North County Council

Executive Member

4 March 2016

Tour de Yorkshire Update

Report of the Assistant Director – Highways & Transportation

The appendices to this report contains information of the type defined in paragraph 3 of Part 1 of Schedule 12A Local Government Act 1972 (as amended).

1.0 Purpose of report

1.1 The purpose of the report is:

i) To update on the preparations for the 2016 in between 29th April – 1st May 2016

ii) To seek authorisation for the use of underspend from the 2014 budget to fund the

iii) To seek authorisation to enter in to a legal agreement with Welcome to Yorkshire and Amaury Sport Organisation for the delivery of the 2016 Tour de Yorkshire.

2.0 Background

2.1 Building on the success of the Grand Départ and inaugural Tour de Yorkshire 2015, the second edition of the Tour de Yorkshire will take place this year. The race is a joint venture between Amaury Sport Organisation (ASO) and Welcome to Yorkshire (WTY), supported by British Cycling.

2.2 The 2016 edition will be held on 29 April to 1 May 2016. It is expected to reinforce the race as one of the flagship cycling events in the UK and as an outstanding cycle race in the international calendar, including the participation of top international teams and cycling stars.

2.3 The 2015 edition was recognised as a great success for the region and North Yorkshire in particular, with hundreds of thousands of spectators lining the County’s roads to watch the race, which was broadcast to over 120 countries worldwide.

2.4 It is estimated that the race brought close to £50 million of economic benefit to the Yorkshire & Humber region, with a significant proportion of this within North Yorkshire.

2.5 In response to feedback last year, WTY have agreed in principle with TV broadcasters to increase the coverage of the race from 2 hours live per stage, to full live coverage of all three stages from start to finish in 2016. This is a significant coup for the race as no other international races (with the exception of 4 stages of the Tour de France per year) has this level of television coverage. The race is due to be broadcast to over 170 countries across the world.

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2.6 North Yorkshire jointly hosts all three of the stages, with a total of just over two thirds of the race route being within the County.

2.7 The first stage (Friday 29th April) starts in and finishes in Settle. Within North Yorkshire, the route passes through North Duffield, Riccall, Cawood, Ulleskelf, , Kirk Deighton, , Ripley, Burnt Yates, Smelthouses, , Greenhow, , , Cracoe, Gargrave and Long Preston. The race finishes with a circuit through Settle.

2.8 The second stage (Saturday 30th April) starts in and finishes in . Within North Yorkshire, the route passes through Sherburn in Elmet, South Milford, Monk Fryston, , Birkin, Beal and Kellingley. This stage will host a women’s race in the morning, with Stage 2 of the men’s race taking place in the afternoon.

2.9 The third stage (Sunday 1st May) starts in and finishes in Scarborough. Within North Yorkshire, the route passes through Great Ayton, , Hutton Rudby, , , Sutton Bank, , Kirbymoorside, Blakey Ridge, Castleton, Danby, Egton, Grosmont, Ruswarp, , Robin Hoods Bay, Hackness, East Ayton, Seamer and Oliver’s Mount.

2.10 Unlike the Tour de France Grand Départ where road closures were typically in place for over 9 hours, the bulk of the 2016 race route will be managed under a rolling road closure programme managed by the Police. In general, roads will be closed for no more than one hour. In total, the race (including all relevant support vehicles) will take approximately 30 minutes to pass a specific location, with road closed for 30 minutes before the first rider.

2.11 At the start, finish and at some en-route locations, closures may be in place for longer to allow for the construction and removal of race infrastructure, and the safe build-up and dispersal of crowds watching the race.

2.12 The locations for longer, fixed closures have been identified as per the following:

Table 1.0 Location of proposed fixed road closure points 2016 Tour de Yorkshire – Approx. Closure times in brackets

Stage 1 29th April 2015 Stage 2 30th April 2015 Stage 3 1st May 2015 Greenhow Hill No closure points Northallerton High Street (1200-1700) identified (linked to May Fair) Settle Town Centre A170 Thirsk to Duncombe (0600-2000) Park including Sutton Other key routes in to Bank (1030-1530) Settle (1530-1730) Grosmont Climb (1300- 1600) Whitby (1330-1630) Scarborough South Bay (1400-1730) North Bay (0600-2000)

2.13 Where longer closures are required, appropriate diversion routes will be put in place, alongside local engagement and publicity to inform local residents and businesses. These longer closures will be managed by the County Council utilising specialist traffic management suppliers and resource from Scarborough Borough Council.

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3.0 Governance & Legal Update

3.1 WTY and ASO are the event organisers. They are establishing agreements with the Local Authorities of the start and finish locations. For the 2016 race, and Scarborough are the two Local Authorities who will be considering these agreements.

3.2 In addition, WTY and ASO are in the process of establishing agreements with all other Local Authorities on the race route to outline respective roles and responsibilities associated with the safe delivery of the event. The race route passes through areas within the County Council’s responsibility.

