Title of Report: Riverside Theatre Service Contract Review Committee Leisure & Development Committee Report Submitted To: Date of Meeting: 15th October 2019 For Decision or For Decision For Information Linkage to Council Strategy (2019-23) Strategic Theme Resilient, Healthy & Engaged Communities Outcome Council will work to develop and promote stable and cohesive communities across the Borough Lead Officer Head of Community & Culture Cultural Services Manager Budgetary Considerations Cost of Proposal £96,750 (£35,833 already committed and £60,917 proposed) Included in Current Year Estimates YES Capital/Revenue Revenue Code Riverside Theatre Staffing Costs n/a Screening Required for new or revised Policies, Plans, Strategies or Service Requirements Delivery Proposals. Section 75 Screening Completed: Yes Date: August 2016 (CAH Screening strategy, of which this project forms a part) EQIA Required and No Date: n/a Completed: Rural Needs Screening Completed Yes Date: 2019 Assessment (RNA) RNA Required and Yes Date: 2019 Completed: Data Protection Screening Completed: No Date: Impact Assessment DPIA Required and No Date: (DPIA) Completed: L&D 191015 – Riverside Theatre Page 1 of 3 1.0 Purpose of Report The purpose of this report is to further consider the report provided to Committee in June 2019 reviewing Council’s service contract with the Riverside Theatre which expired on 31st July 2019. 2.0 Background At the Leisure Development meeting on 11 June 2019, members considered a report to review Council’s current service contract with the Riverside Theatre - 1 August 2017 - 31 July 2019. The legacy contract had operated in line with the University’s accounting period of June to July. The report presented by the Head of Community & Culture had detailed the legacy and current arrangement with the Riverside Theatre and presented information on how the theatre had performed in relation to the targets which had been set to assist council to deliver on its Cultural Strategy 2016-21. Riverside Theatre is owned and managed by the Ulster University and is located in Coleraine. Riverside Theatre accounts for an average of 47% of the total number of arts centre based activities funded by Council through its own dedicated arts venues and through the funding it provides to the theatre. Similar activities are provided in terms of external hires, music events, drama, dance, talks and literary events, however Riverside has been specifically designed and marketed as the only operating professional theatre venue within the Borough, seating up to 360. The theatre can facilitate an orchestra pit in the centre of the auditorium for up to twenty players. The unique nature of the Riverside theatre facility is described by the University as ‘unique, in a Northern Ireland context, by having both a totally variable stage and seating facility……. Overall, Riverside's main auditorium can be configured and used in up to six different ways - hence our claim to uniqueness in an NI context.’ In contrast, Council’s facilities are designed as multi- functional spaces and do not have the same capacity in terms of design and available formatting. Roe Valley Arts & Cultural Centre uses a 238 seat auditorium for a variety of activities, however its stage is limited in terms of capacity. Flowerfield has a 150 seater auditorium and specialises in musical provision. The recommendation of the report had been that subject to satisfactory annual performance reviews and Council budget setting process, Council continue to support Ulster University’s Riverside Theatre to the sum of £107,500 p.a. through a service based contract. This would be for a period not exceeding two years to coincide with the duration of Council’s Culture, Arts & Heritage Strategy and in order to maintain the operation of the only professional, bespoke theatre venue within the Borough. There were a number of queries by members in relation to the targets which the Riverside Theatre had exceeded in 2019-20 and it was suggested that the original targets should be increased or the budget reduced. Members also queried the governance structures in place as the Management Committee hadn’t met for some time. It had been agreed that a decision be deferred and that the Riverside Theatre be invited to present at the Leisure and Development meeting in August. Arrangements would also be made to enable members to visit the theatre in advance of the August meeting Roseanne Sturgeon, Theatre Manager and Amanda Castray, Director of Campus Life, attended the Leisure & Development meeting on 13 August. Their Presentation and Annual Report which was made available and subsequently circulated at the meeting are attached as Annex A and B respectively. L&D 191015 – Riverside Theatre Page 2 of 3 It was reported at the meeting that the Riverside Theatre has gone through a period of transition and that a meeting of the Management Committee had been arranged for 3rd September to review the Terms of Reference. 