Issue - meetings

This report provides the following and confirms that a further detailed paper, covering all aspects of the project, will be presented to Cabinet later in the year, once a preferred bidder has been identified:

•              An update on the progress of the stadium and athletics elements of the overall project.

•              Options for the stadium’s design and increased base capacity.

•              A delivery plan for the Athletics facility at the University of York.

•              The procurement timetable and the stages at which key decisions will need to be made.

•              Risks to the delivery and ongoing operation of the project.

Resolved:         That Cabinet agree:

(i)            To note progress on the project and procurement to date, particularly that: 

·                        The project is proceeding into the final procurement stage within the existing financial parameters.

·                        The changes made to the estimated project timetable and key milestones.

·                        Match-day agreements and leases for the project partners will be finalised and that these will all be subject to the overall project contract.

·                        A detailed report is presented to Cabinet prior to contract award setting out the results of the procurement and the financial implications.

(ii)          That tenders will be sought that encourage cost effective design solutions for the stadium that:

·                    Meets current Football League and Rugby Football League entry requirements.

·                    Removes any ‘built-in’ expansion requirement.

·                    Results in a well balanced and attractive stadium bowl.

·                    As an option, considers the use of some terracing as a means of increasing the base capacity.

·                    Makes provision within the design to increase the capacity as an all seat solution if the Football Stadium Improvement funding can be legally secured and / or promotion to the Football League ‘Championship’ is achieved at a later date.

·                    Demonstrates an all seat capacity of 10,000 can be achieved at a later stage, within the stadium footprint.

(iii)         The new Athletics track being delivered at Heslington West Campus as set out in the report, including the payment of a grant of £31,000 for the delivery of a community athletics programme.

(iv)        To note the risks highlighted and agree that the Project Board continue to manage the project risks.

Reason:     To ensure the effective delivery of this procurement exercise and that it remains within the financial parameters set.

Consideration was given to a report which provided an update on progress of the Community Stadium, including details of the stadium’s design, increased base capacity, the procurement timetable at paragraph 25, together with delivery risks, which had also been considered by the Council’s Audit and Governance Committee. A delivery plan for the athletics facility at the University of York was also provided at Annex A of the report.

It was confirmed that, once a preferred bidder had been identified, a more detailed paper would be presented to Cabinet, later in the year.

It was noted that, following submission of bids for the project, final proposals were being prepared by two of these bidders with final dialogue relating to detailed design, commercial and operational arrangements, due to end in March, prior to receipt of competitive bids.

Details of the review undertaken with clubs and the design team regarding stadium capacity and funding from the Football Stadium Improvement Fund were reported. This had led to changes in the design criteria for the stadium which were reported in detail at paragraphs 17 to 21 of the report.

Officers confirmed that much had been learnt from the bidding process which would ensure that the best stadium for the city was obtained with the capital available. It was highlighted that a robust risk management process was in place with regular updates being considered by the Project Board.

Members confirmed that any change in stadium size would require planning approval, part of which would include any required highway mitigation measures. Reference was made to the timescales which, although lengthy owing to the project size and complexity were progressing well. 

Following further discussion it was

Resolved:         That Cabinet agree:

(i)            To note progress on the project and procurement to date, particularly that: 

·          The project is proceeding into the final procurement stage within the existing financial parameters.

·          The changes made to the estimated project timetable and key milestones.

·          Match-day agreements and leases for the project partners will be finalised and that these will all be subject to the overall project contract.

·          A detailed report is presented to Cabinet prior to contract award setting out the results of the procurement and the financial implications.^1.

(ii)          That tenders will be sought that encourage cost effective design solutions for the stadium that:

·       Meets current Football League and Rugby Football League entry requirements.

·       Removes any ‘built-in’ expansion requirement.

·       Results in a well balanced and attractive stadium bowl.

·       As an option, considers the use of some terracing as a means of increasing the base capacity.

·       Makes provision within the design to increase the capacity as an all seat solution if the Football Stadium Improvement funding can be legally secured and / or promotion to the Football League ‘Championship’ is achieved at a later date.

·       Demonstrates an all seat capacity of 10,000 can be achieved at a later stage, within the stadium footprint. ^2.

(iii)         The new Athletics track being delivered at Heslington West Campus as set out in the report, including the  ...  view the full minutes text for item 88