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Bid for the UK School Games 2009 Or 2011

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Bid for the UK School Games 2009 Or 2011 CARDIFF COUNCIL CYNGOR CAERDYDD EXECUTIVE BUSINESS MEETING: 12 OCTOBER 2006 BID FOR THE UK SCHOOL GAMES 2009 OR 2011 REPORT OF CORPORATE DIRECTOR AGENDA ITEM: 23 PORTFOLIO: SPORT, LEISURE & CULTURE Reason for this Report 1. To seek approval to submit a bid to stage the UK Schools Sport Games for 2009 or 2011, with the Council as the proposed lead partner in a City Region bid and on the terms set out in this report. Background 2. The UK School Games 2007–2011 will form part of a wider profile of sporting and cultural events to be delivered across the UK leading up to the London 2012 Olympic and Paralympic Games. The event is an important opportunity to build upon the City’s status as an Olympic venue to ensure that Cardiff and Wales achieves maximum benefits from the London 2012 Games and its legacy. 3. The Millennium Commission has appointed the UK Youth Sport Trust (YST) to organise the series of Games up to 2011 and they are now seeking applications for cities willing to host the Games between 2008 and 2011. 4. All applications (which must be from a local authority) will be assessed against set criteria and only those best able to meet them will be offered the right to host the Games. The 2008 Games have already been earmarked for Coventry and, given the probability of a clash with the Ryder Cup at the Celtic Manor in 2010, it is proposed to bid for either 2009 or 2011. 5. Regional bids will be accepted and the WAG Minister for Culture Sport and the Welsh Language, Alun Pugh, AM, invited Cardiff, Swansea and Newport to come together to submit a regional bid, led by Cardiff. Following the Minister’s letter of 31 July to the Leader outlining his views, there have been ongoing discussions with other organisations on the overall shape of a bid. A very important criterion will be the extent to which sporting events can be concentrated in and around a City to replicate the feel of a major sporting event and to foster a “community spirit” amongst athletes, supporting staff and officials. Page 1 of 16 6. The set criteria envisage Games comprising 12–15 sports for 1,200 – 1,500 competitors aged 15–18. They will need to be inclusive for disabled athletes. Core sports include swimming, gymnastics and athletics with other sports being optional. Facilities must meet standards set by the relevant governing bodies, e.g. 50m swimming pool, 400m athletics track and provide some spectator accommodation. The inaugural Games were held in Glasgow in early September 2006. Issues 7. This event has come about relatively quickly. There has been insufficient time and supporting information to prepare a detailed business case, with full financial information. The YST is still addressing the organisational frameworks to be put in place for future years. As a consequence, many details of the commitment, arrangements, responsibilities, funding, range of sports, etc. have yet to be clarified. However, the deadline for bids is very short – they must be submitted by 16 October 2006 with decision expected the following month. 8. Officers from local authorities – led by Cardiff - and together with Sports Council for Wales (SCW) and Welsh Assembly Government (WAG) have assembled the Application Form to host the Games (‘The Application’), attached as Appendix 1. This sets out our regional capability to stage an event in 2009 or 2011, proposed partnership arrangements regarding the planning and organisation of the event and a proposed programme. 9. If submission of the application is approved, then it is proposed to submit the same under cover of a letter, to the effect that: (i) The bid represents the Council’s desire to enter into detailed negotiations with the Millennium Commission/YST to stage the Games; and (ii) Before the Council could commit to holding the games it would need to : (a) clarify the financial and other obligations it would be expected to meet and seek Council approval to the same; and (b) be satisfied that the all requisite back to back arrangements with any partnering bodies/ owners of facilities were in place. 10. Whilst the Council is keen to bring the Games to the City and to Wales, officers are also keen to ensure that a disproportionate funding burden does not fall upon the Council in staging the event. 11. The Millennium Commission has £6 million available to stage the series of Games; but it is unclear how that will be allocated. The Youth Sport Trust is tasked with further fund raising; but sponsorship will be tightly controlled and may not be pursued locally or independently, thus Page 2 of 16 reducing the Council’s ability to offset its expenditure. The other local authorities are not yet in a position to confirm funding and those outside of the initial core group represented at an August meeting of officers, have done no more than - in some cases - express general interest in staging events. Indeed the YST may determine that a bid encompassing more than one region of Wales is not desirable as the event would be too dispersed geographically. At the time of writing, neither the WAG nor the SCW had confirmed funding either. 