Head of Service Report to Leisure & Information Services ... · Sports Roadshow hire. The 1st...

Trowbridge Town Council Leisure & Information Services Report to Committee 27th August 2019 Working with the Community

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Head of Service Report to Leisure & Information Services

Committee 27th August 2019

1. FINANCE 1.1 Management Accounts – 1st Qtr (April – June 2019)

LEISURE Actual Budget Variance

Gross Expenditure 199,956 152,714 47,242

Income 134,228 88,553 45,675

Net Expenditure 65,728 64,161 1,567

Financial Summary for Active Trowbridge (P & Ls to be provided at the meeting with a detailed

presentation) £1,567 adverse

Grants Received 1001 / 4901 / 4904 (Report item 1.2) - We achieved £1,325 in grants income for 1st

Quarter – £3,224 adverse. The Lace Up grant which was received in Qtr 4 (2018/19) for delivery of

projects in Qrt 1(2019/20) was not accrued to show in this year’s accounts where the delivery has taken place.

We are now aware of needing to seek additional funding to make up this adverse figure. We are continuing,

when looking at the future strategies and budget planning, to ensure Leisure Services is not dependant on any

grant funding to run our service. We are awaiting a £196K grant from Sport England for the refurbishment of

the Hard Court Areas in four locations across Trowbridge. We should find out in the next couple of weeks.

School Coaching 1042 (Report Item 5.1.2) - In the 1st quarter we were favourable £2,513 on our

school coaching income, this was achieved through delivery of new contracts, expansion within existing

contracts and growing numbers attending our Active Extras Clubs. I have worked with the Commercial

Development Officer to fully review our Service Level Agreements with our clients. All services have had a

thorough contribution/loss evaluation to ensure they are covering core costs. We have now implemented a

four tier system for delivery and a new pricing structure, which has been implemented within our service level

agreements with effect from 1st September 2019. I can confirm all clients are now on a year’s service level

agreement. I am now producing contribution/loss reports to ensure the department is in a position to review

all delivery.

Mini Bus 1062 (Report item 6.3) - £582 favourable. As part of the overall contribution and loss

evaluation we have also implemented a four tier system for the hire of the minibus.

Roadshows 1109 (Report item 5.1.3) - At the end of the 1st quarter an adverse variance of £3,091 in

Sports Roadshow hire. The 1st quarter service delivery was quieter than predicted and this was due to a few

contributing factors, including clients all requesting the same weekend as confirmed bookings, which we were

unable to facilitate. In addition, the timings of the bookings during the week would have affected our core

school coaching and therefore again we could not facilitate these. However, I have been working with the

senior leadership team to produce a strong Quarter 2 to try to bridge the gap. A new concept has been

implemented for August, to charge for the Sports Roadshow on a Saturday in Trowbridge Park, and has been

successful (£5 per child for unlimited usage between 11am – 3pm). If this success continues, it will extend to

September. (P & L available at the meeting)



Fun Days – 1240 (Report item 5.1.1) - Adverse by £2,287. Going forward for 2019/2020 we re-branded

the holiday activities to ‘Active Kids Camps’, implemented a new daily structure, new flyers and promotion. A

price increase was implemented and an ‘early bird’ offer to increase pre bookings; offers on Wiltshire Rewards

for all Wiltshire Council employees and childcare. For the second year running Active is working with Siemens

in Chippenham and the project is going from strength to strength both for the company and for Active

Trowbridge.

Feedback – (see P & L available at meeting)

Feedback:

“Jack has been coming along to soccer school for over two years. He also attends the kids camp and enjoys both days having lots of fun and meeting new friends. It’s always comforting to drop him off

and go work knowing he is well looked after and having fun! Now to get his days booked for August”

Fiona Cottle, Parent

Active Trowbridge again have been a lifesaver over the holidays. My son is disappointed the days mummy has

off work and he’s at home with me & #x1f923; keep up the great work guys! Trish

INFORMATION SERVICES - £29,494 which is £8581 favourable

Actual Budget Variance


Income 10,591 9,004 1,597

Net Expenditure 29,426 38,075 8,581

4022 Postage - £700 was topped up on the 27th March. The company card was used that day and the

amount was credited to the ‘Drop and Go’ account the same day. However, it was not closed down in the

last financial year, but added to this financial year. As no top up has been made in this financial year, we should

be £600 up (based on the phasing).

