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BoomTown Fair Residents’ Meeting Minutes Date: Wednesday 29th April 2015 Location: The Chestnut Horse, Easton, SO21 1EG

Attendance: Cllr Jackie Porter (JP) County Council (Meeting Chair) Peveril Bruce (PB) Matterley Estate Landowner Tom Ferris (TF) CTM traffic management (BoomTown Contractor) Kevin Gosling (KG) City Council - Head of Health Protection Cllr Kim A Gottlieb (KGot) Ward/Conservative David Helson (DH) Parish Council Chair Jason Holford (JH) , Strategic Operations Cllr Barbara Jeffs (BJ) Town Council Cllr Ernest Jeffs (EJ) The Alresfords Ward/Conservative Caroline Johnson (CJ) BoomTown (BT) Community Liaison Officer Bryn Jones (BJones) A31 resident/ Wykeham Caravan Park David Leversedge (DL) Aria Acoustics Noise Management (BoomTown Contractor) Alison Matthews (AM) Upper Itchen Valley Society Paul Moffat (PM) Itchen Valley Parish Council Cllr Margot Power (MP) New Alresford Town Council Richard Sykes (RS) Principal Highways Engineer Hampshire Highways South Dick Tett (DT) A31 resident, Pitts Farmhouse Amber Thacker (AT) Meon Valley Conservative Association Cllr Tom Thacker (TT) Local resident Abby Toms (AToms) Winchester City Council – Environmental Health Manager Kerry Veitch (KV) BoomTown (BT) Event Co-ordinator Harry Verney (HV) Local resident Barry Wareham (BW) Local resident/Wykeham Park

Agenda items Action Point 1.0 Welcome, Introductions and Apologies Welcome and introductions Apologies from: Neville Crisp (Winchester City Council/Traffic Engineer) Sarah Goudie (Clerk for Four Marks Parish Council) Alison Harker (Winchester City Council/Environmental Protection Officer) Cllr Daryl Henry ( and Twyford/Liberal Democrat) Lak Mitchell (BoomTown Creative Director) Chris Rutherford (BoomTown Operations Director) John and Jill Silvester (A31 residents) 2.0 Event Coordinator Festival Update 2.1 Ticket Sales Update KV: Ticket sales are approximately half way through, which is about the same as this time last year. License for 49,999 capacity this year and should this figure be reached the distribution of tickets is expected to be 40,000 public tickets and 9,999 staff. We do not expect the full quota of staff but it gives us leeway should

1 we need to accommodate for this. 2.2 Festival Planning Update KV: The BoomTown teams are currently in full swing of planning stage for the event. There are 14 full time staff in Bristol working on programming, operations and traffic management. The first Event Management plan has been submitted and the team has been meeting with Winchester City Council, Hampshire Constabulary and Hampshire Fire and Rescue representatives. Particular focus is being given to strengthening infrastructure, as well as crowd management planning and noise management plans. KGot: Queried whether there was a purposeful approach to move toward a family friendly environment, and if so what measures were being taken to accommodate for the safety of the increased number of children on site. KV: There is a purposeful approach to move toward a family friendly environment, for example, our approach to programming is helping to achieve this. However, to date there has not been a significant increase in family attendees. We also have limits on certain age groups. There are only 500 teen tickets available and all teens must be accompanied by an over 25 attendee and it is not possible to purchase teen tickets individually. There is also a dedicated welfare team on the gates to deal with ingress, as well as a dedicated welfare team on site that operates 24 hours. All campsites have ‘campsite hubs’ that are manned 24 hours and allow the public to report any concerns, or have queries answered. This year there will also be additional facilities for lost children. JH: Harm reduction protocol is being developed. Oxfam, Bristol Drugs Project and the security teams are all involved with contributing to this by sharing information (of course without breaking data protection). Linda Krawecke’s organisation ‘Tiger Tea’ is dedicated to overseeing child and youth welfare and we met with her recently to discuss operations in this area. AT: Is there monitoring into each zone/area once attendees are on site? KV: Not as such as the site is very large and the zones do not all have defined or singular entrance/exit points. However, there is a policy not to allow children into the ‘bowl’ in DownTown after a certain time, as this is where most of the late night entertainment takes place. There is a family camping field that is next to the Kids field in UpTown so this is where families’ with young children tend to congregate. JH: There is a pinch point at the bottom of ‘Hippy Highway’, as you come down into the ‘bowl’ from UpTown to DownTown that allows security to scrutinise who is entering this area. JP: We would like to know more about the ‘child’s journey’ at BoomTown. RS: Wristbands for different ages are issued and this also helps with policing JH: One debrief point from previous years, and based on gate entry, was that there were a number of teens who had managed to obtain adult tickets. However, there has been a vast improvement in the reduction of this in recent years, as more scrutiny has been given during on line purchasing, prior to arrival. HV: Has noticed a change from previous years to 2014 when HV was able to come and go around the clock. However, last year HV could not get back in after a certain time and he would like to request 24 hour access for 2015.

