| Item | Description | Resolution |
|---|---|---|
| PART 1 - PUBLIC | ||
| LAA 13/013 |
Declarations of interest. |
There were no declarations of interest made in accordance with the Code of Conduct. Councillor Bishop informed the Advisory Board that he was a member of East Malling and Larkfield Parish Council which was referred to in the Leisure Trust item. |
| LAA 13/014 |
Minutes |
RESOLVED: That the notes of the meeting of the Leisure and Arts Advisory Board held on 26 February 2013 be approved as a correct record and signed by the Chairman. |
| LAA 13/015 |
Tonbridge Arts Festival |
The Chairman of the Tonbridge Arts Festival Committee, Mr Andy Brett, gave a presentation to Members which updated on progress being made towards this year's Festival. The Festival would take place over the weekend of 5, 6 and 7 July and the programme of events was outlined. One of the featured events was a world record attempt for the hand jive, rehearsals for which were arranged for 16 and 30 June at the Angel Centre. Finally, Mr Brett was also pleased to report positive ticket sales to date. Thanks were extended to the Tonbridge Arts Festival Committee for their effective engagement, organisation and contribution to the community event. Members welcomed and supported the Festival as it promoted Tonbridge and encouraged community involvement. |
| MATTERS FOR RECOMMENDATION TO THE CABINET | ||
| LAA 13/016 |
Leisure Facilities - Establishment of New Trust |
The Director of Street Scene and Leisure updated Members on the establishment of a new Leisure Trust to manage the Borough Council's main leisure facilities. Draft Heads of Terms were also presented for consideration and approval. It was reported that good progress was being made and the project remained on target for a transfer date of 1 November 2013. The consultant engaged by the Borough Council to offer expert advice and assistance, Mr Robin Thompson of RPT Consulting, was also present to answer Members' questions. Careful consideration was given to the management and funding agreement, leases, transfer agreement and support services agreement contained in the draft Heads of Terms. Key points highlighted, discussed and noted included the scope of services, 'break' clauses, the ability of the Borough Council to review funding and termination clauses. The relationship between the Leisure Trust and the Borough Council was also explained. In addition, Members queried budget overspend arrangements, financial surplus, maintenance responsibility and the delivery of key objectives and outcomes. These were addressed by the consultant to the satisfaction of Members, although the comments were noted for future inclusion in the next iteration of the Heads of Terms where appropriate. It was proposed that 't&mactive' be adopted as a brand name to be used as a marketing tool. Finally, Members were reassured that the role of the Leisure and Arts Advisory Board would continue to be important to review and monitor the performance of the Trust, as well as recommending fees and charges for the facilities. RECOMMENDED: That (1) the Memorandum and Articles of Association for the new Trust be noted; (2) the draft Heads of Terms, outlined in Annex 2 to the report, be approved; (3) the formal agreements between the Borough Council and the Trust, outlined at sub-section 1.2.2 of the report, be reported to the next meeting of the Advisory Board; (4) the Leisure Trust Business Plan be reported to the next meeting of the Advisory Board; (5) the authority delegated to the Interview Panel to appoint Trustees be noted; (6) the leases relating to the leisure facilities being managed by the Trust on behalf of the Borough Council be reported to a future meeting of the Finance, Innovation and Property Advisory Board; and (7) the Trust's proposed brand name, to be used as a marketing tool, of "t&mactive" be approved, subject to final comment from Cabinet. *Referred to Cabinet |
| LAA 13/017 |
Tonbridge Racecourse Sportsground - Draft Management Plan Decision Notice D130055MEM |
The Director of Street Scene and Leisure and the Cabinet Member for Leisure, Youth and Arts presented a draft Management Plan for Tonbridge Racecourse Sportsground and sought comments prior to a formal public consultation. It was reported that the draft Plan was intended to provide guidance and direction for the management of the Sportsground and to inform future maintenance and development of the site. It was noted that the document could also assist in securing external funding. In response to concerns regarding the sustainability of parking, the Director of Street Scene and Leisure advised of plans to extend the car parks in Lower Castle Field and adjacent to the rugby club. The latter would provide extra spaces and bring it under the management of the Borough Council. Members congratulated officers on a comprehensive and well produced management plan. RECOMMENDED: That (1) the draft Tonbridge Racecourse Sportsground Management Plan be circulated for public consultation as outlined in the report; and (2) following public consultation, the final Management Plan be brought forward to a future meeting of the Advisory Board for consideration. |
| LAA 13/018 |
Tonbridge Cemetery - Memorial Vaults Decision Notice D130056MEM |
