Agenda, decisions and minutes

The Cabinet Member was asked to declare any personal or prejudicial interests she might have in the business on the agenda.

She declared her standing personal interest as a retired member of UNISON.

No other interests were declared.

To approve and sign the minutes of the meeting held on 13 December 2011.

RESOLVED:       That the minutes of the Decision Session Cabinet Member for Leisure, Culture and Social Inclusion held on 13 December 2011, be signed by the Cabinet Member as a correct record.

At this point in the meeting, members of the public who have registered their wish to speak at the meeting can do so. The deadline for registering is Monday 9 January 2012 at 5.00 pm.

Members of the public may register to speak on :-

·        an item on the agenda

·        an issue within the Cabinet Member’s remit;

·        an item that has been published on the Information Log since the last session.

Information reports are listed at the end of the agenda.

It was reported that there had been four registrations to speak under the Council’s Public Participation Scheme. Details of the speakers are set out under the individual agenda item.

This report seeks authority to initiate the procurement process for the operation and maintenance of the Community Stadium and the Council’s leisure facilities.

RESOLVED:       (i)      That the report be noted.

(ii)      That the Cabinet Member delegate to the Director of Communities and Neighbourhoods and the Director of City Strategy the authority to;

·        Develop the procurement framework as set out in the report including establishing the final evaluation criteria and headline weightings to be used in assessing bids for

the project.

·        Implement the procurement exercise to identify the preferred bidder.

·        Bring back a report to the Cabinet once a preferred bidder has been identified with a view to award of contract.

REASON:                     To enable future plans for the Community Stadium project to be developed and progressed.

The Cabinet Member considered a report which sought authority to initiate the procurement process for the operation and maintenance of the Community Stadium and the Council’s leisure facilities.

A local business owner commented on the timetable for the procurement exercise within the Officer’s report.

A member of the public spoke about how he felt that there needed to be an assurance that those teams that would use the stadium, would be financially viable to operate at the stadium. He referred to a large retail sports operator being sought to provide some facilities and asked whether this would damage the economic viability of shops in the city centre, in particular, given that the stadium would offer easily accessible car parking.

A representative of York Green Party raised a number of concerns that she felt had arisen from the Officer’s report. She highlighted a number of concerns that related to the procurement process including;

·        The financial wisdom of a procurement exercise without prior planning permission being obtained.

·        Significant negative financial consequences if a deal with an operator fell through.

·        That the proposed bundling of leisure facilities together was merely to make the operation more commercially attractive.

·        That there was a lack of explanation as to whether existing leisure facilities (such as Yearsley Pool) would benefit, or if any efficiency savings would be made.

·        How different elements in the tender documents would be weighted to promote access and equality.

·        The level of environmental sustainability that would be considered by the operator.

Councillor Ayre also spoke and stated that he felt that he could not support the recommendations in the Officer’s report because the specific award criteria for successful operators had not been clarified, in particular, there had no been no indication of the weightings used in the assessment of bids. He felt that there needed to be a further report to Cabinet detailing how bids would be assessed. He also mentioned that if a private gym was successful at bidding for a specific leisure facility that there was a possibility that usage fees might rise and could be unaffordable to most users. Additionally he felt that investment in only the clubs using the stadium as mentioned in the report, could compromise these clubs existing links with amateur clubs in the city.

Councillor Barton was in attendance at the meeting, and he stated that he wished to pass on his comments to the Cabinet Member and the Officers outside of the meeting. She confirmed that she and Officers would be happy to receive his comments.

Officers highlighted reasons why they felt that the arrangements for procurement needed to be started soon. These included;

·        By continuing with the proposed project plan, this would allow for the chosen operator to participate in the design of the stadium.

·        That the current operator of Waterworld and Huntington Stadium could relinquish the existing lease as early as November this year and it was therefore important to secure long-term arrangements for this important facility.

·        That the agreement with York High  ...  view the full minutes text for item 30.