Leisure Management Contract

Monitoring

November 2014

What do we want from the Leisure

Management Contract?

● Quality experience for customers

● High usage of facilities

● Wide range of activities

● Well maintained buildings

● Low subsidy costs

● Compliance with the contract / specification

Contract Documentation

New Monitoring Approach (Year 3+)

● Issues highlighted by internal and external audit

● Report to Audit Committee

● Monitoring Plan and Monitoring checklist established

● Team approach to monitoring utilising existing resources

● Priorities established

● Regular reporting to scrutiny.

● Changes to Client / Contractor meetings

● Partnership theme to contract management

Areas for Monitoring

● Financial (Protecting the Investment)

● Property (Protecting the asset)

● Employment (Protecting the workforce)

● Leisure Service (Protecting the Customer)

- Health and Safety

- Program of activities

- Outcomes (KPI’s)

Financial (Protecting the Investment)

● Audited accounts

● Insurance cover

● Energy costs

● Fees and Charges

● Contract price increases (CPI)

● Legacy Leisure adjustments

Property (Protecting the asset)

● Planned Preventative Maintenance records

● Investment works completed

● Redecoration works

● Plant and machinery records

● Pool testing records

● Training logs for equipment

● Maintain condition as at handover

Employment (Protecting the

workforce)

● Staff Training records

● Staff qualifications

● TUPE information (essential when retendering)

● Local Employment sustainability

● Health and safety of employees

● COSHH

Leisure Service (Protecting the

Customer)

● Opening hours

● Programme of activities (balancing the needs)

● Health and Safety for Customers

● NOP’s / EAP’s /Risk assessments / Policies etc.

● Sports equipment (Inventory)

● Free swimming / Learn to swim

● LAPA / Sports development

Leisure Service (Protecting the

Customer) continued…

● National exercise referral

● Welsh Language compliance

● Equal opportunities compliance

● Armed forces free usage

● ICT equipment / management information

● Cleaning standards / records

● Child protection policy

Leisure Service (Protecting the

Customer) continued…

● Water quality

● Licences compliance (entertainment, alcohol etc.)

● Catering (food hygiene)

● Marketing / communication

● Statutory notices

● Customer feedback / satisfaction surveys

● Client Contractor meetings.

● Etc. Etc. Etc.

Performance indicators and

measures ● Energy consumption

● Sustainable jobs

● Accident statistics

● Increases in usage

● Satisfaction levels

● VFM of Leisure Centres

● Customer care plan

Contract variations ● Things change in a 10 / 15 year contract

● What can we do?

● Is it in our interests?

● What will it cost?

Examples:

Programming

Opening hours

Legacy Leisure

Questions?