Improving Leisure Centres - Borough of Poole - Leisure Services

Improving Leisure Centres - Borough of Poole - Leisure Services

IMPROVING LEISURE CENTRES

INFORMATION FOR SPORTS COUNCIL

10TH DECEMBER 2003

1Introduction

1.1The Council is currently considering inviting potential partners to help manage and improve its leisure centres. This work covers Rossmore Leisure Centre, Ashdown Leisure Centre, the Dolphin Swimming Pool and an option to include the Poole Sports Centre (managed by the Poole Sports Trust).

1.2This course of action follows the Best Value Review of leisure services which concluded that leisure centres need to be improved but that funding to achieve this was unlikely to be available to be allocated by the Council.

1.3This report and attached documents are intended to provide information and consultation opportunity for the Sports Council on the process.

2Current Phase –Expressions Of Interest

2.1Adverts were placed in October seeking expressions of interest and 15 organisations enquired. Of these, six organisations submitted documents formally expressing interest. Each included a completed application form, financial accounts, information on experience and outline proposals.

2.2The Leisure Centres Working Group (LCWG) has considered the documents and is recommending that two organisations be excluded from the process on the basis of various factors such as limited experience or poor outline proposals. Four are therefore recommended to be invited in February to submit detailed bids, subject to references and Cabinet approval in January.

3Summary of Expressions of Interest Received

3.1The details of the bids are confidential although they are open to inspection by Members and Officers of the Council via Leisure Services. To maintain confidentiality the organisations will be referred to by numbers in this report.

3.2Expression of Interest 1 – A large organisation very experienced in managing leisure centres for local authorities including several joint use facilities with schools. Likely to wish to set up as a not for profit organisation. A good outline proposal addressing all the requirements. Strong on consultation, marketing, continuous improvement and good on TUPE.

3.3Expression of Interest 2 – A smaller, not for profit organisation very experienced in managing leisure centres for local authorities including a school. A good outline proposal, strong on health, sports development, quality and TUPE.

3.4Expression of Interest 3 – A fair sized organisation with experience in running many leisure facilities including three joint use. Likely to wish to set up as a not for profit organisation. Fair outline proposal, strong on TUPE and marketing, weak on specific improvement proposals, funding likely to be available.

3.5Expression of Interest 4 – A medium to large organisation, likely to wish to set up as a not for profit organisation. A Fair outline proposal, strong on TUPE and marketing, weak on specific improvement proposals.

3.6All four bids covered, to a greater or lesser degree, the following:

• Working with partners
• Improving and re-branding fitness facilities
• Improvements to catering
• Improvements to décor
• Marketing proposals to increase usage
• Recognised quality systems
• Proposals to consult and appropriately transfer staff under TUPE regulations
• Quality and continuous improvement

3.7Comments and questions on this would be welcomed.

4Next Phase - Inviting Detailed Proposals

4.1Subject to approval of the LCWG in December, the Environment Overview Group and Cabinet in January, invitations will be sent on the 3rd February 2004.

4.2Much of the documentation at this stage includes legal details. However, one section – ‘Statement of Service Requirements’ - covers guidance for potential partners on how to submit proposals for the centres that address the Council’s needs and aspirations. A draft of this section is circulated for consideration – some of the detail is incomplete as yet but this is an opportunity for members of the Sports Council to express their views on the content which will hopefully steer the potential partners into making the bids we all want to receive. Comments on this would be welcomed.

4.3 Whilst detailed bids are being prepared the LCWG may carry out visits to centres currently run by potential partners.

5Evaluating Detailed proposals

5.1Clearly it is very important that the final proposals are carefully evaluated in order to determine the best set of proposals for all our leisure centres users now and in the future. Details are still being developed and it is expected that the main headings of the Business Plans (see Statement of Service Requirements) will be used as key factors to evaluate using a weighted point-scoring system. Comments on this would be welcomed.

5.2The service evaluation will be weighed against the financial analysis which will consider the balance of revenue and capital implications of all bids. Putting the two together should allow for the best bid to be clearly identified.

5.3The details of this process are being designed still but it is expected that the LCWG will form the core of the evaluation panel, advised by officers. It is expected that potential partners will be asked to make presentations to the panel. Comments on this would be welcomed.

Clive Smith

Head of Leisure Services

PART 2 - SCHEDULE 1 - STATEMENT OF SERVICE REQUIREMENTS

1.PURPOSE

1.1The Borough of Poole wishes to consider working in partnership with another provider to manage and improve the facilities for the betterment of the community and partners involved. This objective will form a key element of the final selection and consideration.

2INTRODUCTION

2.1This document aims to guide potential partners of the Council and assist them in targeting their bids to meet the Council’s aspirations for improving Poole’s Leisure Centres.

2.2The Council will expect proposals to demonstrate how continuous improvement will be achieved over the life of the contract. Where appropriate proposals must cover compliance with any relevant performance indicators and the development of performance indicators that are appropriate for the Services and comparable with those used by other local authorities, public sector service providers and the private sector. You should be able to demonstrate that you have used your knowledge and experience to assist in formulating your methods and indicators.