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KV: These rules are part of the Event Management Plan and subject to the event license. Only authorised personnel are allowed 24-hour access. AToms: Highlights that environmental health are able to access site 24 hours in order for noise and other licensing requirement monitoring KV: Acknowledges welfare concerns and will arrange for representatives from the welfare teams to be present at the next residents’ meeting KV 3.0 Community Liaison Officer Community Update CJ: Have been working with the Theatre and Circus Coordinator and KidzTown Managers to engage with local schools, youth groups and children’s homes. There are free 2-day arts workshops being delivered by the BoomTown team at the Discovery Centre during half term where children will be making costumes and crafts around the themes of unity and carnival. The children and their families will then be given free day tickets to attend the festival on Sunday 16th August so they can join in with the Carnival parade. More meetings with these local organisations are scheduled over the coming month. Has also been developing relations with the University of Winchester in order to offer work experience to students on the Event Management and Performing Arts courses. Several of the students who were offered work experience places in 2014 are being offered paid roles for 2015. Moving forward CJ would like to continue progressing the positive social and economic impact of BoomTown for the local community and, along with addressing the needs and concerns of local residents, will be looking to make this a priority. AM: Raised concerns over the complexity of the forms for charitable donations from the BoomTown fund. Applicants reported that the forms were very time- consuming to complete. It was also requested that more money be given to the village hall applications from communities who bear the brunt of the disruptions caused by the festival. CJ: Acknowledged the request for a greater proportion of funding to be considered and proposed to look into the form design. CJ also offered to meet with residents responsible for filling out the forms if she could be of assistance in doing so. CJ 4.0 Hampshire Constabulary Update JH: Andy Fisher will become the new local community beat sergeant once the current Hampshire Constabulary restructuring/reductions are complete. He was unable to attend this meeting but will be the local link for future community communications. Hampshire Constabulary are linked in with BoomTown planning processes and see a year on year improvement. BoomTown Fair pay for Special Police Services that covers the costs for much of the Hampshire Constabulary presence at the festival. Hampshire Constabulary have also been working with Tom Ferris in developing the Traffic Management Plan. This year there will be two security firms working at the festival and the new firm will work to Hampshire Constabulary style of policing with a shared response approach. Resourcing is well under way. Police come onto the site early on, with access starting months before so that police dogs can search for any potential buried

