Meeting documents

Also present at the invitation of the Chairman

Ms Jo Ager, General Manager, Sheffield City Trust – for Item 4

Mr Steve Brailey, CEO, Sheffield City Trust – for Item 4

Mr Martin Miles, Area Manager – North East Region, SLM Ltd – for Item 7

Mr Kevan Murray, Area Contract Manager, SLM Ltd- for Item 7

Mr Mathew Russell, Interim Chief Executive, Scarborough Theatre Trust – for Item 5

Ms Debbie Seymour, Chief Executive, Scarborough Museums Trust – for Item 6

Mr David Wagstaff, Group Food & Beverage Manager, Sheffield City Trust – for Item 4

The Chairman declared a personal interest in agenda item 6, Annual Review of Scarborough Museums Trust 2014/2015, in his capacity as the Borough Council representative on Scarborough Museums Trust.

To approve as a correct record and sign the Minutes of the meeting held on 28 October 2015.  (Minutes attached).

The committee considered the minutes of the meeting held on 28 October 2015.  In respect of minute 4, Councillor Barnett queried Hambleton, Richmondshire and Whitby Clinical Commissioning Group’s latest public consultation on services at the new hospital in Whitby, when the CCG had already appointed an architect to configure spaces for services on site.  The Chairman undertook to raise this matter with the CCG and circulate their reply to the committee.  Councillor Moody asked that the minutes refer to two specific questions he posed at the meeting in relation to minute 7, Tour de Yorkshire 2015:

(i)  a breakdown of the headline figures given in the report of the total value of the event to the regional economy of in excess of £30m, and particularly to the accommodation sector of £24.7m; and

(ii) in respect of the financial health of Welcome to Yorkshire, it had been reported that le Grand Depart in 2014 had been worth £102m to the regional economy, and yet on 29 September 2015 it had also been reported that Welcome to Yorkshire had lost £1,031,515, including £0.75m on unsold merchandise.  And further, did Scarborough Borough Council contribute to the £200k financial assistance to Welcome to Yorkshire given by local authorities?

The Chairman responded that he would be attending a meeting with Welcome to Yorkshire on 11 December, and would raise Councillor Moody’s queries with them and report back to him.

RESOLVED that, subject to the above, the minutes of the meeting held on 28 October 2015 be approved as a correct record and signed by the Chairman.

The Chairman reported that no public questions had been submitted.

To consider a report by the Director (TW) (Reference 15/343 attached)

The committee considered a report by the Director (TW) (Reference 15/343) in respect of the performance of Sheffield International Venues’ operation of Scarborough Spa and Whitby Pavilion for the financial year 2014/15.  Members received a presentation by Ms Jo Ager, General Manager of both venues which highlighted the main points in the report: the increase in casual users by 164k, and show attenders by 19k in 2014/15, but the drop in conference days at Scarborough Spa by 40 and delegates by 4k over the same period; the increase in income at Whitby Pavilion by £150k, but drop in income at Scarborough Spa by £19k (attributable to the reduction in Borough Council grant for the Spa of £100k in 14/15); the substantial investment in improvements in both venues, for example, the refurbished Ocean Room but also the unanticipated capital costs associated with maintaining complex, heritage venues; the focus on larger destination events and reduction in conferences; the growth in banqueting and festivals and improvements in cinema provision at Whitby Pavilion; the growing emphasis on partnership working with organisations such as Create, Discover Yorkshire Coast, Welcome to Yorkshire, Confotel, South Bay Traders and Friends of Whitby Pavilion;  the high levels of customer satisfaction at both venues;  and SIV’s ability to respond to customer feedback to make improvements, for example, the new phone systems and procedures for dealing with customer enquiries at the Pavilion and the superior catering offer at this year’s Scarborough Jazz Festival in comparison with 2014.  Members then discussed the report and asked questions.  In reply, the CEO of Sheffield City Trust, Mr Steve Brailey commented that he felt the biggest challenge facing Scarborough and Whitby was the dearth of quality, affordable accommodation to attract 2-3 day conferences.  The committee was further advised that Confotel was well aware of this issue, but the town’s only 4 star hotel was filling its rooms without the need to attract conference business.  SIV was losing out on conferences which required 140-150 beds over a three day period.  Raithwaite Hall near Whitby provided both volume and quality, but potential clients deemed it too far away from the Pavilion to hold a conference there.  Besides, Raithwaite Hall hosted its own conferences.  Scarborough Spa could attract a large conference such as Young Labour, but the delegates opted to stay in nearly campsites and caravan sites as part of the experience.  Mr Brailey confirmed that SIV’s financial performance in the current year would be significantly better than 14/15 because of their efforts in rebuilding the confidence of promoters to hold events at both venues, and their substantial capital investment.  Mr Wagstaff, Group Food and Beverage Manager, elaborated on the better catering offer at the recent 2015 Jazz Festival, including the wider menu and vegetarian options.  He also explained the Pavilion’s improved financial performance in terms of growth in festivals and dinners, the valuable support of the Friends Group, and more effective management of costs.  With regard to Whitby Tourist Information Centre, Ms Ager commented that SIV  ...  view the full minutes text for item 4.

