Agenda item

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1        The purpose of this report is to update Committee on the Management Arrangements at Sally Gardens. 

2.0       Recommendations

2.1       The Committee is asked to;

·        agree to continue with a management agreement in respect of the 3G pitch, to include the changing pavilion upon completion; and that Legal Services prepare a suitable agreement to outline the terms of the agreement.   The Committee is asked to agree that the duration of the agreement be extended to 3 years and that a review of arrangements is carried out in advance of this period ending to determine the effectiveness of the arrangements and future requirements.

3.0      Main report

3.1       The Committee is reminded that its meeting on 9th February 2016 it received a report, a copy of this is available on modern.gov which set out the arrangements agreed under Local Government Reform in respect of land and facilities at Sally Gardens which had previously come under the Lisburn City Council boundary.

3.2       In subsequent meetings the Committee approved a pilot management arrangement in respect of the newly constructed 3G artificial turf pitch.  It was agreed at meetings in April 2016, September 2016 and in February 2017 to pilot a management process.  This was initially piloted and reviewed and subsequently extended to allow adequate time to consider the arrangement. 

3.3       A list of the duties undertaken by Poleglass Association is available on modern.gov. 

3.4       Feedback from the Park Manager and the Council’s Booking Office have confirmed that the arrangement with the Association has worked well and that they have fulfilled the duties required of them.  It has been noted that the Association deals with issues around unauthorised use and reports any damage to the facility, normally the fencing.  To address this particular issue the Association has put in place an intervention programme with local young people and while still in its early stages appears to be working. 

3.5       The Association also manage the Community Centre and is able to provide a joined up offering of services to the community and integrate the pitch with wider community activities.  The Association had hoped to increase usage during the traditional off peak hours but has not yet realised this.  It does however intend to continue to promote use of the facility. 

3.6       A brief summary of the figures from August 2016 to July 2017 inclusive are provided below. 

·        This total includes match bookings.  Bookings and income are processed through the Council’s Pitch Booking line.  An agreed method is in place to deal with last minute bookings on site.

3.7       Members will note that the usage figures fluctuate over the period of the past year.  The low figures in December and from April to July are essentially consistent with the end of the soccer season.  Members will also note that many of the bookings are for concessions, i.e. under 19’s.  Members are also asked to note that the main use is for training.  It is hoped that the construction of the new changing pavilion, scheduled to complete in August 2017 will facilitate greater use of the facility by adults and also to accommodate more competitive matches.

3.8       The Committee is reminded that a changing pavilion is currently under construction on the site.  This has been funded jointly by the Council and the Department for Communities and is scheduled to be completed August 2017.  This will enable matches to be played on the facility and will make it more attractive to users, existing and potential.  

3.9       The opening and closing of the new changing pavilion will be undertaken by the Association who will also clean the facility.  Maintenance will however be a Council responsibility. 

3.10     The Association is satisfied with the arrangement, they have stated that the short term nature of the agreement creates an element of uncertainty and as such it is unable to fully plan ahead.  The association would therefore welcome the continuation of the management agreement and would welcome a longer period of agreement.

            Options

3.11     Members have three main options:

1.     Agree not to continue with the agreement and to absorb the duties within existing financial arrangements.

2.     Agree to continue with the agreement on a short term basis; and

3.     Agree to continue with the agreement and extend the period to 3 years, with a review carried out by Officers and a report provided to Members in advance of this period ending.

3.12     In relation to Option 1, this is discounted.  Members are reminded that there was an agreement with Lisburn City Council that the facility would be managed by the Association and that under LGR the Council is honouring this legacy agreement.  In addition the relationship with the Association is a good one and it appears to be working well.  The Association provides an on site presence and can cater for last minute bookings which may be difficult for the Council to emulate.

3.13     In relation to Option 2, this is discounted as we have been operating under short term agreements for the past year and been reviewing the arrangements.  The Association has already indicated a preference for a longer period of agreement which would enable it to take a more proactive and longer term approach to the use of the facility. 

3.14     It is therefore suggested that option 3 be agreed.

            Financial and Resource Implications

3.15     The monthly management fee has been incorporated within the area budget and includes management of the new pavilion. 

            Equality or Good Relations Implications

3.16     There are no equality or good relation implications at this time.”

            The Committee adopted the recommendations.