3.0 Financial position In terms of finance, the latest set of accounts 2018-19 which had just been finalised, has since been forwarded to Council and are attached as Annex C for members’ consideration. The budget associated with the theatre was £304,512 in the 2019 period with additional ‘non attributed’ estates, marketing and other support costs of £57,929 provided by the university. These costs are broadly in line with the operating expenses associated with Council’s arts centres per annum. The accounts demonstrate that in 2018/2019, Council made a contribution of circa 35% towards the direct revenue costs of the theatre and a contribution of 36% in 2017/18, with a trading deficit shown in the operation of the theatre of £324 in 2018/19 and £1,179 in 2017/18. The University has invested £115,000 over the last two years in capital works and have shown additional support cost from their Finance/ P&C/ Campus Life / Marketing which they state is not charged as a cost directly to the theatre. Additionally the accounts include provision of a development fund for the theatre of £56,406 in 2018/19. University staff have confirmed that this fund is used to ‘upgrade the venues technical infrastructure and equipment’. 4.0 Budget Review in year savings As part of the in-year savings review requested of service areas, the sub-committee established as part of the special council meeting on the 11th September agreed to an in year reduction of 10% in 2019/20 to budget of £107,500 for the theatre. The committee also considered that further savings may be considered by the relevant committee moving forward in light of the budgetary pressures facing council services. Council budget for 1st April 2019 to 31st March 2020 included £107,500 of funding towards Riverside Theatre. The contract expired on the 31st July 2019 resulting in an outstanding payment to the University of £35,833 for period 1st April – 31st July inclusive from council’s 2019/20 budget. Taking into consideration the 10% (£10,750) reduction in budget for 19/20 agreed through council’s efficiency process, the outstanding balance due to the University towards Riverside Theatre for the period 1st August to 31st March would be £60,917. 5.0 Recommendation Following on from the report presented to the Leisure & Development meeting on 11th June, presentation by representatives from the Riverside Theatre on 13th August, and additional Council decision in October to apply an in year reduction of 10% of the annual budget, members are requested to consider the following: i) ‘Council provide financial support Ulster University’s Riverside Theatre to the sum of £60,917 for the period of 1st August 2019 to 31st March 2020 through a service based contract in order to maintain the operation of the only professional, bespoke theatre venue within the Borough. ii) That Council consider the funding for the Riverside Theatre for the remaining period of Council’s Cultural Strategy (2020-21), subject to Council’s rate setting process. L&D 191015 – Riverside Theatre Page 3 of 3 Riverside Theatre Annual Report 2018/19 A civic asset delivering value for the community Celebrating over 40 years of service to the local community as the Our History borough’s only dedicated professional performing arts venue. • A shared space to enrich all lives in the local community, inspiring innovation and nurturing creative talent. • Many of today’s hottest stars of Irish, British and International stage, screen and television began their careers in the Riverside from the Seventies onwards. • Civic asset based at Ulster University for the benefit of the region Our Impact • 30,000 people attended 144 events, 100 workshops & 4 exhibitions in 18-19. • Employment, internships and volunteering opportunities for 6 permanent and casual staff, 7 placements from local schools and 50 community volunteers. • 5,000 people experienced events and workshops for FREE at Riverside in 2018-19 as part of the outreach programme surrounding 50 years of the Ulster University campus in Coleraine. • Work produced by local community groups accounted for 44% (12,500) of our annual audience figures. • Attendance recorded through Box Office from some 90 schools and community groups to our events and workshops last year. Community Reach Limavady Borough 4% Derry/Strabane 2% Belfast Moyle District 2% 8% Mid Ulster 3% Mid/East Antrim 9% Ballymoney Borough 23% Causeway Coast & Glens Coleraine Borough 84% 65% Community participation 2018 - 19 Attendance from some 90 schools and community groups • Aghanloo (Limavady) Women’s Institute • Dunclug College, Ballymena • Portglenone Women’s Institute • Agherton Parish Church • Dunluce HS • Portstewart PS • All Sorts Youth Club, Coleraine • Garvagh Women’s Institute • Roseyards Presbyterian Church (Dervock) • Armoy PS • Goran PS • Sandel Centre • Ballymoney HS • Harpers Hill PS • St Johns PS • Ballysally Primary School • Kells & Connor (Ballymena) Women’s Inst • St Malachy’s Primary School • Bushmills Women’s Institute • Kildress Mother’s Union (Cookstown) • St Olcans PS • Carhill PS • Kilowen PS • St Patricks Rasharkin • Castlerock Cubs/Scouts • Kilrea PS • St Pius X College • Castlerock Playgroup • Kilrea Women’s Institute • St.