3 illegal substances. The police start work on the site in force on Monday 10th August to check crew as they come on site. BoomTown has been working toward changing the demographics of the festivalgoers and Hampshire Constabulary is more than happy with progress in this area. KGot: Asks if there are police dogs on site JH: There are a number of police dogs on site from Monday 10th August, increasing over the festival weekend. JP: Will urine testing take place on site? JH: Hampshire Constabulary have desktop identification machines on site that give instant results when identifying substances that have been seized, found or placed in the amnesty bins on entrance points. This allows us to determine what the trends are on site and therefore what the related teams may be expected to deal with. We also gather data in this way from other events across the region and so by the time BoomTown approaches we have a good idea of developing trends. We do not have urine-testing facilities on site. Not only are these very expensive but they also would result in a several week delay in obtaining the results. As the chemical nature of legal highs changes frequently, as do trends in popular drugs, the delay would mean the information eventually received would most likely be out-of-date on receipt and result in no significant public benefit. KGot: Are public venues entitled to ban things independently? JH: It is a condition on the BoomTown license to ban laughing gas and legal highs on site. 5.0 CTM Traffic Management Update 5.1 Expected Traffic Levels 2015 compared with 2014 TF: CJ will disseminate the Traffic Management Plan to anyone requesting a copy. N.B. PLEASE NOTE THIS IS A WORKING DOCUMENT – LOCAL FEEDBACK IS WELCOMED. PLEASE FEED BACK ALL COMMENTS TO CAROLINE JOHNSON AS YOUR FIRST POINT OF CONTACT. CJ TF: These figures are based on the maximum levels expected should tickets sell out and all crew contingencies be used up: 5.1.1. Cars TF: Cars Gates A and B – 2014, 6,800 cars; 2015, 8110 cars. 5.1.2. Coaches TF: Coaches Gate K – 2014, 74 coaches; 2015, 100 coaches. National Express will manage all coaches for 2015. Final sales timetable is expected 8 weeks before the event. 5.1.3. Campervans TF: Campervans, Live-in vehicles, family and disabled vehicles Gate K – 2014, 620 live-in vehicles, family and disabled vehicles; 2015, 730 vehicles. 5.2 Inbound routes 5.1.1. Use of Gate E for production traffic TF: Access is through Gate D until Sunday 9th August to a separate parking area and pedestrian entrance (Gate 1A). From Monday 10th August, Gate E will process these vehicles and they will be directed via an internal road to the parking area.

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5.1.2. Twyford – confirmation that it remains the same as 2014 TF: Twyford and 2014 routes will remain the same for 2015 - signed for inbound so people know where they are on outbound. N.B. Access Routes for Coaches and Campervans - Coaches will be given the same routing information as Campervan traffic to access Gate K. Vehicles from the M3 Junction 11 will be signed through Twyford, left onto Hazeley Road and right through Morestead. Vehicles from the South will be signed to take the A31 at Junction 10 off the M3. They will then be directed onto Morestead Road towards Morestead. From Morestead, all vehicles will head south to Longwood Road which takes them to the A272 and on to Gate K. Inside the site, the Coaches will drop off at the paddock and leave via the A272 towards the A31. Or they can follow the A272 east to go to the A32 – A31 – A3. They will be told not to use the routes back through Morestead. For passenger collection on Monday, coaches will be told to access the site via the A31 from Junction 9 off the M3. From the Percy Hobbs Roundabout, they will follow the A272 to Gate K. The plan is to use a one-way flow to de-conflict departing and arriving coaches from the public car and campervan traffic. N.B. Rail and Ride Shuttle Buses - Dependent on traffic flows in the area, the rail and ride shuttles have the option of using 2 routes. Rail and Ride shuttles will use the B3404 to the A272 and Gate K. The return route is the same. In addition, permission has been granted for the use of the route through Twyford as described above for Coaches & Campervans – this will not be used except in emergency – e.g. an accident on the A272. TF: Neville Crisp (Winchester City Council/Traffic Engineer) is aware of the ROAD works due to take place in Twyford and has confirmed that if there are any works on the road during the festival period, they will be accompanied by a traffic light system. Neville Crisp (Winchester City Council/Traffic Engineer) had no concerns about extra traffic during the festival. 5.1.3. Chilcomb - confirmation that it remains the same as 2014 TF: A gap will be left open on the link road for getting out so that most of the traffic can be avoided. DH: stated that Chilcomb parishioners are expected to be content with this. 5.2.4 A31 closures and lane coning - confirmation that it remains the same as 2014 TF: A31 will remain the same as 2014 N.B. During the event, for safety reasons, the gaps in the central reservation separating the eastbound and westbound carriageways are closed to prevent crossing or u turning when the event is on. The gap closures affect residents in the local area as their trip to or from Winchester is increased in distance and duration. The diversion for a round trip to Winchester is approximately 3.7 miles and 4 min in normal traffic. This is implemented in accordance with recommendations from Hampshire Constabulary and Winchester City Council. TF: From Monday 10th until Monday 17th August production traffic will use Gate E off the A31. There will be no gap across the A31 so traffic will have to go up to the roundabout to access if coming from the Winchester direction. Before and after these periods production traffic will access Gate D. A31 Gap Closures will be operational from 05.00hrs on Thursday 13th August until 17.00hrs on Monday 17th August, or as soon as is safe to do so. DT: Enquires as to whether the traffic meeting with the council took place and if