To consider a report by the Director (TW) (Reference 15/342 attached)

The committee considered a report by the Director (TW) (Reference 15/342) in respect of the activities and performance of Scarborough Theatre Trust during the financial year 2014/15.  Members received a presentation by Mr Mathew Russell, Interim Chief Executive, which highlighted the main points in the report: the continuation of the world famous summer season of world premieres; the all year programming activity which was deeply rooted in the local community; extensive national and international touring; over 21,000 opportunities for local people to participate empowering them through learning and creativity; and a product which reached 111,700 people with a total economic impact of £8.9m, and attracting 48% of the audiences from outside the Borough.  Mr Russell then looked ahead to the current year and beyond, emphasising the new community OutReach Rooms which opened at the theatre in May; the 60^th anniversary celebrations; the development of community work including Stagecraft projects which targeted young people from wards in the Borough with low levels of cultural participation; and a new vision and operating model from April 2016 which would significantly reduce overheads and increase income generation.   Members then discussed the report and asked questions.  In response, Mr Russell explained the trust’s new fundraising initiative which sought to involve both staff and trustees, and to attract more donors.  Mr Russell added that the theatre had launched a new volunteer strategy and appointed a volunteer coordinator to grow this type of support.  In respect of numbers attending for individual performances, the average for the year was 50-60% full, which was above the national average for a theatre of this size.  For productions which targeted new, younger audiences then 25% of seats sold would be a good figure.  By contrast, outreach, participatory activities tended to be oversubscribed.  Currently, the outreach work was subsidised, but the trust was seeking to cross-subsidise within the function by charging appropriately those bodies which could afford to pay.  Examples of other income generators were the development of live streaming, and advertising the McCarthy auditorium for private hire.  The trust currently enjoyed Arts Council England National Portfolio Status which was reflected in the three year funding deal worth £638k p.a. until 2015/16, but as referred to in paragraph 4.8.9 of the report, ACE’s continuing support for the theatre would depend on the Borough Council’s continuing financial commitment as well.  Mr Russell also underlined the importance of maintaining a healthy dialogue with ACE.  On behalf of the committee, the Chairman thanked Mr Russell for his presentation, and commended the trust’s significant ongoing contribution to the Borough’s cultural life and visitor economy.

RESOLVED that the report be received.

To consider a report by the Director (TW) (Reference 15/345 attached)

The committee considered a report by the Director (TW) (Reference 15/345) in respect of the activities and performance of Scarborough Museums Trust during the financial year 2014/15.  Members received a presentation by Ms Debbie Seymour, Chief Executive, which related the SMT’s progress in 14/15 to the trust’s vision ‘to build a spirit of community and ownership around the museums in Scarborough’ and corresponding aims.  Ms Seymour highlighted the 11.1% increase in visitor numbers at the Rotunda and 4% increase at the Art Gallery in this period (a trend continuing in 15/16), national recognition for the Rotunda, the success of the Bombardment centenary commemorations including the Real Life: Retold collaboration with the Stephen Joseph, and new laminate floor and lighting installed in the Gallery.  Another highlight was the large numbers of talks, outreach and website visits, press appearances, external contacts, the 21% growth in school visits, and the success of the Dinosaur Coast project including the Fossil Festival.  A notable development was the SMT’s outreach work in a care home and in St Catherine’s Hospice, by using museum artefacts to trigger memories in the residents.  There was great demand for this service which the Trust was seeking to expand.  The Trust was succeeding in diversifying its income streams, for example, by securing significant funding from Arts Council England and the Esmee Fairbairn Trust for key projects.  The Trust was building up its volunteer base and developing other areas of volunteering outside the collections.  The SMT had invested in a new digital collection management system, KeEmu which would bring the collections online next year, serving to increase the already considerable interest in the Trust’s artefacts.  Also, in the coming months, the Trust would be appointing a new Chair of the Board of Trustees, launching its travelling ‘Pop-up Museum’ , continuing to stage major exhibitions, for example, the artist Frank Brangwyn, and displaying artefacts from the renowned Starr Carr archaeological site.  The Chairman thanked Ms Seymour for an informative presentation which demonstrated the Trust’s progress in many areas.

RESOLVED that the report be received.

To consider a report by the Director (TW) (Reference 15/346 attached)

The committee considered a report by the Director (TW) (Reference 15/346) in respect of the Council’s new Indoor Leisure Services Operator, Sports and Leisure Management (SLM) Ltd.  Members received a presentation by Mr Martin Miles, Area Manager, and Mr Kevan Murray, Area Contract Manager of SLM which introduced the firm, the Everyone Active brand, their background and experience, and the changes which they had implemented since taking over operation of the Council’s indoor leisure facilities on 1 October 2015.  Borough Council staff had been transferred, new IT systems installed, and staff training undertaken in areas such as swimming teaching and health and safety.  They then outlined the improvements and new state of the art fitness equipment they were installing at the different sites, equipment which would be transferred to the new Leisure Village.  Members were also advised about their use of social media and marketing to attract and retain customers, and their personalised website which offered on-line booking, on-line inductions and classes.  SLM also could draw on extensive experience in the public health agenda working with councils and the NHS to improve people’s health.  This was continuing through their collaboration with the Borough Council on initiatives such as Two Tier Weight Management, and Active Coast and Country project, and there was scope for the Council to develop this work further.   Members then asked questions about the report and presentation.  In reply, the meeting was advised that SLM had inherited the pricing structure from the Borough Council; they targeted non-users through surveys and mapping exercises (Active Coast and Country was part of this remit); and a report examining the future of the Pindar all-weather pitch would be submitted to the Cabinet in January.   The Chairman thanked both speakers and commended SLM’s progress.

RESOLVED that the report be received.

To consider a report by the Director (LD) (Reference 15/314 attached)

The committee considered a report by the Director (LD) (Reference 15/314) in respect of the committee’s work programme for the current year.  One Member of the committee commented on the difficulties in undertaking timely scrutiny of annual reviews which by focusing on 2014/15 were eight months out of date.

RESOLVED that the report be received.