CASTLEREAGH BOROUGH COUNCIL Minutes of the proceedings

Leisure Park Board - 18 August 2014
CASTLEREAGH BOROUGH COUNCIL
Minutes of the proceedings of the meeting of the Leisure Park Board meeting, held,
in committee, in the Board Room, Dundonald International Ice Bowl, on Monday, 18
August 2014, at 7:20 pm
PRESENT:
Alderman J White (in the chair)
ALDERMEN:
J Beattie MBE (Mayor)
M Henderson
COUNCILLORS:
Mrs A Beattie
B Hanvey
Ms V Nelson
T Morrow
Ms S Skillen (Deputy Mayor)
IN ATTENDANCE:
General Manager, DIIB Project Manager, Acting
Chief Executive and Members’ Services Officers
APOLOGIES:
Councillor Sandford and the Director of Leisure
Services.
LPB/2014/84: DECLARATIONS OF INTEREST
Members and Officers were invited to declare any pecuniary and non-pecuniary
interests (including gifts and hospitality) they should have in respect of items on this
agenda. There were no declarations of interest.
Noted.
LPB/2014/85: MINUTES OF LEISURE PARK BOARD MEETING HELD ON 21
JULY 2014 (copy previously circulated)
The General Manager advised that although the minutes of the Special Leisure Park
Board meeting of the 11 August 2014 were noted on the agenda as ‘copy to follow’,
these were not being tabled tonight as the Director of Leisure Services had been off
and had not been available to sign them off prior to the meeting. These would be
tabled at the September meeting for approval.
Following consideration of the minutes dated 21 July 2014, it was proposed by
Councillor Nelson, seconded by Councillor Skillen and subsequently
RESOLVED: - That the Minutes of the Leisure Park Board meeting held on 21 July
2014 be accepted as a true and accurate record of proceedings.
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Leisure Park Board - 18 August 2014
MATTERS ARISING
LPB/2014/86: LEISURE INDUSTRY WEEK (Minute ref LPB/2014/74 refers)
The General Manager advised Members that the cost of attending the forthcoming
Leisure Industry Week event was £1489.00, this was significantly less than the initial
proposed visit to the European Attraction Show.
Noted.
LPB/2014/87: EASTPOINT ENTERTAINMENT
LPB/2014/80 refers) – UNIT 5 EASTPOINT
VILLAGE
(Minute
ref
The General Manager advised that following last month’s meeting the Director of
Leisure Services had reminded the Eastpoint management that as Superior
Landlord, the Council had to give their advance permission for any lease to be
reassigned.
A request had now been received in respect of Holly Browns Ltd for Unit 5
Eastpoint. As detailed above, in order for the lease to be reassigned in respect of
Holly Browns it was necessary for Board approval.
RESOLVED: - Members of the Board granted approval for the Mayor and Acting
Chief Executive to sign as superior landlords, the reassignment of the lease for
Holly Brown’s Ltd for Unit 5 Eastpoint Development.
LPB/2014/88: UNIT 3 - EASTPOINT
The General Manager advised that another request had also been received in
respect of Unit 3, which was formerly Mookie World. The new request was for a
Funky Monkeys children’s soft play facility.
The General Manager urged caution to Members before agreeing to this request.
He reported that DIIB management felt that this proposal would be in direct
competition with Indianaland and would be contrary to the facility Outline Business
Case for the redevelopment. Whilst the previous facility, Mookie World, had been a
café/restaurant with ancillary soft play facility its target market had predominately
been pre-school children but Funky Monkeys target an age range similar to that
using Indianaland.
Following a brief discussion Members agreed that it would not be appropriate to
approve this lease, as they deemed that it would be in direct competition with the
Council’s own facility.
RESOLVED: - Members of the Board agreed that the Director of Leisure Services
should advise Eastpoint’s Solicitor that the Council would be objecting to the
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Leisure Park Board - 18 August 2014
reassignment of the lease for unit 3 to Funky Monkeys, as they felt this facility would
be in direct competition with the Council’s own facility.