3.3 At present, the agreement between ASO / Welcome to Yorkshire and North Yorkshire County Council has not been formally signed and completed. Further details of the County Council’s proposed responsibilities pursuant to the agreement are set out in Appendix 1 and the full working draft of the proposed agreement is contained in Appendix 3. Legal Services are continuing dialogue with WTY and ASO to finalise details relating to this contract.

3.4 It is understood that ASO and WTY require the agreements signed in principle at the start of March 2016. As specific requirements for the race are not finalised by ASO until the week leading up to the race (April 2016), there is a small risk that the responsibilities of the County Council may alter slightly after signing the agreement in principle. However, given experience from the 2015 race, officers are of the belief that any changes are unlikely to be significant between signing the agreement and date of the race. Should any significant changes be made, Executive members will be updated as required.

4.0 Operational Update

4.1 The County Council is working closely with all partners to assist in the safe delivery of the event and is on track to complete and fulfil all of its responsibilities in advance of the race.

4.2 Using valuable experience gained during the planning and operation of the 2014 Tour de France Grand Départ and , the County Council has helped to develop a C3 (command, communications and control) plan for stages 1 & 3 of the event. C3 planning for stage 2 is being managed by Police, with the County Council and other partner agencies feeding in to this process.

4.3 Throughout the planning process, the County Council is working closely with the District Councils to ensure that a cohesive delivery and operational plan across the County is in place.

5.0 Communications

5.1 Communication to residents and businesses within North Yorkshire as well as to spectators is key in ensuring a safe and successful event. Many of the potential risks to the event will be mitigated by providing accurate and useful information to the public.

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5.2 Letters will be sent to residential and business properties on the race route who are likely to be impacted by fixed road closures as outlined in Table 1.0. This is to ensure that they are aware of the race and that they fully understand the road closures and parking restrictions that will be in place. All impacted parish councils throughout the race route will also be contacted with general information on road closures and the race itself.

5.3 Information to residents will be largely web-based, using the County Council’s website. Details of road closure timings will be made public after Easter, allowing residents to understand the impact of the event and allow them to make any necessary plans.

5.4 An independent review of the 2015 race was carried out, assessing both the public’s views of the race and the economic impact of the event. In general, the response from the public and businesses was largely positive as the impact was far less than that experienced by communities on the route of the Tour de France in 2014. Many communities view the race as an opportunity to hold a community event and as something different and interesting for their area. 5.5 Information for spectators will largely been distributed and managed by WTY. They will be supplying copies of the Tour de Yorkshire spectator guide, which alongside their website and social media channels has resulted in a significant media footprint.

5.6 Further communications will continue up to and including the weekend of the race. Relevant information will continue to be updated on the County Council’s website and shared with WTY

6.0 Tour De Yorkshire Sportive

6.1 As part of Stage 3 of the 2016 Tour de Yorkshire, a mass participation cycling event for amateur riders will also take place. This is the Tour de Yorkshire Sportive.

6.2 Approximately 4800 riders will tackle one of 3 (50km, 85km or 117km) routes, starting and finishing in Scarborough. The Sportive takes in parts of this year’s Stage 3 route, but also parts of the Stage 1 route from the 2015 race. Towns / areas included within the Sportive routes include, Burniston, Harwood Dale, Hackness, Dalby Forest, Thornton-le-Dale, Snainton, East Ayton, Seamer, Cayton, and Osgodby.

6.3 Riders on the Sportive will finish on the professional race finishing line, up to 90 minutes before the pro race finishes.

6.4 The vast majority of this event will be held on open roads, with some sections requiring road closures. These are in addition to the closures associated with the race route. Where road closures are in place, full engagement with local communities will take place to allow for managed access for residents.

6.5 The event is being managed by Human Race Events, who delivered the Tour de Yorkshire Sportive in 2015. They have significant experience in delivering mass participation sporting events across the UK. There is no direct financial cost to the County Council for the hosting of this event; however the County Council is providing some officer time in relation to reviewing traffic management plans and providing assistance in developing communications plans, and working to minimise the impact on the wider highway network.

7.0 Future Editions Of The Race NYCC – 4 March 2016 – Executive Members Tour de Yorkshire Update/4

7.1 Planning has already commenced for the . Four host towns have already been announced, with , , Halifax and Stocksbridge (north of ) confirmed as hosting either a start or finish in 2017. The remaining host towns and routes for 2017 will be confirmed in autumn 2016. The race will take place over the May Day Bank Holiday weekend.

7.2 Welcome to Yorkshire are continuing discussions with the International Cycling Union (UCI) and British Cycling, to seek approval to extend the race to four days. A four day race would run from Thursday to Sunday of the May day Bank Holiday Weekend.

7.3 Given the fact that North Yorkshire will have a minimum of two host towns in 2017, the range of suitable routes, and strong community support for the race, it is extremely likely that the County will again host a significant proportion of the race in 2017.

7.4 Sponsorship opportunities are continuing to be sought by Welcome to Yorkshire and ASO to try and reduce the financial contribution required from local authorities to fund the race. It should be noted that the vast majority of the Tour de France underspend will have been fully utilised following the 2016 Tour de Yorkshire. As such an alternative funding source will need to be identified, should the County Council wish to continue to financially support the race in 2017 and beyond.

