The Head of Operations – Community Services presented a report, the purpose of which, was to provide detailed feedback to Cabinet on the public consultation undertaken between 17 April and 10 July 2019, on proposals to make the Council’s provision of playing fields, outdoor sports pitches and parks pavilions more financially sustainable moving forward.

In addition, the report put forward recommendations to support a financially sustainable future provision of facilities and provides an update concerning current Community Asset Transfer (CAT) progress.

On 18th September 2018 Cabinet approved a consultation exercise on proposals to make the Council’s provision of playing fields, outdoor sports facilities and parks pavilions more financially sustainable moving forward.

The provision of these facilities is recognised as playing an important contributory part in helping to achieve healthy lifestyles and better levels of physical and mental wellbeing for the County Borough’s residents.

A list of pavilions and playing fields managed by the Council’s Parks Department was attached at Appendix A to the report.

The report outlined that currently there were Medium Term Financial Strategy (MTFS) proposals relating to savings in the areas of playing fields, outdoor sports facilities and parks pavilions, which amounted to £69k in 2019-20 and a further indicative saving of £369k in 2020-21. This totalled a saving overall of £438k.

Paragraphs 4.1 to 4.7 of the report, then gave a comprehensive update regarding progress in respect of Community Asset Transfers (CAT) in respect of the above facilities and although some progress had been made with CAT, it had not been to the extent or level previously anticipated.

The next section of the report, ie from paragraphs 4.8 to 4.13 outlined the part the CAT Task and Finish Group had played in the support of CAT including input from the Scrutiny process, which had provided strategic direction in respect of the Council’s CAT Programme, including associated policies, systems and processes. Paragraph 4.9 listed the main recommendations arising from the CAT Task and Finish Group which concluded their review in February 2019. In relation to this, the Group had reported to Cabinet on 23 July 2019, a priority of assets for CAT be refined so that the necessary savings required under the MTFS could be prioritised accordingly.

A consultation was subsequently carried out on the proposals required to achieve the level of savings that needed to be made, in order to gather the views of the public and users of the facilities opinions on the potential impact of changes that would be required moving forward, in order to achieve this. The consultation document was attached at Appendix B to the report and whilst paragraph 4.17 of the report outlined some salient points received on the consultation, the Head of Operations – Community Services also highlighted some of these for the benefit of Members.

Paragraphs 4.18 to 4.36 of the report then continued to give further information with regard to feedback received to the consultation. These included:

• Proposals with regards to Play area provision
• Reducing maintenance on open grassland and highway verges
• Reducing parks grass cutting, and
• Proposal to increase charges for use of Sports playing fields and pavilions to enable costs to be saved

The Head of Operations – Community Services advised, that in the event that sports clubs or community groups are unable to undertake a CAT then the proposed increased fee levels would apply as indicated in Appendix E to the report. These fee charges reflect typical annual maintenance and running costs for both playing fields and pavilions. However, these would need to be tailored by the anticipated usage of individual clubs and organisations. However, the figures and activities offer a reasonable guide to current expenditure against current levels of subsidy.

Prior to closing his submission, he then referred to the reports financial implications, which reiterated that a total of £438k in savings under the Council’s MTFS had been earmarked in this area over the next two year period.

The Deputy Leader confirmed that this report was challenging and that the Council did not want to be in the position to make some of the proposals that were being made in the report. However, the level of savings that were required to be made were significant and if these were not made in this area, then they would have to be made in another area within the Communities Directorate.     

The Cabinet Member – Social Services and Early Help, added that the Council currently managed 34 Sports Pavilions/playing fields and had done so for a very long time. However, in the current climate, maintenance costs associated with this could no longer be financially sustained. Therefore, alternative ways to do this needed to be looked at, including self-management proposals through the CAT process and/or by Clubs and Associations and possibly Town/Community Councils taking over these assets in terms of the running and maintenance costs.

The Cabinet Member – Education and Regeneration felt that a Development Trust methodology arrangement could possibly be put in place in order to aid possible takeovers such as those detailed above and in the report.

He encouraged Town/Community Councils to assist here through increasing their precept and take over such facilities through avenues so suggested.

He added that some Clubs had funds, for example through charging for the public to see matches and bar intakes which could help assist in funding a takeover of their local ground/Sports Pavilion. He further added that maybe financial support could be committed by national organisations, for example the Football Association and Welsh Rugby Union. He felt that it was particularly important to provide continued assistance for the use of these facilities by the elderly and minority groups and therefore suggested that Cabinet receives a further report on this at a future date.

The Chief Executive confirmed that the above facilities would face closure if assistance was not provided from the likes of Clubs and Associations or perhaps Town/Community Councils, as quite simply the Council could not provide the level of subsidence it had in the past due to the level of savings it had to find under the MTFS. He added that responses to all elements of the consultation had been a little bit mixed, however, a lot of Clubs/Associations had been supportive of the Council’s proposals.

The Leader advised that the Council yet had to find £36m in savings across all its Directorates over the next 4 years and this was on top of the extensive savings it had made to date since the recession and austerity. Even if the Authority had an increase in its Revenue Support Grant, there were ongoing pressures that had to be dealt with in continuing to provide its statutory role in terms of its responsibilities, in the Education and Social Services Directorates where there were as in previous years, continuing and ongoing challenges that had to be met. There was also considerable costs to bear in terms of pay inflation.

The level of subsidy historically provided for the facilities subject of the report was 80% and quite simply, the Council could not sustain this level going forward. There were not many other services it subsidised to this degree he added. A lot of Clubs and Associations had engaged with the Council in a positive way during the consultation process and there were ways to assist them to finance Sports Pavilions and Playing Fields such as through the CAT process where they would be provided with some financial assistance in terms of funding. The new facility at Bryncethin RFC exemplified this.

He further added that the Council would look to set up a separate fund to support junior and mini-clubs, ie under 18’s, as they were in a less favourable position than senior teams to self-finance themselves. The Council would also look to support the elderly also in a similar manner, in order to encourage them to continue participating in recreation activities, for the future benefit of their health and wellbeing.

The Cabinet Member – Future Generations and Wellbeing concluded debate on this important item, by stating that hopefully disadvantaged groups could also be financially supported through any fund set-up for this purpose. 

RESOLVED:                          That Cabinet approved the following:-

• A reduction in grass cutting for roadside verges and open grassland from 7 to 5 times a year
• Delegated authority to the Cabinet Member - Communities of approval of identified area where grass cutting can be discontinued.
• Discontinuing grant arrangements and regularising existing lease arrangements with Bowls Clubs to reflect the principles of full cost recovery.
• Increasing fee charges from September 2020 to users of facilities, with Appendix Eto the report being used as a general guide to costs presently (with actual costs being determined at a future date) in the event where facilities do not form part of a Community Asset Transfer (CAT).
• Delegated authority to the Cabinet Member -  Communities of approval for a separate strategy for Newbridge fields.
• With regards to the Equality Impact Assessment (EIA) attached at Appendix D to the report and, in particular page 126/127 of the EIA, where reference is made to responses to the consultation where it was suggested that there may be an impact arising from the report’s recommendations on child development, health and anti-social behaviour, with any such impact specifically relating to both “younger and older persons in society,” a fund be set aside for this category of users to provide continued support for their access to facilities. This will assist in addressing any potential concerns the proposals may have on this category of user, including any detrimental effect on their future health and wellbeing. A further report will be presented to Cabinet at the earliest opportunity, outlining the detail of this fund and the users it will support.

Noted that officers will continue to promote Community Asset Transfer of children’s play areas to relevant Town and Community councils.