FACILITIES - £9519 favourable

Actual Budget Variance


Income 5,551 6,933 1,382

Net Expenditure 139,932 149,451 9,519

FINANCIAL SUMMARY: please see comments on Actuals (copy attached)



2. LEISURE SERVICES Hayley Bell (HB) Head of Service - Leisure & Facilities - Hayley is responsible for

the Department, including all leisure and health delivery, leisure facilities, grants

and community services and working with key partners to promote and develop a

healthy community. Hayley also works with the Customer Service Manager and

other managers on the town council’s branding and publicity.

2.1 STAFF – Active Trowbridge has unfortunately had a period of being under pressure with

reduced staffing due to team members’ sick leave and paternity leave. Myself and the Leisure Services

Administrator have been out delivering our services through this period. The budget for the casual coaching is

being managed to the full year, however a higher usage has been used within the first 5 months to provide the

cover needed due to sickness, I would like to thank all of the Active team for pulling together to ensure our

clients still receive the highest customer service.

Current staffing levels:

10 full time staff @ 37 hours

1 @ 35 hours

7 @ 30 hours

1 @ 25 hours

2 @ 15 hours

TOTAL: 23 + Christina Connor

2.2 LEISURE & HEALTH DELIVERY

2.2.1 Healthier Communities Project – I have recently met in small groups with my committee to explain

the strategy of Active Trowbridge and the key partnership working. I will be working closely with Wiltshire

Council to ensure the Healthier Communities Project is a success for Trowbridge key areas. Currently

Healthier Communities is focusing on 3 areas in Trowbridge - Longfield, Studley and Seymour, with weekly

activities programmed. I will bring information about the project to the meeting.

2.3 Leisure Facilities - We have now concluded our application and site visit by Sport England. I have met

with Sport England and an in-depth site visit has been completed. We currently await the outcome for the

grants results for 196k to be able to refurbish the hard courts in four locations within Trowbridge. If

successful we will then work with key partners to provide weekly exit route of sports activities.

2.4 Discover Trowbridge Branding – Myself and the Customer Service Manager have met with City

Dressing to discuss the town’s branding and how we can work with key partners for 2020 to provide Discover

Trowbridge banners across the town to raise our profile, and look into having a new concept through the

town centre in summer months which will be cost neutral to the council. The concept will be provided at the

meeting.

2.5 Active Festival was again another great success for the community and attendance was its highest. We

are now planning next years for July 11th which also coincides with the Olympics.



I will again work closely with the Weavers Market who will trade

in Fore Street on the same day.

This year was very much complimented by the Weavers Market

and a great success for the town.

2.6 Sporting Heritage Festival – meeting planned for January 2020, working with Trowbridge Museum

to create a Heritage Festival with a link to the Olympics in four years’ time.

2.7 Christmas Event - we will be working with The Shires, Castle Street Market and the Chamber of

Commerce for a Christmas event in Fore Street on Saturday 21st November 2020, when The Shires will turn

on their Christmas lights, and again on Saturday 28th November when the town Christmas lights go on.

3. ACTIVE TROWBRIDGE Adam Casserly (ACa) Active Trowbridge Coach Development Officer – Adam is

responsible for training, development and coaching standards and delivery

Adam has been delivering services across all of our clients while we are at our peak service

delivery time. His main remit for September 2019 will be to quality assurance check all coaches

and services to ensure we are providing high quality sessions for our community. Feedback from

all of these will be provided to the HOS.



4. RECREATIONAL Sam Smith (SS) Sports Participation and Coach Coordinator – Sam is responsible

for increasing participation at our Multi Sport Court and Tennis facilities in

Trowbridge Town Park. He organises, develops and maintains assigned recreational

sport programmes, overseeing the promotion, implementation and use of facilities.

Sam is concentrating on increasing Active Extra participation for September 2019 and working

with the HOS on a strategy for availability of the hard courts and MUGA.

5. COMMERCIAL Aaron Seviour (AS) Commercial Development Officer – Aaron is responsible for all

commercial elements of our service delivery.

