Issue - meetings

To consider the report of the Head of Leisure and Museums.

Scrutiny Committee – Resources considered the report at their meeting on 17 June 2009 and their comments will be reported.

(Report circulated)

The report of the Head of Leisure and Museums was submitted, informing Members of the key elements of the new contract due to be let in 2010 for the management of the Council’s contracted sports and leisure facilities.

Scrutiny Committee – Resources considered the report at their meeting on 17 June 2009 and the support and comments of members were noted.

The Director Community and Environment introduced the report referring to the three main options for the delivery of the leisure facilities operation, the scope of the contract and the proposed process for securing an operator.

A member enquired whether it was possible to include school leisure facilities within the contract but was advised that attempts to engage the current provider in this process had been unsuccessful. In response to a suggestion that a shorter contract may be more prudent, members were advised that a ten-year contract was the minimum period that would be attractive to tenderers in view of the set-up cost required. Any shorter period would severely threaten the likelihood of securing a successful contract and most leisure facilities contracts were for longer periods, often 20 -25 years.  It was necessary to strike a balance in relation to the length of the contract – only five potential operators had so far been identified - and there was a risk in splitting the contract or reducing the term.

With regard to the timing of the contract in the context of the local government review, the Director Community and Environment reported that the existing contract with DC Leisure had already been extended and that an arrangement with Riverside Leisure Centre would need to be in place at the end of its contract period.  The Director emphasised that sufficient flexibility would be built into the new contract to enable the inclusion of a new swimming pool.

Executive resolved that:-

(1)        the key contract features identified in this report be approved; and

(2)        subject to no substantial variations in the key contract features identified in this report, approval of the contract documentation be delegated to the Director Community and Environment in consultation with the Leader of the Council and the Portfolio Holder for Environment and Leisure and appropriate Council officers.

The report of the Head of Leisure and Museums was submitted, informing Members of the key elements of the new contract due to be let in 2010 for the management of the Council’s contracted sports and leisure facilities.

Scrutiny Committee – Resources considered the report at their meeting on 17 June 2009 and the support and comments of members were noted.

The Director Community and Environment introduced the report referring to the three main options for the delivery of the leisure facilities operation, the scope of the contract and the proposed process for securing an operator.

A member enquired whether it was possible to include school leisure facilities within the contract but was advised that attempts to engage the current provider in this process had been unsuccessful. In response to a suggestion that a shorter contract may be more prudent, members were advised that a ten-year contract was the minimum period that would be attractive to tenderers in view of the set-up cost required. Any shorter period would severely threaten the likelihood of securing a successful contract and most leisure facilities contracts were for longer periods, often 20 -25 years.  It was necessary to strike a balance in relation to the length of the contract – only five potential operators had so far been identified - and there was a risk in splitting the contract or reducing the term.

With regard to the timing of the contract in the context of the local government review, the Director Community and Environment reported that the existing contract with DC Leisure had already been extended and that an arrangement with Riverside Leisure Centre would need to be in place at the end of its contract period.  The Director emphasised that sufficient flexibility would be built into the new contract to enable the inclusion of a new swimming pool.

RESOLVED that:-

(1)        the key contract features identified in the report be approved; and

(2)        subject to no substantial variations in the key contract features identified in this report, approval of the contract documentation be delegated to the Director Community and Environment in consultation with the Leader of the Council and the Portfolio Holder for Environment and Leisure and appropriate Council officers.

(Report circulated)

To consider the report of the Head of Leisure and Museums – report circulated

The Head of Leisure and Museums presented the report which informed Members of the key elements of the new contract due to be let in September 2010 for the management of the Council’s contracted sports and leisure facilities.

A new single contract will incorporate all of the facilities currently managed by commercial leisure management contracts. Although the nature of the contract and general policy had been the subject of reports to Scrutiny Committee - Community and the Executive, it was appropriate for this Committee to consider a number of economic factors such as the length of contract, the balanced obligation on both parties for repair and maintenance and other housekeeping matters including the utilities arrangements.

A Member suggested that because of the likely interest it would be useful to circulate a copy of the draft tender for the contract, at future meetings of Scrutiny Committee Community and Resources for information.  The Head of Leisure & Museums welcomed Members’ interest, and advised that as the final choice was likely to involve some negotiation and details of the best contractor and financial agreement would emerge, the opportunity to comment on the finished tender documents might be more fruitful.  He noted the suggestion of building in a review process of operation after two or three years. It was agreed that a copy of the final tender document would be placed on the intranet and in the Members’ Room.  A brief summary of the documentation would also be circulated at the next meetings of Scrutiny Resources and Community.

The Scrutiny Committee - Resources supported the recommendation and subject to no substantial variations in the key contract features identified in this report, Executive delegating approval of the detail of the contract documentation to the Director, Community and Environment in consultation with the Leader of the Council and the Portfolio Holder for Environment and Leisure and appropriate Council officers.

(Report circulated)