LPB/2014/89: TRADING ACCOUNTS
The General Manager took Members through the trading accounts for the period
1 April 2014 to 31 July 2014 (Period 4). He reported that the overall favourable
variance continued from period 3, this favourable variance was across all cost
centres apart from the Ice Rink which was showing an adverse variance in
comparison to the projected budget.
He highlighted that the CHP unit remained out of use due to repair work, this
obviously impacted on the electricity and gas budgets but it was hoped that this
would be repaired in the near future.
Noted.
REPORT FROM DIRECTOR OF LEISURE SERVICES
The General Manager presented this report in the absence of the Director of Leisure
Services.
LPB/2014/90: CHP UNIT
As already referred to above, the General Manager advised Members that the CHP
unit had been out of use from 9 June - 6 July 2014. An initial repair had been carried
out following ignition problems; once these repairs had been fixed the unit then
experienced overheating issues, resulting in the unit having to be switched off again
on 17 July 2014. Unfortunately the unit currently remained out of use but it was
hoped that it would be up and running again very soon.
He reported that it was estimated that the cost to repair the ignition problem would
be approximately £1000.00 and the overheating repairs were likely to be in the
region of £3000.00
Members noted the unplanned expenditure required to resolve maintenance issues
with the CHP unit within the facility.
Noted.
1.
LPB/2014/91: TENDER FOR SUPPLY AND DELIVERY OF COLD DRINK
VENDING PRODUCTS (LPB/2014/55 REFERS)
The General Manager updated Members in respect of the procurement exercise for
the supply of soft drinks in relation to the Council’s corporate vending service, for
the term of 2 years.
He reported that the tender had been advertised through the Belfast
Telegraph/Castlereagh Borough Council’s Website. 5 tender packs were issued and
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Leisure Park Board - 18 August 2014
2 companies returned completed tenders by the specified deadline of 12 noon on
Friday 11 July 2014, as follows:


Britvic Northern Ireland Ltd
Coca Cola HBC NI
The evaluation panel consisted of the Business Manager for Leisure Services,
Vending Co-ordinator and the Assistant Procurement Officer. Members were then
shown a detailed breakdown of the scoring used during the Procurement Process.
The General Manager reported that a Promotional Literage Rebate would be
payable to the Council in respect to the contract; the value of this rebate should bring
the overall net cost to the Council of the contract to below the £100,000 threshold,
for which Shadow Council approval would also be required. He added that following
discussion and agreement with the Director of Leisure Services in Lisburn, the
contract had provision to extend to current Lisburn facilities post 1 April 2015.
Approval had been granted at the July Board for the contract award to be approved
by the Chairman with retrospective approval brought back to the August Board.
RESOLVED: - Members of the Board
(a)
(b)
granted retrospective approval for the contract to be awarded to Britvic having
been judged by the panel to represent the best value for money at a contract
value over the 2 year period of approximately £125,850, before rebate.
approved the contract being brought before the Shadow Council in
September for noting, as post 1 April 2015, there is the opportunity within the
contract to extend it to current Lisburn facilities.
LPB/2014/92: BELFAST GIANTS AGREEMENT (Minute ref LPB/2014/64 refers)
The General Manager advised that he had met with representatives of the Belfast
Giants on 28 July 2014 to discuss the 2014-15 Agreement. He advised that the
number of ice sessions had reduced slightly, however, the price per session had
increased, which resulted in the contract only being approximately £100.00 less in
value from the previous year’s agreement.
RESOLVED:- Members of the Board accepted the Belfast Giants 2014/2015
Agreement.
LPB/2014/93: BATTLEFIELD SPORTS
The General Manager advised that following approval from Members at the July
Board meeting, Management had resolved the ‘writing off’ of the debt associated
with Battlefield Sports. Management would continue to liaise with the tenant to
ensure that the lease was terminated appropriately.
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Leisure Park Board - 18 August 2014
Noted.