5 so, if he could have minutes of that meeting. TF: Confirms that traffic meeting took place on the 20th April at 1400 in the TF Winchester Council Offices and he will make minutes available for DT DT: Enquires whether there will be a 40mph restriction on A31 TF: Confirms that there is a 40mph restriction and a variable message sign stating ‘caution pedestrians in road’ DT: Would like to know what traffic enforcements were made during the 2014 event and whether there will be a mobile speed camera in place for 2015 JH: Will make enquiries to see if either are possible JH KGot: Highlights the need for speed cameras in JP: Highlights the risk to residents from speeding traffic RS: Highlights that when asked many residents did not want speed enforcement DT: For DT the main purpose of speed limit enforcement is to reduce traffic speed to allow local traffic to take the Ovington turn so would not be supportive of a reduced speed limit if there was no option to turn for Ovington. Highlights that he Ovington turn is also used as a drop off point for festivalgoers. TF: Agreed to discuss issues with JH and RS TF, JH & RS MP: Enquires what is being done to make it safer for the large number of pedestrians between the Percy Hobbs Roundabout and the Ovington turning TF: The 40mph speed limit is in place to assist with this. In 2014 stewards counted 67 people over 12 hours walking around without tickets. We have also improved the shuttle bus service and given taxis and buses their own gate/access. HV: There was also a pedestrian track introduced in 2014 inside the Matterley Estate fenceline/hedge that takes you to Gate E. KV: The pedestrian track measure dramatically reduced the number of pedestrians in the road during 2014. JH: The numbers of pedestrians leaving via Gate C and Gate D was also dramatically reduced in 2014 DT: Requests evidence of the data that was requested in the last meeting regarding the capacity of the Junction 9 roundabout TF: Confirmed that the information has been requested but is still waiting to receive it RS: Reiterates that the majority of arms of the Junction 9 roundabout are at capacity which is why we were trying to push traffic away from there for 2015. DT: Would like to see numerical evidence of this asap. RS: Reiterates that even with data we cannot force people to travel in a different direction, however, the amended Traffic Management Plan should assist with doing so. Reiterates the empirical nature of traffic. 5.3 Egress routes TF: Egress is the major concern and there are proposed changes for 2015. 5.3.1 Closure of Alresford Roundabout to prevent traffic u-turning TF: Gate A will be used as an exit by crossing traffic onto the eastbound carriageway lane 2 and directing toward eastbound A31. In previous years traffic drivers have ignored signage and followed their satnavs and this has caused them to u-turn at the Alresford (Lady Croft Farm) Roundabout. For 2015 a u-turn will be stopped by coning off the island; forcing traffic further away on the eastbound

