Agenda item

            The Committee was advised that a request had been received from the Ardoyne Kickham’s and the Pearse’s Gaelic Athletic Clubs in relation to key holding arrangements for the Cliftonville Playing Fields and its ancillary facilities.  The Assistant Director reported that both clubs used the playing fields as their home venue for match fixtures and had been conducting training sessions there when the pitch was not closed for renovation works. 

            She pointed out that both clubs met periodically with Council officers regarding use of the site and, during those meetings, had expressed an interest in becoming key holders for the entrance gate to the playing fields and its toilet facilities.  Those toilet facilities were alarmed and secured separately from the main changing building and it was on that basis that the request could be considered.  Currently, when a member of staff was available to work the shift, the site was booked through the Council’s Outdoor Leisure Unit. However, not all bookings, particularly those received at the last minute, could always be accommodated.  She stated that both clubs had explained to the Department that toilet facilities were required under health and safety guidelines but there was no requirement for dressing rooms for training sessions.  The arrangement would enable both clubs to train at the site without the Department having to incur staff overtime costs.  Match fixtures organised by the Gaelic Athletic Association would still require full use of the facilities and normal booking arrangements would apply.

            The Assistant Director stressed that all usage, matches and training sessions would required to be booked through the Outdoor Leisure Unit and that a cost without changing facilities would be applied.  This would ensure that:

(i)      there were no fixture clashes between the clubs or any other user;

(ii)     the income which the site generated from usage was protected;

(iii)    the Parks Manager could obtain usage figures to assist with the appropriate management and maintenance of the site and the grass pitch; and

(iv)    the Outdoor Leisure Unit could effectively manage all requests for usage.

            She pointed out that an appropriate legal agreement, similar to that for the “Out of Hours” use at the Council’s leisure centres, would be prepared by the Assistant Chief Executive/Town Solicitor and that the document would outline the terms and conditions of the key holding arrangements and protect the Council in relation to all operational and health and safety implications.  Training would be required in relation to the use of the toilet facilities and the opening and closing of the site.  Usage would still take place within the site’s normal hours of operation.  She recommended that the Committee grant authority for the Ardoyne Kickham’s and Pearse’s Gaelic Athletic Clubs to have key handling responsibilities for access to the Cliftonville Playing Fields and toilet facilities, subject to satisfactory terms being agreed by the Director of Parks and Leisure and on the condition that:

·        both clubs managed all operational and health and safety issues to the Council’s satisfaction;

·        the completion of an appropriate agreement to be prepared by the Assistant Chief Executive/Town Solicitor; and

·        prior to actual usage, all bookings be arranged with the Outdoor Leisure Unit.

            The Committee adopted the recommendation.