Agenda and minutes

To receive any disclosure of interests from Members and Officers in matters to be discussed.

Note: Councillors are reminded of their obligations to declare disclosable pecuniary interests, personal and/or prejudicial interests in accordance with legislation and the Council’s Code of Conduct.

Councillors Stallard and Warwick declared disclosable pecuniary interests as they were both County Councillors and the County Council had awarded £1 million to the project.  However they both participated in the meeting and, in the case of Councillor Warwick voted on items as below, under the dispensation granted by the Standards Committee.

RESOLVED:

            That the minutes of the previous meeting held 23 May 2018, be approved and adopted.

– to receive and note questions asked and statements made from members of the public on issues relating to the responsibility of this Committee (see note overleaf).

There were no questions asked or statements made.

The Head of Programme gave a presentation on the engagement process with sports clubs and governing bodies of sports and the project team’s response.  The presentation is available on the Council’s website via the following link: https://democracy.winchester.gov.uk/documents/s1846/Cabinet%20Leisure%20Centre%20Commitee%20Meeting%20Sport%20Group%20Engagement%20Presentation%2025%20July%202018.pdf

At the invitation of the Chairman, Councillor Bell addressed the Committee as the Shadow Portfolio Holder for Environment and member of the Sustainability Advisory Panel.  In summary, she queried what actions had been taken in relation to the recommendations of the Panel on the project and whether the minutes of these meetings could be made available.  In addition, with regard to the “Environmental Considerations” section of the reports, she acknowledged that matters relating specifically to the building were included but there was no discussion regarding wider impacts relating to, for example, transport and healthy lifestyles.

The Head of Programme confirmed that a summary of key actions from the Sustainability Advisory Panel and other Panels could be made available. 

The Head of Programme advised that monthly meetings were held with the County Council regarding the emerging Transport Study to ensure proposals tied in.

In response to Members’ questions, the Head of Programme confirmed that four “changing places” facilities were provided in key areas of the centre which cater for the needs of people with disabilities.

In relation to various comments made relating to the glazing proposed in the sports hall, the Head of Programme confirmed that further discussions had taken place and commentators were satisfied with the mitigation measures suggested.

The Committee agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

1.         That the outcome of the engagement process with Sports Clubs and National Governing Bodies of Sport in relation to the Winchester Sport and Leisure Centre proposals be endorsed.

2.         That the evaluation of the issues and points raised by National  Governing Bodies of Sport and Sports Clubs as detailed in this report be noted and that the outstanding issues be considered as part of the ongoing RIBA4 design process.

The Head of Programme gave a presentation on comments received to date on the planning application. The presentation is available on the Council’s website via the following link: https://democracy.winchester.gov.uk/documents/s1847/Cabinet%20Leisure%20Centre%20Committee%20Planning%2025%20July%202018.pdf  

The closing date had now passed and a high level review had been undertaken of comments received by the Council as landowner.  However, the Council as planning authority would also undertake a detailed assessment.

Members asked a number of detailed questions which were responded to by Officers and Mike Lawless (LA Architects) as summarised below:

·         A full audit of facilities had been undertaken;

·         Staff facilities were included in the design, including staff and rest rooms and staff lockers;

·         Health and safety requirements were fully adhered to throughout;

·         A business case for additional spectator seating had been undertaken at an earlier stage of the project and Members had concluded there was not a case for provision of permanent additional seating.  He would circulate the relevant report to all Members of the Leisure Centre Cabinet Committee for their information.

·         Weston Park Blades Netball Club had been omitted from the additional consultation as Officers did not realise that they operated within the district.  However, Officers had subsequently met with Club representatives to discuss the  proposals.  Comments raised by Winchester Netball Club had been addressed and included in detail in the report appendices.

The Committee agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

1.         That the planning application consultation process, responses received and intended actions be noted.

2.         That the matters raised are dealt with during the current design phase of the project or though wider considerations such as the Winchester Movement and Access Study as they are not considered to be material to the planning application.

3.         That no changes or amended plans be submitted to the Local Planning Authority in relation to the planning submission. 

The Chairman introduced the report which provided a response to the Notice of Motion agreed and decided at Council on 27 June 2018 and emphasised that Members should consider whether any of the points raised in the Motion required a change to the planning application.  She believed that this report and the two reports considered earlier in the meeting demonstrated that all matters had been carefully considered and no changes were required.

In response to Members’ comments, Councillor Ashton emphasised that the predicted project capital spend was broadly the same as contained in the Outline Business Case and any changes had been overseen by MACE (the Council’s consultants).  When the full business case was prepared it would include the construction costs and detail of operators bids to run the new centre and if the finances were not sufficient at this stage, the project would need to be reconsidered.   The Head of Programme also emphasised that the facility mix had been fully tested and agreed by Members at an earlier stage of the process.  Sport England had commissioned its own internal review  of the design and all points fed back have been carefully considered. .

The Committee agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

1.         That the evaluation of the matters raised by the motion as detailed in this report be noted and agreed.  Specifically that the matters raised are not considered to be material to the planning application and can be addressed during the current design phase of the project or through wider considerations such as the Winchester Movement and Access Study.

2.         That when actioning the motion and considering responses from the planning application consultation and the engagement with the sports clubs and National Governing Bodies of Sport (NGBs) that  no changes or amended plans be submitted in relation to the planning submission application.