the artist Hew Locke had been chosen to undertake the art commission, and that the sculpture would be unveiled as part of the celebrations on 15 June.  The Committee requested a level of engagement with the artist such as attending full Council, an organised seminar or for small groups to visit his studio.  The Committee expressed that an information board (or glass information wall) should be developed for the Magna Carta site for education purposes, it was added this should be done as soon as possible as the anniversary would be in 5 months.  Officers informed the Committee that an app was being produced by Royal Holloway students for information on Magna Carta, however Members expressed that not everyone would be able to download an app and an additional source of information such as an information board should be considered. It was explained by officers that a plan to improve site interpretation was part of the Heritage Lottery Fund bid.

4.       There was a discussion around the logistics of the celebrations on 15 June. Capacity for parking was questioned and officers responded that an estimated five thousand guests are expected to attend which would naturally cause problems with traffic and parking.  It was added this would be mitigated against and more details of the plan would be brought to Committee in March.  The Committee added that establishing a ‘park and ride service’ or implementing suggested times of arrival could help mitigate traffic and parking issues.  Officers reported that provisions were in place for road closures on the day and the Transport Committee were being consulted with to assist with roundabout and road closures.  It was added that all agencies including the Police were being co-ordinated with to ensure the smooth running of road operations.

Recommendations:

·         That the Committee note the content of the report and request a further update a the next two Communities Select Committees.

Resolved.

Actions:

·         That the March update to the Committee include detail of the Heritage Lottery Fund bid, logistics around transport and parking, further information about the art work.

·         That the May update include more specific information about the planned events for 15 June.