Aaron is currently working on ensuring all clients’ service delivery for September is planned. He

is coordinating all coaches to ensure their schemes for work are planned and ready for the

Academic Term 1. He is working closely with me to achieve the department’s targets.

5.1 Fun Days – We are now delivering the summer Kids Camp programme. (see P & Ls)

Feedback Received:

“My name is Sarah Beattie and my stepdaughter has just completed year 6 at

North Bradley primary in Trowbridge. I am emailing you to express how

amazing Cait has been during the morning and after school clubs. Hannah

begun North Bradley rather abruptly after a traumatic time whilst living in

London, Hannah has had a very unstable and at time dangerous home life and

on starting at the school Hannah was distraught and nervous. On starting the

wrap around care we never thought that Hannah would meet such a caring,

thoughtful and diligent lady.

Cait has always gone out of her way to ensure that Hannah is set for the day

and is happy and content during the after school session. Cait has always made

us feel a part of the school when in fact we are not, she has helped to guide us

through the maze that is Primary school and has gone out of her way to ensure

that we are fully aware of the protocols, who to go to for what and to keep us

in the loop with general day to day messages and events.

Cait has been a shoulder to cry on for Hannah and at times the voice of

reason, she always encourages Hannah and Cait has helped to raise Hannah’s

self-esteem and confidence.

I will always be grateful to Cait for the time and energy she has spent on my

special Step daughter and I thank her greatly. In my experience Active

Trowbridge has been an amazing organisation that has many facets to it and I

just wanted to let someone know that you have some amazing staff and I hope

that they are never undervalued as the impact they can make on children's lives is unmeasurable.”



6. LEISURE ADMINISTRATION Christina Connor (CC) Leisure Services Administrator – Christina is responsible

for all aspects of administration within the department, bookings for sports

roadshows, holiday activities, minibus, invoicing, recording of financial phasing,

update social media pages for the department and the departments web pages.

Working closely with the Head of Service on the financial reporting for the department and

using social media for cross service marketing and promotion.

Christina and I are also working together to develop a Grants Strategy for 2019/20 (Sept to March).

Feedback : “Thank you for sorting my family membership out. It was wonderful to see all the courts being used on Sunday afternoon. The atmosphere was lovely and it’s nice to see so many people enjoying having a game of tennis with family and friends.” Regards, Helen

7. FACILITIES Karl Buckingham (KB) FACILITIES MANAGER - Karl is responsible for ensuring

that buildings and their services meet the needs of the public and staff that use

them. Including services such as M&E, Cleaning, ICT, Fleet Vehicles, Security

services and the council’s insurances, procurement processes and local council risk

scheme.

7.1 Civic

7.1.1 ASHP update – While the ASHP is currently out of action we have been obtaining quotations to repair,

to replace and to seek alternative solutions to mechanically heat and cool the Civic.

7.1.2 Roof leak –Two areas of the roof (above the Lansdown) have faults which have a temporary fix while

we await a repair quote from a roofing contractor.

7.2 Longfield Community Centre

7.2.1 Flooring – The flooring in the communal area has previously been domestic laminate. The flooring is

now fit for purpose for this type of building.

7.2.2 Doors – We await delivery of the new internal doors to replace the non-fire compliant doors that are

currently in place. There has been a delay in the manufacturing process. The cost of these doors has been

agreed by the Town Clerk as a result of the DVSA signing the new long-term lease of the lounge.

7.3 Bandstand Project – We are currently waiting for planning permission, which is due by 4th September.

The architect has been finalising the detailed drawings used for building control and tendering of the works.

7.4 Bus Shelters – I have been approached by Bus Shelters Ltd the supplier of the shelter due to be

installed on Market Street with the offer of carrying out a free survey of all the town council’s bus shelters (31

in total) with a view of taking over full maintenance, and replacement of some stock at no cost to the council,

in return for being able to apply for planning permission and advertising rights, retaining all income from it.

I have spoken to a couple of other councils who have similar agreements and will provide feedback to either

this committee or Neighbourhoods on what possible savings the council should see by not having to maintain

them. The other option would be for the council to actively seek planning permission and carry out the work

to gain advertising income in-house, although currently we do not have the capacity to do this.