8.0 Finance & Procurement

8.1 The County Council has provisionally agreed to a contribution to the hosting of the professional race of £100,000. This payment will be made in full in advance of the race to ASO, and is in addition to the £100,000 contributions that are being made by both Scarborough Borough Council and Craven District Council in relation to hosting their respective stage finishes.

8.2 In addition to the contribution outlined above, it is estimated that event specific costs associated with the County Council’s key responsibilities as per Appendix 1 will be £50,000. Every effort is being made to keep these costs to an absolute minimum.

9.0 Financial Implications

9.1 The Tour de Yorkshire 2015 was funded utilising a portion of the £300k underspend from the 2014 Tour de France Grand Départ budget. The original budget estimate for 2015 was £150,000. The final County Council direct costs for the 2015 event were £134,000, leaving a remaining underspend of £166,000.

9.2 Due to the additional route length in North Yorkshire of the 2016 event compared to 2015, and additional complexities of this year’s route in terms of fixed road closures for crowd and race safety (as per Appendix 1), it is proposed that £150,000 of the remaining underspend is earmarked to fund the County Council’s contribution for hosting the 2016 event. This will cover the £100,000 contribution to ASO and the anticipated £50,000 additional direct costs. Officers will be working closely with partner authorities to share resources to reduce costs wherever possible.

10.0 Equalities Implications

10.1 Whilst the County Council is not the event organiser it has been deemed necessary to carry out an equalities impact assessment for the Tour de Yorkshire 2016. This

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will be undertaken before the end of March 2016. The following points will be reviewed as part of this assessment.

10.2 As this is a free event taking place on the public highway, and based on experience from the Tour de France Grand Départ, the County Council has advised the District Councils at starting and finishing points to consider disabled spectators during their event planning.

10.3 Again using experience from the Grand Départ, the County Council recognises the need to communicate the traffic management arrangements to communities, business and religious establishments given the scale of the disruption. This is being progressed through the communications plans.

10.4 Work is also on-going to ensure all County Council services put in place service continuity plans where necessary. Health and Adult Services are anticipating minimal disruption to their service delivery. Some schools within the County have decided to finish early as their finish times clash with the rolling road closures.

10.5 There is the potential that access to places of worship (not just Sundays some on other days also) might be impacted. The County Council will liaise with local churches and other places of worship to make them aware of any road closure timings and parking restrictions on the route to help minimise any disruption.

11.0 Legal Implications

11.1 It is proposed that the County Council, along with Selby, Scarborough, , Hambleton, Harrogate and Craven District Council’s enter into separate formal agreements with WTY and ASO for the various aspects of the delivery of the Tour de Yorkshire. This is the same for East Riding, , Middlesbrough, Doncaster and the other authorities involved with the Tour de Yorkshire.

11.2 It is envisaged that all of the agreements will essentially have identical terms and conditions albeit All authorities involved will be providing specific comments on their respective draft agreements and there will be variations in relation to obligations on the Authorities depending on whether a start or finish is hosted and to reflect the split in functions between the County Council and Districts. Likewise, the requirements for the County Council, as the highway authority, differ from those of the District Councils. The County Council will continue to work closely with the Districts to ensure a successful joint approach to event delivery.

11.3 Unlike in relation to the Tour de France, the County Council is not classed as the event organiser for the Tour de Yorkshire; this role is held jointly by ASO and WTY. The County Council has obligations in respect of its function as the Highway Authority, but has no specific responsibility for hosting starts and finishes as this rests with the relevant Districts.

11.4 In relation to the Tour de Yorkshire 2016, the County Council’s insurance team have liaised with the County Council’s insurers who have commented that there is a need for an agreement to be in place between any involved parties setting out who is responsible in what circumstances, and in the event of a loss how this will be managed. They have also highlighted that where the County Council is taking on any responsibilities for this event, such responsibilities must be suitably risk assessed. The insurers have requested and received a copy of the draft formal agreement to review and will send their further comments as soon as possible. NYCC – 4 March 2016 – Executive Members Tour de Yorkshire Update/6

11.0 Recommendations

11.1 It is recommended that the Corporate Director - Business & Environmental Services in consultation with the BES Executive members;

(i) Notes the update on planning within North Yorkshire for the 2016 Tour de Yorkshire and the proposals for future editions of the race,

(ii) Authorises the use of £150,000 underspend from the Tour de France budget to fund the delivery of the Tour de Yorkshire 2016.

(iii) Authorises the County Council to enter into formal agreements with WTY and the ASO in respect of this matter pursuant to its general power of competence under Section 1 of the Localism Act 2011 and all other enabling powers and further that the Corporate Director (Business and Environmental Services), in consultation with the Corporate Director (Strategic Resources), the Assistant Chief Executive (Legal & Democratic Services) and the appropriate Executive portfolio holder, conclude all the legal documentation necessary and to release funds as necessary to deliver the event

DAVID BOWE Corporate Director – Business and Environmental Services

Author of Report: James Gilroy

Background Documents: None

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