Agenda item

The Contracts and Utilities Officer presented the report to Members.  Members were reminded that the item had been requested following questions around parking at the site, cleanliness and locker costs.

It was explained that the contract with Everyone Active was entered into in 2017 for a period of 21 years.  It was noted that, although the contract had been in place for several years, the Council was still relatively early in the contract term and there remained a significant period left to run.

On contract management, the Contracts and Utilities Officer met with Everyone Active quarterly.  These meetings covered key areas including usage numbers, customer feedback, cleanliness, energy efficiency and the activities being delivered at the Centre.  The Officer explained that this process allowed both the Council and Everyone Active to discuss performance, identify areas requiring improvement and recognise successes.

It was emphasised that the environment in which the contract had originally been let was different from the current situation.  In 2017 there was less competition in the district, the contract pre-dated the Covid-19 pandemic and the leisure market had since changed significantly.  It was stated that these changes needed to be understood when considering the current performance of the centre and the wider leisure environment within the district.

In relation to car parking, Members were advised that this had been an ongoing conversation with Everyone Active which included; changes to parking, including free parking from 6.00pm rather than 7.00pm and the introduction of 30 minutes’ free parking, had led to a reduced number of complaints or comments about parking charges. 

On cleanliness, the Board were informed that leisure centres were difficult buildings to keep clean at all times, especially during peak periods.  It was advised that cleanliness had been raised with Everyone Active around 18 months previously and was recognised as a need for improvement.  Customer feedback demonstrated improvement and the contractors were working hard to maintain and improve cleanliness across the Centre.

Regarding locker costs, it was explained that when the centre was built, it had been designed around single use tokens, with fees contributing towards the maintenance and installation of lockers.  It was noted that an option could be explored to convert all or a proportion of lockers on the wet side changing area to padlock lockers, allowing users to bring their own padlocks and reducing the need to purchase tokens repeatedly.

On financial implications, it was explained that the Covid-19 pandemic had affected income due to leisure facilities having to close which had affected the income the Leisure Centre could provide and therefore the Council’s income.  Following Covid-19, the Council had entered into a three-year agreement with SLM Everyone Active to reduce the management fee on a phased approach back to the contractual position. That agreement had run until the current year and Officers were working with Everyone Active to maximise the management fee returned to the Council.

The Contracts and Utilities Officer also reported that, following discussions with the Finance Team, the income levels being received from Everyone Active through the management fee were above the level included in the Medium-Term Financial Plan.  It was therefore stated that there were no adverse financial implications on the Medium-Term Financial Plan from the current position.

Representatives from Everyone Active introduced the presentation (which is included in an addendum to these minutes to provide further context).

After consideration of the report and presentation, the Board provided the following points of discussion:

·         If there were data available detailing regular attendees and if there was a maximum membership capacity? – Everyone Active advised that there was not a fixed maximum membership number but local demographic data and surveys were used.  Since Covid-19 and with increased competition from other centres, increasing numbers was challenging.  Everyone Active were looking at the potential to provide a 24-hour service.  It was also explained that they looked at attendances, repeat visits and whether members were “multi-active” and it was noted that members who used multiple activities tended to have a longer length of stay.  Everyone Active had introduced extra benefits for membership holders to encourage the retention of attendees.

·         What would happen to the contract when BDC changed to a unitary authority? – In response Members were advised that discussions were being held with contract lawyers who was considering the position.

·         Were there any funding opportunities such as Sports England or the Movement Fund? – The Board were advised that the Council had received Sports England Relief Fund to help with costs and capital funding which supported the installation of solar panels on the roof of the centre to help with carbon reduction.  Members noted that Everyone Active and Officers were seeking other funding opportunities.

·         A Member thanked Everyone Active for their presentation and praised the health and wellbeing schemes, in particular, the Escape Pain scheme which was welcomed by Officers.

·         How were the spa facilities performing? – It was explained that the spa facilities formed part of the membership offer.  It was also advised that Groupon spa days had shown a slight increase in figure attendance, however, figures showed that there had been a reduction of 10% attendance.  The Committee were informed that efforts were being carried out with the PR Team through social media to encourage further interest.  It was also explained that the spa had recently changed supplier and undergone a rebranding and retraining period, which may have contributed to the dip in usage. However, with staff adequately trained, a greater promotional push was expected.  It was also stated that the spa remained a unique selling point because few gyms in the area offered spa facilities as part of a membership at a similar price.  A Member suggested advertising in the Village Magazine, stating that it was popular locally and cheap to advertise in, which was noted by Officers.

·         If there space availability at the Centre for racket sports? – In response Everyone Active responded that they were considering the potential for tennis courts and would be reviewing available capacity on the car park.  Everyone Active worked with a company which funded the outlay, operated the courts and paid an agreed fee per court and the system operated whereby members could hire a racket from a vending machine.  It was suggested by Everyone Active that this scheme could potentially be delivered at no extra cost to the Council.

·         A Member raised the topic of parking permits and queried if users at the Centre had raised parking as a particular issue.  The Member also referred to previous discussions with the Manager at the Centre suggesting a £40 annual parking permit to help with the cost of parking for users, however, it seemed that this suggestion had not been put into place. – In response Everyone Active expressed the view that parking charges, when added to the cost of membership, could significantly affect price competitiveness, especially compared with gyms where parking was free.  It was also noted that the 30 minutes free parking did not help most gym users.  The Contracts and Utilities Officer added that the Member’s suggestion was being reviewed, looking at daytime users to warrant the permit idea.  A Member suggested that Everyone Active might approach the Council with a potential monthly cost for parking, stating that this might help with membership and competitiveness, although it might or might not be supported by the Council. – The Board were advised that such conversations had taken place and were ongoing.  The Chairman queried if the Centre had considered giving members a discount on parking charges. – It was advised that the car park was not operated by Everyone Active, however, the pricing of the car park had been reflected in the costings of the membership.

·         The portfolio holder wished to thank Everyone Active for attending and emphasised that the partnership was vital and worked well.  She also reminded the Board that tennis courts and pickle board were available at Sanders Park for residents’ use.

RESOLVED that the Bromsgrove Sport and Leisure Centre report be noted.

(During consideration of this item, Members discussed matters that necessitated the disclosure of exempt information. It was therefore agreed to move to exclude the press and public prior to any debate on the grounds that information would be revealed that included information relating to the financial or business affairs of any particular person (including the authority holding that information)).