2.3Unless some other joint venture vehicle is established by agreement the Council are seeking to operate this contract as a contractual partnership and the Council expect companies to show how they will provide the Services on this basis and how they will approach this method of working over the contract period.

3STRATEGIC CONTEXT

3.1The Borough of Poole is a dynamic authority, working hard with local people to improve quality of life and build active communities. The following will give further insight into the nature of the organisation and its aspirations.

3.2The Council’s Strategic Framework

The Council’s Vision, Mission and Core Values are shown in Appendix 1

3.3The Leader’s Priorities

The Leader’s Priorities for the Council are shown in Appendix 1. In summary, the main headings are:

1. Young people
2. Economy
3. Pride in Poole
4. Building communities
5. Health

3.4Leisure’s Strategic Aims

The specific aims of Leisure Services are shown in Appendix 1

In terms of sports & recreation, the aims of Leisure Services are as follows:

• Ensure the right sporting opportunities are available in the community
• Work with partners
• Increase participation
• Inform and involve people

4BEST VALUE REVIEW OF SPORTS & RECREATION

4.1Looking at leisure centres specifically, the review concluded that:

1 / The service is important and should be continued
2 / There are real improvements needed that seem realistic and achievable-
a)invest in the infrastructure
b)new fitness equipment
c)better customer care
d)better cleanliness
e)more and better marketing and promotion
f)new membership schemes and payment methods
g)introduce credit/ debit card payment
h)introduce electronic booking and information management (Leisureflex)
All of these will contribute to increased use (output) which in turn means more people actively engaged in healthy activity linked to Council objectives (outcome). Increased income would also be a consequence.
3 / A re-structured strategic pricing policy is needed across all 3 centres
4 / The performance indicators suggest Poole’s leisure centres are low cost compared to others. This indicates that improvements solely aimed at cost savings would be unlikely or inappropriate.
5 / A collection of measures as above is required to improve the service and to halt the decline in participation and income. Some of the improvements should be addressed immediately (eg credit card payment) but the question of whether internal (Council staff) or external (private company or Trust) provision would better realise all of the improvements is complex. The Council is unlikely to have the capital needed to improve facilities and there is evidence to support seeking external expressions of interest, although consultation shows support for continuing to run internally. Private companies have experience in this field and can bring investment. The trust option indicates possible savings which could fund service improvements. However, joint school use issues and possible relocation of the Dolphin Pool increase the complexity and cloud issues of timing and costing……

4.2Members of the Council decided after the completion of the BVR to seek proposals from potential private partners. It was agreed that these proposals would be compared against the current in-house provision as a benchmark and that there would not be an in-house improvement bid.

5SUMMARY OF DESIRED OUTCOMES

5.1The overall desired outcomes for the process can be shown in sequence as follows:

6SERVICE REQUIREMENTS

6.1There is a clear wish to be open to proposals that are innovative and bold and so this document will not be prescriptive about how these outcomes are to be achieved. Proposals for different options regarding improvements, capital investment, revenue flow and length of contract will be considered and evaluated carefully.

6.2Current Provision In-house

The Council’s Leisure Services will not be bidding in this process. If the final bids do not demonstrate improvement over the current level of provision without additional revenue costs to the Council, the Council reserves the right not to accept any bid. The evaluation criteria and process will ensure that fair comparison between bids is made and that they are compared relative to current provision.

6.3Poole Sports Trust

The existing Poole Sports Trust have indicated that they are not likely be in a position to make a bid with the necessary investment to improve Poole’s leisure centres. They currently operate the Poole Sports Centre (near to the Dolphin Swimming Pool in the town centre) and have agreed that this centre can be considered to be a part of the process. It has similar refurbishment needs to the Council run Dolphin Swimming Pool.

The Trust also operates the Broadstone Leisure Centre and will continue to do so, separately from this process.

6.4Building and facilities maintenance

All of the leisure centres have maintenance and refurbishment needs. Condition surveys are included in the appendices. Proposals should include all maintenance needs of the facilities and the buildings in a programme with estimated budgets.

6.5Joint use facilities

The Rossmore Leisure Centre and Ashdown Leisure Centre are both jointly used by the school and the community. Proposals must take into account the need to protect and develop curriculum use, increase use by students outside of school time, and increase community use. Both sites are subject to Community Use Agreements (copies provided in appendices) and the successful partner will be required to participate in Community Use Management Committees at both sites.

6.6Rossmore Leisure Centre

The first phase of the Rossmore Leisure Centre was opened in September 1992 utilising the school's existing sports hall, two ancillary changing rooms and a small but well appointed fitness suite, providing joint use facilities with the Rossmore Community Sports College (both were originally named Kemp Welch).

The advent of the Lottery fund enabled the Borough to add considerably to these facilities and the 'new' Leisure Centre opened in May 1998. Facilities include a Swimming Pool, 128 car parking spaces, Gymnastics and Trampolining Centre of excellence, new Fitness Suite, outdoor changing, Play Zone, Bar and social areas.

