Decision details

Reason for urgency: This item was included on the published Executive work programme however identified as a non-key and a public report. During the drafting of the report, officers have determined that the report is key and the Chairman of the Overview & Scrutiny Committee has been notified and due to the item containing ‘exempt’ information as defined in paragraph 3 of Schedule 12A of the Local Government Act 1972, one of the appendices to the report should be restricted. The Chairman of the Overview and Scrutiny Committee has been consulted and has agreed to the appendices being considered in private, having had regard to the urgency of the report.

The Interim Chief Executive submitted an exempt report to consider the ‘emergency’ key decision he had taken in respect of the results of the procurement process for a leisure operator to manage the Whitelands Farm Sports Ground, and also the terms of the Funding Agreement with Bicester Town Council, which will enable the Council to undertake commitments as employer of the leisure operator under the management contract.

Resolved

(1)          That the 16 May 2017 ‘emergency’ key decision taken by the Interim Chief Executive to award a contract for the management of the Whitelands Farm Sports Ground under his delegated powers  in order to meet tender award deadlines, ensuring full Whitelands Farm Sports Ground facility operation from 1 September 2017 be noted.

(2)          That responsibility be delegated to the Interim Chief Executive, in consultation with the Head of Law and Governance, the Chief Finance Officer, the Lead Member for Financial Management and the Deputy Leader, for negotiating and concluding a Funding Agreement between the Council and Bicester Town Council (BTC) on terms that address the financial implications of the operation of the new facilities including grounds maintenance and lifecycle funding.

Reasons

As set out in the exempt minutes.

The Council has gained approval from BTC at its meeting on 15 May 2017 for both the operator Contract Award and the associated Funding Agreement.

Due to the tender timetable and requirement to ensure the facility will be fully operational for the start of the winter sporting season on 1 September 2017, an ‘emergency’ key decision was taken by the Interim Chief Executive and this report updates and informs the Executive accordingly.

Alternative options

The option to delay the contract start date was considered, however this would significantly delay the pre-opening equipment fit out requirement preventing the facility being fully operational for the start of the winter sports season on 1 September 2017. With the construction project having been previously problematic and consequently delayed this was not considered a suitable solution.

The Preferred Bidder requires a minimum one month lead in time following contract commencement to ensure safe systems of operation are fully in place which requires a 1 August commencement date, to delay this would prevent the 1 September winter sports season commencement.