Members received the report of the Director of Street Scene and Leisure and the Cabinet Member for Leisure, Youth and Arts which set out a proposal for the installation of additional Memorial Vaults at Tonbridge Cemetery. It was noted that the proposed scheme would be funded within the Capital Plan. Members were advised that it was now proposed to provide 62 vaults rather than 75 as originally intended, as this was a better use of the available space. In addition, Members were assured that careful consideration had been given to value for money, not only in the income generated from the sale of the vaults but in the value of the service provided to residents. Members were also advised of the specialist nature of the work and the desire to have the same style and materials. This had resulted in the contractor who had installed the original vaults being appointed to progress the new works. RECOMMENDED: That (1) the proposed design for the installation of additional Memorial Vaults at Tonbridge Cemetery be approved; and (2) the Columbaria Company be appointed to progress the works. |
| LAA 13/019 |
Leisure Facilities - Customer Panel Meetings Decision Notice D130057MEM |
The report of the Director of Street Scene and Leisure and the Cabinet Member for Leisure, Youth and Arts sought the appointment of Member representatives to attend Customer Panel meetings at the Borough Council's main leisure facilities until May 2014. Members recognised that Panels provided a valuable means of liaison and engagement with users but also noted the challenges in attracting new customers to participate. RECOMMENDED: That the Group Leaders, in consultation with the Leader, the Cabinet Member for Leisure, Youth and Arts and officers, be invited to nominate representatives to serve on the Customer Panels at the main leisure facilities until May 2014. |
| LAA 13/020 |
Capital Projects - Post Implementation Reviews Decision Notice D130058MEM |
Consideration was given to Capital Plan Post Implementation Reviews in respect of three completed schemes. It was reported that the Reviews indicated successful implementation of the projects. RECOMMENDED: That the Post Implementation Reviews for the projects outlined in the report be endorsed. |
| LAA 13/021 |
Mystery Shopper Reports Decision Notice D130059MEM |
The report set out the results of the 2012/13 mystery shopper visits to the Borough Council's main leisure facilities. A number of key areas for improvement to be addressed at each facility were also identified. It was reported that the overall average for the facilities provided by the Borough Council was 87.5%, which was a significant increase from the average score in 2011/12. Particular reference was made to the Tonbridge Swimming Pool score of 94% for the first visit, which was the highest score of all 160 visits undertaken in the year. RECOMMENDED: That the 2012/13 Mystery Shopper results be noted, the identified areas of improvement be addressed and the results be considered within the relevant Service Improvement Plans for each facility. |
| MATTERS SUBMITTED FOR INFORMATION | ||
| LAA 13/022 |
Tonbridge Sports Association Annual Report |
The Advisory Board received the Annual Report of the Tonbridge Sports Association for 2012/13 which was presented by Mr Alan Nicholl, the Association's Chairman. Members expressed their appreciation of the work of Mr Nicholl and the positive working partnership between the Sports Association and the Council. |
| LAA 13/023 |
Children and Young People Update |
Members were updated on key areas of the Children and Young People work programme including Activate, the Summer Playscheme, Y2 Crew, the Local Children's Trust Board for Tonbridge and Malling and Kent County Council's Review of Youth Services. |
| LAA 13/024 |
Commissioning of Youth Services |
The Director of Street Scene and Leisure updated Members on the Commissioning of Kent Integrated Youth Services. |
| LAA 13/025 |
2013 Coach of the Year Award |
Members were updated on arrangements for the 2013 Coach of the Year Award together with the Lifetime Achievement in Sport Award. The Chairman suggested that the application details were sent to all Members and encouraged them to canvass local organisations and groups for nominations. |
| LAA 13/026 |
Capital Plan Schemes |
The report of the Director of Street Scene and Leisure advised of progress made with schemes contained in the Leisure Services Section of the Capital Plan. |
| LAA 13/027 |
Leisure Facilities - Financial Performance |
The report of the Director of Street Scene and Leisure presented details of the overall financial performance of the Leisure Services Business Unit and submitted management information for Larkfield Leisure Centre, Angel Centre, Tonbridge Swimming Pool, Poult Wood Golf Centre, Tonbridge Castle Tourism/Customer Services, Tonbridge Cemetery, Country Parks and Poult Wood Grounds Maintenance. Members were advised of a strong income performance and an above profile position against the revised estimate of £98,442 at the year end. It was encouraging to note that the better than expected position was due to an over achievement in income rather than cost savings. Particular reference was also made to the poor income performance of Poult Wood golf course. It was unclear how much of the decline was linked to the economic downturn or the extremely poor weather conditions for the majority of the year and the impact of major events in the summer, such as the Queen's Jubilee and the Olympics. |
| MATTERS FOR CONSIDERATION IN PRIVATE | ||
| LAA 13/028 |
Exclusion of Press and Public |
There were no matters considered in private. |