OFFICER DECISION
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Decision: To approve entering into the Host City Agreement and Venue Hire Agreement with Rugby World Cup (England 2025) Limited for the Women’s Rugby World Cup in August and September 2025. |
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Decision Date: 01.05.25 |
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Type of Decision: Director Key |
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Non-Key |
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Portfolio Area that decision relates to: |
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Leader (inc Policy, Strategy & Partnerships) |
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Environment and Climate Emergency |
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Deputy Leader (inc Economy & Culture)
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Finance, Performance, Major Projects, Human Rights, Equalities & Inclusion |
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Children, Young People and Education |
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Housing, Planning & Safer Communities |
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Health, Wellbeing and Adults Social Care |
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Transport |
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Background / Decision Summary:
Following the success of York hosting the Rugby League World Cup in 2022, York was approached by World Rugby to apply to host the women’s Rugby Union World Cup in 2025. York was successful in getting through an expression of interest stage and candidate stage and signed up to a Heads of Terms (HOTs) agreement in 2023 which give both World Rugby, the stadium operators and local authority the commitment to hosting the 2025 event, whilst developing the final agreements. There are two final legal agreements that World Rugby are requiring: Venue Hire Agreement (VHA) – between Rugby World Cup (England 2025) Limited (RWC 2025), City of York Council (CYC), Greenwich Leisure Limited (GLL) and York Stadium Management Company (YSMC) in respect of the venue hire for York Community Stadium – this sets out the cost to the RWC 2025 of hiring and hosting the tournament matches, whilst ensuring there is a clear understanding of access, as there are operational NHS services that cannot stop operating and agreements with both York City Football Club and York RLFC for match day use. Host City Agreement (HCA) – between RWC 2025 and CYC (in collaboration with Make It York) – this sets out what both the Council and Make It York (MIY) can offer the RWC 2025 to support the hosting of teams (hotels and training facilities), marketing, promotional and other Civic welcome events to visiting international Rugby Union teams.
This decision is specifically in relation to the authority to enter the legal agreements. This is not a key decision as CYC is not seeking a budget to support the event and the agreements have no budget implications. The agreements set out what CYC and partners (MIY, GLL & YSMC) could offer as value in kind (VIK) which would demonstrate our commitment but not require any approval for additional budget. Examples of the VIK offered: · Steering group of approx. 15 people which includes all partners – CYC, MIY, GLL, YSMC, Training Venues to support RWC team. · Team welcomes and civic events can be hosted and organised by partners. · City dressing – lamp post, train station, park & ride advertising available at a cost + screens at stadium & York Visitor Information Centre · Marketing support to be provided by Make It York which includes, communications, marketing, social media and web teams, but no FOC advertising space available. This is a fantastic opportunity for York to host another international women’s sporting event and the formal entry into the legal agreements, protects all parties and sets out clear requirements.
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Options Considered:
To approve or not approve
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Options Rejected:
The option not to approve is rejected as this would undermine the purpose of having a multi-use stadium and will have positive impacts not only during the tournament window but prior and after the event. Legacy is such an important factor for major international events and York is already working with Rugby Football Union to grow the interest and participation of the sport.
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Consultation Process:
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Implications |
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Crime & Disorder |
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Equalities |
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Highways |
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Human Resources |
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Legal |
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ICT |
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Financial |
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Planning |
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Marketing & Comms |
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Health |
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Property |
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ICT |
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Implications Contact: Andy Laslett, Strategic Services Manager |
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Level of Risk: Low |
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Wards Affected: |
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All Wards |
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Fishergate |
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Holgate |
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Rural West York |
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Acomb |
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Fulford & Heslington |
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Hull Road |
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Strensall |
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Bishopthorpe |
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Guildhall |
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Huntington & New Earswick |
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Westfield |
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Clifton |
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Haxby & Wigginton |
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Micklegate |
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Wheldrake |
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Copmanthorpe |
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Heworth |
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Osbaldwick & Derwent |
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Dringhouses & Woodthorpe |
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Heworth Without |
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Rawcliffe & Clifton |
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Comments/Observations: Under the terms of the Design Build Operate Maintain (DBOM) contract GLL and YSMC have the right to enter the VHA, however with CYC having the direct Match Day Agreements and Leases with YCFC and York RLFC it is essential that both sports clubs have given a commitment to working with CYC, GLL and YSMC to allow the venue to be used by RWC 2025, as it would have implications on fixtures. CYC and GLL have had discussions with both clubs, followed up by a direct meeting between RWC team and both clubs. York RLFC and YCFC are very supportive and agreed verbally to offer a letter of support at the HOT stage. The RWC team have spoken to both relevant governing bodies to see if some assurance can be given to both clubs that the leagues will work with the RWC in 2025 to plan away fixtures at the time of the event. This has been discussed with both clubs and confirmed that the impact to both clubs is that one home game would be impacted to enable the RWD 2025 to be hosted. These home fixtures would be turned to away fixtures to ensure the venue was free for the tournament dates required. The legal agreements can be signed by officers with appropriate delegated authority under the scheme of delegation, based on the fact no budget allocation has been made and it is a commercial opportunity for the city. The option not to approve is rejected as this would undermine the purpose of having a multi-use stadium and will have positive impacts not only during the tournament window but prior and after the event. Legacy is such an important factor for major international events and York is already working with Rugby Football Union to grow the interest and participation of the sport. Decision: To approve entering into the Host City Agreement and Venue Hire Agreement with Rugby World Cup (England 2025) Limited for the Women’s Rugby World Cup in August and September 2025.
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Decision Made by: Pauline Stuchfield, Director of Housing and Communities Contact Details: Pauline.stuchfield@york.gov.uk |
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On behalf of: Pauline Stuchfield, Director of Housing and Communities |
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To be implemented by: Andy Laslett, Strategic Services Manager |
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On Completion – Signed off by:
Pauline Stuchfield Director of Customer and Communities |
Date: 01.05.25 |
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