Meeting documents

The Chairman confirmed that confidential papers detailing the key findings from the survey work and updated financial implication information had been circulated to Councillors.

The Portfolio Holder for Leisure and Culture commented that the report was very comprehensive.  She explained that the report had been prepared as part of the Council’s work to give serious consideration to the refurbishment and operation of facilities at the Westlands Sports and Leisure Complex on a broadly similar basis to their current use.  Its purpose was to present the key findings from the surveys that were sought by the District Executive meeting held on 3^rd September, to assess the financial implications of SSDC entering into an agreement with Finmeccanica-Agusta Westland to take over the management and operation of Westland Leisure Centre and to supply Councillors with sufficient information so that a decision could be taken.

The Committee was addressed by Paul Saunders representing the Pistol Club, Paul Hurley, Chairman of Agusta Westland Retirement Association, Rob Fox, Chairman of Westland Cricket, Edgar Herridge, Ted Callow, Carol Barge and Michael Amor of the Allotment Association.  Their comments included:-

·         The complex would suffer if the sports facilities and entertainment complex were divided;

·         There were lots of new housing projects within the town and those residents would need somewhere to play sports;

·         With the right management and constitution the complex could become a focal point for sports and entertainment;

·         The Retirement Club was the largest user of the complex for 34 years with over 200 people regularly attending events;

·         Support for an annual membership fee and volunteers to be involved with the complex;

·         Support for links to Augusta Westland to remain;

·         The Westland Cricket Club community had extended beyond its 150 members with a flourishing schools programme, community open days and hosting of county standard youth and disabled games; and took the spread of their work to over 500 young people and adults;

·         The England and Wales Cricket Board had made a firm commitment to financial assist with a new cricket pavilion, the support from the governing body would help reduce the figures the Council would need to fund;

·         Highlighted the strategic importance of Westland Cricket Club to the Somerset Cricket Board;

·         Both the Somerset Cricket Board and the England and Wales Cricket Board had highlighted Yeovil for significant investment in the coming years however without a cricket club in the town the investments would not be viable;

·         This opportunity was about creating a leisure complex for all to enjoy;

·         It was felt that consideration should be given to using volunteers to help run the entertainment venue;

·         Bingo sessions had been running at Westlands Sports and Leisure complex for about 25 years and were attended by over 200 people each evening;

·         The Allotment Society had received enquiries from the wider community about the availability of allotments and it was hoped they could be accommodated with a plot in the future.

The Assistant Director (Health and Well-Being) provided members with a powerpoint presentation.  He reminded members that further information had been requested at the September District Executive on the roof structures, the mechanical and electrical systems, the structure of the retaining walls and previous hire and bookings and this information was included in the confidential papers.

He advised that since the last Executive, a Project Board had been formed and a risk log had been prepared and Property advisers had also undertaken the requested pieces of work.  The key findings highlighted that there were no major issues with the roof structure although there was a need to replace the flat roof coverings and the down pipes and treat the end lap corrosion and corroded fixings.  The costings had been updated accordingly.  He referred to the mechanical and electrical systems report which identified items that needed to be repaired or replaced and those costs had been fully incorporated into the project costs.  In terms of the hire analysis, he advised that the function and facility hire figures for the last two years had been triangulated which indicated that the reported income was understated by approximately £31k over the two years.

The Assistant Director (Health and Well-Being) also advised that the sports facility only option had been looked at and discussed with Agusta Westland (AW) to obtain their view.  AW had indicated that they would be willing to consider the option and present it to the Board however their preference was for SSDC to take over the whole complex and that if this was the preferred option there would be no financial support from them or Yeovil Town Council.  The sports facilities would be expensive to operate on a stand alone basis and the ticket levy couldn’t be used to finance the sports facilities.  He confirmed that a risk log had been prepared and would evolve and be monitored by the project team as the project progressed.

The Assistant Director (Finance & Corporate Services) updated members on the following financial aspects of the project:

·         The principles of capital spend;

·         Estimated expenditure and income associated with the project;

·         Impact on capital receipts;

·         Benefits of borrowing including the revenue implications;

·         The current SSDC budget position and the need for members to reallocate resources in line with priorities;

·         The affordability of the project and the impact on balances.

The Chairman of Scrutiny Committee said that members had sought clarification about contributions from neighbouring Parish Councils – which Parishes have been approached and what commitments have been received to date?           Members asked if a Business Plan would be available prior to the final decision on 13th October?  Members noted that the report does not mention in any detail the potential for separating the sporting facilities from the social complex, and although a verbal update was provided at the Scrutiny meeting by the Assistant Director, Scrutiny members would ask that this information is included in the final report to Council.  Scrutiny members appreciated the additional financial information provided by the s151 Officer which outlined the financial impact and the affordability of the recommendations.  Scrutiny members voted on the recommendations as contained in the report and the voting was as follows: 5 in favour, 3 against and 3 abstentions.

During a lengthy discussion, Members made a number of comments which included the following:

·         The complex was incredibly important to SSDC as a whole;

·         The financial risks were large but manageable;

·         A more intensive use of the facilities in certain key areas was likely to change the way that the people in the region would see Yeovil;

·         It was clear that splitting the site was not an option and it should be considered as a whole;

·         The project was an opportunity to bring a district facility to be used by everybody;

·         The facility was extremely important to the local community;

·         It was suggested that recommendations 4 c and d be amended to include the words ‘up to’;

·         Managed and promoted in the right way, the facility could be profitable in the future;

·         It was suggested that recommendation 5 be amended to include the words ‘ongoing revenue support’;

·         The Council’s priority of improving the health and well-being of the community was extremely important;

·         The risks had been adequately evaluated.

At the conclusion of the debate the recommendations were amended to reflect discussion and were duly proposed and seconded, and on being put to the vote, were carried (voting: 6 in favour, 0 against, 1 abstention).