The moveable swimming pool floor gives maximum flexibility and enables us to vary the programme to suit all users and provides the opportunity for extensive shallow water when required.
The pool changing village is designed to achieve the most logical progression for changing in comfort and with ease. The changing area is fully open to the pool side and ensures maximum supervision with minimum effort from the management. New outdoor changing rooms have also been provided to eliminate the need to trek down corridors with muddy boots.
The Children's Cone of Adventure is a circular children's play zone in a double height room giving space for the latest adventure play equipment. The attractive 'tree type' laminated timber structure and boarding enhances the exciting feel of the room.

All areas of the Centre are accessible for our customers with disabilities and special needs and special equipment is provided in appropriate changing cubicles, toilet and shower areas. Provision has also been made for a pool side hoist.

The Borough Council and Governors of Rossmore Community Sports College seek to obtain maximum usage of the facilities, with a balanced programme of activities for the local school and community alike.

The gymnastics and trampolining centre of excellence is subject to an agreement with Gymnastics Performance & Potential (GPP) which designates the centre as a British Gymnastics High Performance Centre. This runs from 1 April 2003 to 30 September 2004 subject to continuance of lottery funding.

Rossmore Community College has just achieved Sports College status and is subject to ongoing development of a community campus -a children’s nursery and Adult Education services are also provided at the College and a library is being developed. The successful bidder will be required to participate in this development.

6.7Ashdown Leisure Centre

In 1989 the Borough opened its first Joint Use Leisure Centre at Ashdown School, situated on the northern outskirts of Poole, in Canford Heath.

A large multi-purpose sports hall lends itself perfectly to a wide range of sports, as well as comfortably holding up to 150 for Keep Fit and Circuit Training. The Community Hall is ideal for Tumble Tots, Martial Arts, meetings, dance classes and children’s discos and parties. The Fitness Room reflects the informal atmosphere of the centre and is popular with all ages and levels of fitness. Ashdown is one of only a few centres in the area which has retained its 2 squash courts, with a specially discounted rate at the weekends.
Outdoors, there is a full-sized floodlit Artificial Grass Pitch suitable for hockey as well as football. Also floodlit are the 4 Tennis Courts which are also marked for Netball.
Children are catered for with Trampoline courses throughout the year, as well as very popular Football courses for boys and girls from 6 years old. Activities are organised for every school holiday, with a number of intensive coaching weeks during the summer.

Ashdown Athletics Track:

The floodlit all-weather 400 metre athletic track was opened in the year 2000, built to IAAF standards and consists of 6 lanes with an 8 lane straight. Suitable for training and competition, the track has a full range of field event facilities: Pole Vault, Discus/Hammer Circle, Shot Put, high Jump, Triple/Long Jump and Steeplechase. Equipment is available for schools and senior competitions. The track is the home of local Athletics Clubs offering coaching and the opportunity to compete in local and regional leagues.

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6.8Town Centre Leisure Facilities

6.9The Dolphin Swimming Pool

Opened in 1974 in the Town Centre, within walking distance of bus and train stations. A large surface car park is adjacent (charges apply).

There are three pools - a 33.3 metre main swimming pool, a diving pool (with 1, 3 and 5 metre diving) and a teaching pool. A new changing village has recently been completed and there are ample spectator facilities.
Other facilities at the complex include the ‘Sensations’ Health Suite which incorporates a spa, solarium and sauna together with a fully equipped air conditioned fitness room.

The centre faces significant electrical and mechanical investment needs.

6.10Poole Sports Centre

Situated in the town centre is currently managed by Poole Sports Trust Ltd and opened in 1969. The centre has an extensive range of facilities which includes a multi purpose sports hall, squash courts, fitness facilities, coffee bar and licensed bar, crèche and ancillary activity rooms, beauty therapy and toning tables, and a purpose built dojo.

The centre operates an open access ‘sport for all’ policy and is an ideal venue for the local community’s leisure requirements. Indeed over the years the Poole Centre has hosted a number of international events, representative matches and county competitions.

In 1995, the findings of a condition survey on Poole Sports Centre identified that a significant investment for refurbishment and maintenance was required to enable it to operate effectively for the next 20 years, a limited amount of which has been completed as the debate continues about relocation to new facilities elsewhere with much improving parking and access for the disabled.

6.11Full Sail Ahead!

Poole’s town centre area is the subject of major regeneration project to transform the heart of Poole which is expected to grow by some 8,000 residents in the near future. The Council has considered relocating and combining the two town centre facilities (Dolphin Swimming Pool and Poole Sports Centre) in a new leisure facility to serve this developing area. Sites considered include the Stadium site, the current Dolphin Pool site and the nearby NCP car park site. If the Dolphin Pool site is released for residential development the Council may wish to contribute some or all of the capital receipt to this project although this has not been decided. A plan of possible sites is included in the appendices.