Agenda item

            The Committee considered the following 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:

                                          i.     agree to extend the current management agreement in respect of the 3G pitch and changing pavilion to 31st March 2020 in line with other BCC revenue contracts with the group;

                                         ii.     agree that a review of arrangements is carried out in advance of this period ending to determine the effectiveness of the arrangements and recommend future requirements.

3.0       Main report

            Key Issues

3.1       The Committee is reminded that at its meeting on 9th February 2016 it received a report 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       The Committee is reminded that a changing pavilion was completed in August 2017.  Jointly funded by the Council and the Department for Communities, this enables matches to be played on the facility thus making it more attractive to users, existing and potential.  The opening and closing of the new changing pavilion is undertaken by the Association who also clean the facility.  Maintenance is a Council responsibility. 

3.4       While satisfied with the arrangement, the Association stated that the short term nature of the agreement creates an element of uncertainty and as such it is unable to fully plan ahead.  In response to this, Committee reviewed the existing agreement in August 2017 and agreed to 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.

3.5       Feedback from the Park Manager and the Council’s Booking Office have confirmed that the arrangement with the Association continues to work well and that they have fulfilled the duties required of them.  It has also 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. 

3.6       Committee should note that 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.  To support the management of the centre and the delivery of the community programme, the Association receive a revenue support grant of £55,183 which is reviewed and agreed annually within council’s Community Development support programme.

3.7       In order to align the time-frame of this funding agreement with Poleglass Community Association with other BCC funding arrangements with the group, committee are asked to extend the current contract period to the end of this financial year, 31st March 2020.  This will permit sufficient time for officers to engage with the Association in order to complete a review of all the existing arrangements with the group to determine their effectiveness, consider alignment with other council arrangements of this type and inform future requirements.

3.8       The monthly management fee of £3,666 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.

            Financial and Resource Implications

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

            Equality or Good Relations Implications/

            Rural Needs Assessment

3.10      There are no known Equality or Good Relations/Rural Needs Assessment issues associated with this report.”

            The Committee adopted the recommendations.