12. The estimated costs of staging a Games in Wales is in the order of £2.5 million, which could prove to be an under estimate given the costs associated with transport, accommodation, food and child protection. Bidders are expected to support the Games financially with a minimum of £500,000 but as set out above the financial implications of staging the Games has yet to be clarified. Hence the proposed caveats to the application set out in paragraph 9. Further, as a result of the Minister’s wish to see a regional bid submitted, the Executive Member wrote to him (Appendix 2) seeking confirmation that the WAG will underwrite the event to the £500,000 level stipulated and this has now been confirmed by the Minister’s reply (Appendix 3). Reasons for Recommendation 13. It is necessary to have Executive approval to submit the attached outline bid prior to the deadline. Legal Implications 14. In order to make an informed decision whether to apply to stage the Games, the Council needs to be fully informed as to the costs and other liabilities that the Council would be required to meet. It is understood that such information is not yet available. Further, if the cost of holding the Games is outside of the existing policy and budgetary framework then the matter should be reported to Council for decision whether or not to stage the Games. Accordingly, legal advice has been provided to the effect that any application submitted should contain the following caveats. Namely, before the Council could consider and commit to holding the Games it would need to: (a) Clarify the financial and other obligations it would be expected to meet and obtain Council approval to the same, and (b) Be satisfied that the all requisite back to back arrangements with any partnering bodies/ owners of facilities to be used to stage the Games were in place. 15. The above caveats are important. From the body of the report, it is evident that the costs of staging the Games could be considerable. Unless the Council caveats its application to stage the Games in the manner indicated above, then in submitting the application it could be deemed to be holding itself out as prepared to meet such costs. Page 3 of 16 16. Pending any decision as to the staging of the Games, then any negotiations with proposed partnering bodies/ owners of facilities, should be held on a subject to contract basis. Financial Implications 17. Any successful bid will have a potential impact on the Council's future budgetary position. Once, future budgetary costs have been identified there will be a need to produce a following report that needs to be approved by Council before any agreement is reached with the Grant body. 18. A robust business case must be established before any bid submission is made and appropriate measures taken so as to ensure that all costs associated with the project are identified. All costs identified need to be reviewed so as to ensure that they are all considered eligible for grant funding. All non-financial criteria for the grant submission must also be reviewed so that the Council is fully aware of its obligations before entering in any agreement. RECOMMENDATIONS The Executive is recommended to: (1) Agree that Cardiff be the lead authority for a regional bid; (2) Approve that an Application to stage the Games be submitted by 16 October 2006 subject to the caveats set out in this report; (3) Authorise officers to enter into subject to contract negotiations with proposed regional partners for the staging and delivery of the Games, and (4) In the event of a successful application, a further report be submitted to Council setting out full details of the implications of staging the Games and seeking authority to proceed STEVEN PHILLIPS Corporate Director 2 October 2006 The following Appendices are attached: Appendix 1 - Outline Bid to host the UK School Games in 2009 or 2011 Appendix 2 – Letter to Minister for Culture, Sport and the Welsh Language, dated 13 September 2006 Appendix 3 – Letter from the Minister for Culture, Sport and the Welsh Language, dated 6 October 2006 Page 4 of 16 Appendix 1 UK SCHOOL GAMES 2007-11 GUIDANCE NOTES (pages 1-3) And APPLICATION FORM (pages 4-11) Introduction The UK School Games 2007-11 (School Games) will form part of a wider profile of sporting and cultural events to be delivered across the United Kingdom, leading up to the London 2012 Olympic Games and Paralympics Games.
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