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A31. Local traffic will be impacted, as traffic wanting to reach Winchester on the A31 from Alresford will need to take the B3047 or turn at the Ropley Roundabout. JP: Considered this to be good news for residents as had asked the question at a recent meeting and it was considered acceptable TF: Advance Warning signage will be positioned at the Alresford (Lady Croft Farm) Roundabout 2 weeks ahead of implementation of road closure BJones: Added that residents will be unlikely to want to go on the A31 during egress anyhow TF: Confirmed that this will be for Monday egress only AM: Enquired about the possibility of putting a traffic counter on the B3047 to assess how much extra traffic uses that route RS: Confirmed could probably get a counter but it would only state the number of vehicles, not type. BJ & EJ: Agreed that a counter would be a good idea. Also stated that more signage might be needed. TF: Stated that if signs were up for 2 weeks prior to the closure at the Alresford (Lady Croft Farm) Roundabout then local traffic should be aware to not use this route. TF highlighted that there was a right hand turn for local traffic exiting Alresford that would take them to the B3047. AM: Concerned that Ovington residents will have difficulty getting home TF: Wants to avoid forcing traffic by closing roads completely MP: Concerned that drivers will attempt to turn in the Ovington road (East Lane), or even worse, go through Ovington itself. TF: Agreed to have another look at plans in consideration of this HV: Requested signage state ‘best route’ to Winchester, not ‘alternative route’. Also concerned about large crowds of 5-15 people, dressed in black and wandering around the road at night in 2014 were at risk of getting run over. Wanted to know if this would be patrolled in 2015. TF: Stated that there is no law that enables their forced ejection from that area. HV: Requested signage be put up at the gate by Cheesefoot Head to warn of pedestrians in road. JH: Confirmed that speed reduction signs exist in this A272 area right up and well passed Cheesefoot Head. All entrances and parking bays will be blocked off and the clearway will enable Hampshire Constabulary to implement a no waiting order, thus assisting with legal power to get people to move on. MP: Referring back to closure of Alresford Roundabout, would prefer that the Alresford Road was closed completely TF: Queries whether it would not be more appropriate to close just the Ovington Road BJ: Suggests access for residents only as opposed to road closure TF: Will look at implementing access only into the Traffic Management Plan TF: Highlights that coming out of Alresford, traffic will be able to turn left at the Alresford (Lady Croft Farm) Roundabout but not right. RS: Requests that TF look at the height of the bridge on the B3047 (51.088664, - 1.149581) in consideration of HGVs as if people choose to go through Alresford to TF Ropley along this road, then they will encounter this bridge.

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N.B. The bridge is 15 foot 6 inches KGot: Requested that the route be visible on a map for interested residents to view TF: Reiterates that the Traffic Management Plan is available from CJ, subject to amendments suggested during the meeting, and that maps were included within the document AT: Requests that the public information document includes traffic details MP: Highlights that information to be published in the local July magazines must be received by the 10th-15th June CJ TF: Highlights that the closure of the lane at the Alresford (Lady Croft Farm) Roundabout is to encourage a good percentage of traffic to move away from the local area. A variable message sign will also be placed on this roundabout. 5.3.2 J10 egress changes from Spitfire Roundabout TF: In previous years traffic has been encouraged to head south from the Spitfire Roundabout, and therefore access the M3 North and A34 by turning around at Junction 11. This has not been hugely successful in the past so another variable message sign will be placed here in 2015 to reinforce the message. There will also be an extra person on the Spitfire Roundabout to help enforce this during busy periods. 5.3.3 Increased use of VMA – suggested by residents TF: Greater use of VMS is proposed in 2015 as suggested by residents in previous meetings. 5.4 Communication 5.4.1 Line of enquiry for traffic-related queries KV: All residents’ concerns as well as traffic-related queries should be directed to CJ at the email address [email protected] 5.4.2 Hotline availability during the event KV: During the event all residents’ concerns as well as traffic-related queries should be directed to event control via the residents’ hotline. CJ will be working in event control this year so may well be one of the people to respond to your enquiries and complaints. However, anyone in event control is able to process enquiries and CJ will not be working 24 hours. The hotline number will be issued to residents prior to the event via the public information document, emails and local publications and newsletters. AToms: Highlights that WCC test the hotline with a spoof call to make sure it is up and running according to schedule. Would advise all residents to use hotline as first point of call as event control can respond much quicker than WCC in most cases. WCC are however happy to receive complaints or enquiries from residents not wishing to share the information with BoomTown teams. WCC will have roaming noise teams at night and other teams based on site. 6.0 Noise - Update and opportunity for questions and feedback DL: Has been working on the BoomTown project since January and has been looking at the site layout and sound system design. He has come up with a plan to change the layout and so keep offsite disturbances to a minimum. There will be off site and on site teams at a series of locations and there will be 2 fixed monitors off site that will relay information back to site. In conjunction with weather data

