Agenda and minutes

Consideration was given to the minutes of the previous meeting of the Cabinet Member for Cultural Services and Sport held on 15^th June, 2010.

The following matter was reported:-

Re:  Minute No. F12 – Revenue Outturn Report for 2009/2010:– it was pointed out that “Libraries Accreditation Inspection” – should read “Museums Accreditation Inspection”.

It was reported that the Museums Service had received confirmation of its re-accreditation.

Resolved:-  (1) That the minutes of the meeting of the Cabinet Member held on 15^th June, 2010, with the above clerical correction, be signed as a true record.

(2)  That the re-accreditation of the Museums Services be noted.

Consideration was given to a report, presented by the Service Development Officer, summarising key data related to the performance of DC Leisure (DCL) against the PFI contract during 2009/10 with reference to:-

-                The Sport England National Benchmarking Service.

-                Quest Quality Management Accreditation.

-                Community and Corporate Plan Themes.   

-                Customer Comments.    

-                Contract Monitoring Arrangements.   

The following issues were highlighted:-

-                Strengths, weaknesses and emerging “issues to watch” at each facility.

-                Maltby Leisure Centre now operational.

-                Comparative performance of each of the facilities.

-                Use of information to support development and marketing plans.

-                Quest Assessment Category of “Highly Commended” for Aston, Rotherham and Wath Leisure Centres.

-                Patronage trends and further likely increase.

-                Use of facilities by ethnic minority.

-                Energy costs/facility design.

-                Swimming pools water temperature.

-                Under representation of youngsters at the Aston facility.

Resolved:-  (1)  That the contents of the report be noted.

(2)  That the Cabinet Member receives a Contract Monitoring report against the PFI leisure contract, together with a report on the first National Benchmarking Service return for Maltby Leisure Centre in Autumn 2010.

Consideration was given to a report, presented by the Finance Manager, detailing performance against budget for the Environment and Development Services Directorate Revenue Accounts at the end of May, 2010 and to provide a forecast outturn for the whole of the 2010/11 financial year.

Particular reference was made to services provided by Culture and Leisure Services.

The following issues were highlighted:-

-                      Office accommodation,

-                      Reduced ability to contain vacancy management targets,

-                      Identification of further savings to put forward for consideration,

-                      Impact of the Coalition Government announcements,

Resolved:-  (1)  That the forecast outturn position of an overspend of £720,000 for the Environment and Development Services Directorate based on expenditure and income as at May, 2010 be noted.

(2)  That the report be referred to the Regeneration Scrutiny Panel for information.

Consideration was given to a report, presented by the Operations Manager, detailing a proposal to address an issue relating to tennis court hire.  It was explained that a change was made to the fees and charges schedule, which introduced a charge per person rather than per court from April, 2010.

However, it had become apparent that this unfairly penalised customers playing doubles and a solution was, therefore, recommended. The current policy also had affected the take up of this facility by some customers and detrimentally affected income.

Consideration was, therefore, given to a proposed change to the fee charged for tennis court hire.

Resolved:-  That the fee for the hire of Culture and Leisure tennis courts be changed with immediate effect to bring the fee for doubles play into line with that for singles play by not charging for the third and fourth player on any court.

Consideration was given to a report, presented by the Events and Promotions Service Manager, relating to a review of town centre groups carried out by the Town Centre Strategy Team. 

It was reported that the Team felt that it would be appropriate to merge the Town Centre Marketing Group and the Town Centre Events Group in order to avoid duplication of work, maximize resources available and ensure a consistent approach to the marketing of the town centre.

The report included details of the purpose, Terms of Reference, accountability, membership, frequency of meetings and name of Chair of a new group entitled the Town Centre Marketing and Events Group.

Resolved:-  That the proposed merger of the Town Centre Events Group with the Town Centre Marketing Group to become the Town Centre Marketing and Events Group, as detailed in the report now submitted, be approved.

The following item is likely to be considered in the absence of the press and public as being exempt under Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended March 2006) (information relates to finance and business affairs):-

Resolved:-  That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended March 2006) (financial/business affairs).

Consideration was given to a report, presented by the Consultant Project Manager, seeking authority to accept a tender for the restoration of Boston Castle, comprising the refurbishment of the existing castle, the provision of a new extension at a lower level, the provision of a new stair and lift tower joining the two facilities, together with additional works to provide a 30 space car park, an open air event space in the existing courtyard, a new pedestrian entrance and access footpath to the Castle.

The report detailed the selection process undertaken to determine the most economically advantageous tender from a shortlist of contractors invited to tender for the scheme.  Details of the scores achieved by each of the prospective contractors were set out in the submitted report.

It was explained that the outcome of the process had resulted in the selection of one main contractor and a suitable supply chain to deliver the detailed works.

Reference was also made to:-

-                The financial checks carried out on both the main contractor and sub-contractors.

-                Previous experience of carrying out work for the Council.

-                The ensuing Value Engineering process, within the parameter of the Heritage Lottery Fund approval.

-                Awaiting the outcome of the submission to BIFFA, noting decision not now expected until the end of the year.

Resolved:-    (1)  That the tender submitted by William Anelay Ltd. dated 14th June, 2010, in the sum of £1,320,150.00 be accepted, subject to further negotiations in order to arrive at an acceptable contract sum in line with the project budget.

(2) That, subject to a satisfactory conclusion to these negotiations, Asset Management be empowered to issue a Letter of Acceptance to William Anelay Ltd., subject to a formal contract award.