7.5 Contracts/Agreements

7.5.1 Cleaning Contract – RJC Cleaning Services, in contract until April 2021

7.5.2 Leases – update:

a 30year lease has been completed and sealed with Trowbridge Town Football Club for Woodmarsh

12-month lease for Storage Unit on Court Street with a view to extend. We need the storage until the new

units are built.

IT LEASE – 48 month lease ending July 2021 (for all the servers, PC equipment and printers)

The Kiosk lease has been updated to ensure that the contract works not only for the town council but also the

tenant.

7.5.3 M & E tender - Currently on hold, while we look to resolve the issue with the ASHP. This tender will

cover all town council assets, venues and community centres, Bowls Club, Seymour Cabin etc. with the hope a

single contractor will provide a consistent level of service over our facilities, supporting all electrical legislative

requirements and HVAC PPM and reactive service. This has proved a timely exercise, working alongside the

Head of Service who is currently looking at our leases to organisations for some of our properties, for which

the cost for this mandatory work will need to be recharged to those groups.

7.5.4 Lambrok Playing Fields – (AGENDA ITEM 7) - we have received a request from Trowbridge

Wanderers to support them, as owners of Lambrok Playing Fields, in the installation of Temporary Telescopic

Training floodlights. The Planning Advisor has stated that as long at the temporary floodlights use is for no

more than 28 days per year, planning permission wouldn’t be required.

RECOMMENDATION that Trowbridge Town Council approves the proposed installation of

temporary telescopic training floodlights at Lambrok Playing fields, at no cost to the council, to

support Trowbridge Wanderers’ winter training; to be reviewed after this season.

7.6 TTC Insurance – We are in the process of renewing our annual insurance policy, a lot more work has

been needed to update details due to the number of claims, outstanding claims and the increase in taking on

additional services and assets. At the time of writing the report the new annual policy hasn’t been announced.

An update can be provided at the meeting. The insurance company will now be Royal Sun Alliance (RSA) and

not Aviva. RSA were awarded the tender for the ‘Council Guard’ insurer last year.

7.7 TTC Events/External Park Events (Vs)

7.7.1 Christmas Light Switch On:

Lantern Parade -

Weaver’s Market – no going ahead at Christmas Switch On



8. INFORMATION SERVICES

Aby Cooper (AC) CUSTOMER SERVICES MANAGER – Aby is responsible for

Information Services including the Trowbridge Information Centre and

Reception.

8.1 Trowbridge Town Council Newsletter –

Our e-newsletter now has 961 subscribers, an increase of 72 subscribers.

8.2 Website

We have updated the Trowbridge Town Council

website. Under the ‘What’s On’ section of the

website, people can now submit an event. All events

are approved by the Information Team before they

are posted to make sure they sit within our

guidelines (Event within Trowbridge area and open

to all) https://www.trowbridge.gov.uk/whats-on/.

We have already had many organisers submit their

events to be added.

We hope the What’s On section will be the place to go to

see what

Trowbridge has going on.

8.3 Tourism marketing – bringing new concept to

committee ( see 2.4) We are continuing to add content under

the newly designed Discover Trowbridge section of the

website – this will be live in the next month.

8.3.1 Great West Way - In July we had our yearly catch up

with the Great West Way. We discussed how we can make

the most of our partnership as well as increasing our

presence with the tourist group. We have introduced hotels

and local businesses to the Great West Way, sent lots of

content to the Great West Way including images. We will

also be looking at visitor numbers to the area whilst working

alongside hotels and shopping centres so we can see who

visits us, from where and for how long, where they visit

whilst here and why they stay in Trowbridge. Once we have this information we will be then putting together

a plan of how we market ourselves to our visitors.

8.4 Town Trails – We organised Trowbridge Ted nature and Horrible History trails for schools over the

period of July. Trowbridge Museum led on the History trails and the Information team covered the Nature

Trails. Four schools in total took part: Castlemead, Larkrise, Studley Green and Bellefield. We had a total of

91 children take part. Thank you to Mike and Ben who dressed as Ted on some very hot days and got the

children very excited.