8 the monitors will be used to determine where we need to take action to comply with license requirements. TT: Stated that the noise could be heard very loudly in Cheriton last year, especially on the Saturday. DL: The noise reductions on site occur at 23.00hrs. So between the hours of 11.00 to 23.00 noise levels from the event shall not exceed 55dB and between the hours of 23.00 and 04.00 noise levels shall not exceed 45dB. (LAeq 15mins) BW: Queries how volume will alter after 23.00hrs. DL: States that some stages will close, others will change programming so that noise is not audible off site. DH: States that he was not present for 2014 but had zero complaints in Cheriton compared with several the year before. BJ: States that the noise was audible from the other side of Alresford HV: Received complaints from his area in Titchbourne DL: Highlights that the largest stage is in the ‘bowl’ in DownTown and the second largest is in Temple Valley but that closes at 23.00hrs. On hilltop in UpTown the sound systems have been arranged to reduce noise travelling and most also close at 23.00hrs. AToms: Highlighted that in previous meetings with BoomTown and DL, WCC have laid out their expectations and a lot of work has been done around working with noise modelling, stages and a great deal of detail has been inputted. MP: Enquires whether there will be fireworks in 2015 KV: Confirms there will be fireworks and timings of these will be put in the public information document for distribution prior to the event. KV DL: Offers to find a location for a noise monitor CJ: Will inform residents should more locations be required. CJ JP: Highlights the need for information to be available for parish magazines mid- June, ready for July print. Also has some new contacts for magazines and will pass on to CJ. JP 7.0 Resident Information 7.1 Ticket update CJ: Local residents ticket requests will be invited in the next couple of weeks. Some residents have already submitted requests but ticket allocation has not yet begun. For 2015 residents who live within one-mile radius of the festival site will be offered a limited amount of tickets for those living within the household. Proof of residency will be required for all residents. Local residents living within a 5-mile radius of the festival will be given the opportunity to purchase reduced rate day tickets for Sunday 16th August. Limited tickets will be available for both catchment areas and will be offered on a first come first served basis. The process used for determining eligibility will be postcode-to-postcode directional search on CJ GoogleMaps. 7.2 Fencing requests and deadlines Local residents will be informed over the next couple of weeks of how to request security fencing for their properties and the associated deadlines. CJ 8.0 Public Information Document feedback and requests for 2015 KV: Highlights that BoomTown want to make the most of the public information

9 document as a means of communicating information to local residents. In addition to timings of firework displays a request is made to residents for any further information that they would like to see displayed in here that would be of use to them in the run up to, and during the event. CJ to send out the 2014 document to all residents in order to obtain feedback about any other useful information to include. CJ 9.0 AOB KGot: Highlights that public safety is the number one priority for the city councilors and is concerned that there will be more children on site in 2015. If personal safety is jeopardized the council will find it difficult to support the event in the future. JH: Asks if there is a plan to reinvigorate the councilors’ visit for 2015 KV: Confirms that this will be in place for 2015 JP: Reiterates concern for public safety on site KV: Confirms that welfare team representatives will attend next meeting to convey the work being done to prioritise public safety on site MEETING CLOSE

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