LPB/2014/94: SOCIAL MEDIA POLICY
The General Manager reported that following the approval of the Facility Social
Media Policy at the July Board meeting, research had since been conducted on the
settings available via Facebook to provide assistance with out of hours monitoring
of the site.
A number of options had been identified, including the ability to block any defamatory
key words and ensure any postings to the site require prior approval from the site
administration team before the posting becomes visible on the Ice Bowl page. He
advised that this will allow all ‘posts’ out of hours to be reviewed so any ‘posts’, that
fail to meet the Council rules, can be blocked preventing them being published on
the facility page. To ensure the site is interactive for customers and maintains the
flow of 2 way communication which is associated with Facebook, it is important that
any negative postings, which meet the Council rules, will still be posted on the page
after they are reviewed. The General Manager advised that there was still the
potential for the pubic to ‘tag comments’ onto one of the Council posts, which could
not be blocked prior to viewing. He explained that the feature for blocked words will
also evolve over time due to the scope of inappropriate words and variation in
spellings which could potentially be used. The social media policy and house rules
will be reviewed after 6 months to identify any areas for development, following the
initial test stage.
The General Manager also advised that the Senior Management Team had asked
that the Policy be adapted to become a Council Policy.
Noted.
LPB/2014/95: CHERNOBYL VISIT
The General Manager reported that the visit by Chernobyl children and their host
families, took place at the facility on Friday 1st August 2014.
Members were advised that the party had enjoyed their experience immensely and
they had asked that their sincere thanks be passed to the Board for their visit.
Noted.
LPB/2014/96: YOUTH EMPLOYMENT SCHEME
The General Manager advised that following approval by Members at the July Board
meeting, management had transferred the employee onto the Enhanced Employer
Subsidiary Scheme and offered her a 52 week fixed term contract as a Recreation
Assistant at Dundonald International Ice Bowl.
He added that Management would continue to promote opportunities on the existing
Skills Development Programme and was in the process of interviewing potential
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Leisure Park Board - 18 August 2014
candidates for a 6 month placement on the programme. He added that assuming
suitable candidates could be found, the successful appointee’s position will once
again be fully funded by the Department for Education and Learning (DEL)
Noted.
LPB/2014/97: CHARITY ICE HOCKEY MATCH
The General Manager reported that Management were currently in the process of
finalising arrangements for the Charity Ice Hockey Match that had been approved
by Members at the July Board meeting. At the meeting clarity had been sought
regarding the arrangements previously agreed by the Board on Charity fundraising
opportunities made available to user groups and the wider community. The General
Manager referred Members to Document 2 which detailed the terms of the
arrangement previously agreed by Members (Minute Reference LPB/2011/147) for
Dundonald International Ice Bowl to host an Open Charity Tenpin Bowling Night.
The General Manager asked Members to note that whilst management extended
the offer to all user groups and some from the wider local community the event did
not progress due to a lack of response from the invited groups. No such arrangement
was progressed at that time for use of the rink and it was agreed that further requests
for the rink would each be considered on their merits.
Noted.
LPB/2014/98: MINUTES OF INVESTMENT DECISION MAKER HELD ON 21
JULY 2014
RESOLVED: - That the Minutes of the Investment Decision Maker meeting held
on 21 July 2014 be accepted as a true and accurate record of proceedings
ANY OTHER BUSINESS
LPB/2014/99: CHARITY LUNCH
The General Manager advised that the Catering Manager had requested the use of
Alaska Café on 19 September 2014, to host a Charity Lunch, with all proceeds
raised going to the Mayor’s Charity, Marie Curie Cancer Care.
RESOLVED: - Members of the Board granted approval for the free use of Alaska
Café to host a Charity Lunch in aid of the Mayor’s chosen charity, Marie Curie
Cancer Care.
The meeting ended at 7:35 p.m.
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Leisure Park Board - 18 August 2014
___________________________
CHAIRMAN
_____________________________
CHIEF EXECUTIVE
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