8.5 Training:

Mike has completed his Level 2 in Business and Administration

Laura has also completed a Level 2 in Data Protection and Security

Ben is now starting a Level 2 in Customer Service. Once Ben has competed this, he will be starting his

Level 2 in Business and Administration.

https://www.trowbridge.gov.uk/whats-on/



Aby is starting an apprenticeship in Social Media and Digital Marketing. This will take 18 months to

complete and will be completed within the workplace and through an eLearning platform.

8.6 Work experience – We had a placement from St Augustine’s school

for one week. Zuzanna came to us from St Augustine’s in Trowbridge. She

completed a week placement plan and supported the team.

8.7 Rail – Due to not having the available funds to fix the Information

Centre’s rail ticketing machine, we have stopped selling tickets for rail

travel. We continue to offer advice for our rail customers.

8.8 Games and Deckchair – The Men’s Shed made Limbo, giant Jenga,

giant Connect Four and a giant deckchair for the Civic Dinner back in

March for us. We have used these during our outreach events over the

spring and summer and the deckchair is doing exactly as we hoped it would

– people taking selfies and adding them to social media.

8.9 Consul General Mateusz Stąsiek of Poland – We hosted the Consul General on the 30th July, over

the Armed Forces Weekend. The Consul General received a VIP tour of the event. Thank you to Laura who

organised the visit and hosted the party throughout the time they were with us.



9. MAYOR’S EVENTS

9.1 Mayor’s Charity - Councillor David Cavill, The Mayor of

Trowbridge, has chosen to support RukSak45218. Ruksak45218 is a local children’s charity which uses a simple yet

innovative method of reducing childhood poverty by helping to

provide the basic essentials – bedding, clothing, toiletries, school

stationery, textbooks/reading books, and sports clothing/sports

equipment – to children

aged 5 to 18. The aim is

to help support families

to enable their children’s

education to flourish so

they can reach their full

potential, without having

concerns for these basic essentials, which others take for granted.

Ruksak45218 rely on donations from the local community to

provide these essentials: they work closely with local schools,

businesses and churches to help young people in the Trowbridge area and beyond. The charity’s intended

outcome is that all children have basic essentials, feel supported and cared for, and do not in any way feel

socially excluded.

9.2 Raffle: Ben has been busy collecting raffle prizes to raise funds for the Mayor’s charity. Please make sure

you buy a ticket from the Information Team at reception. The raffle will be drawn at 12pm on 30th August.

9.3 Charity Golf day – The charity golf day is booked at Orchardleigh Golf Course on the 14th May 2020.

To book a team contact the Information Team. The cost

per person is £50 or £200 for a team of four.

9.4 Celebrating 30 years of twinning - We supported

Trowbridge/LeerTwinning Association to celebrate 30 years

of the twinning with Leer in Germany. The event went well.

Thank you to Becci from the Civic Trowbridge who

supported the event on the Civic side.

9.5 Civic Service – took place on the 21st July at St James’

church. The event went well with refreshments being held

at Leykers before the service. The Leer party were also

invited to attend both the refreshments and the service.

£596.17 was raised for the Mayor’s charity. Thank you to Rev. Rob Thomas, Trevor Heeks and the Army

cadets for their continued support with the service.

9.6 Mayor’s charity jumpers – A brave few (Including Hayley Bell) are jumping out of a plane over Salisbury

on 21st September. Please support the team by donating via the just giving link:

https://www.justgiving.com/crowdfunding/mayorscharityjump?utm_term=k5xmmXMWN

https://www.justgiving.com/crowdfunding/mayorscharityjump?utm_term=k5xmmXMWN



9.7 Quiz night – The Kings Arms will be holding another quiz night on 8th

September. The theme will be back to School. Please come along for a 19:30 start.

9.8 Civic Dinner 2020 – Planning has begun for the Civic Dinner which is being

held on the 14th March 2020 at The Civic Centre, Trowbridge.

I would like to thank my whole team for their hard work across the three departments and the services we

provided. My Managers and Senior officers and their teams continue to strive forward in delivering services for

our community and support me in the future vision.

Hayley Bell – Head of Leisure & Information Services

Contributions from:

Karl Buckingham, Vicky Spriggs, Aby Cooper

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