Report Resources Committee 13 January 3 - PROVISION OF 3G FULL SIZE SYNTHETIC SPORTS PITCH IN DUMFRIES

1. Purpose of Report 1 .I To inform members of the need to develop a Full Size 3G Synthetic Sports Pitch.

1.2 implications and operational requirements, for a Full Size 3G Synthetic Sports Pitch in the Dumfries area.

To inform members of three potential locations, together with the financial

1.3 Synthetic Sports Pitches in each area of Dumfries and Galloway.

To provide an update on progress relating to the development of Full Size 3G

2. Recommendations Members are asked to:-

2.1 agree,in principle, to the development of a Full Size 3G Synthetic Sports Pitch in the Dumfries area and to select a preferred location from the 3 proposals provided as outlined at sections 3.7 to 3.10;

2.2 Corporate Policy Committee, to consider the provision of capital Development Block funding as Dumfries and Galloway Council’s contribution towards this project; and

agree to progress a bid to the Capital Working Group, and subsequently to the

2.3 Dumfries and Galloway as detailed at 3.1 3.

note the updates relating to potential Full Size 3G Synthetic Sports Pitches across

3. Considerations 3.1 What is a 3G Synthetic Sports Pitch 3.1 .I There are many types of synthetic turf systems available in the UK; common to each system is the attachment of synthetic fibres onto a backing material. The playing performance characteristics of each system are dictated by the attachment method, the material composition, the fibre length, the infill type.

3.1.2 In 3G facilities the pile height is longer than other types of synthetic turf; commonly in the range of 40 - 70mm. The pile is normally filled with rubber crumb. This surface is often used for football and rugby. Hockey training and tuition is possible on a 3G surface but cannot be used for Scottish Hockey competitive league and cup matches.

3.2 Why use 3G Synthetic Turf 3.2.1 The advantage of synthetic turf is that it provides a good quality, consistent playing surface that can be used more frequently than natural grass and in all but the worst playing conditions. Natural grass requires intensive maintenance and recovery time to grow. If used in adverse weather conditions, or too frequently, can be rendered useless and require significant repair, resulting in a surface being unusable for large parts of the sporting season.

3.2.2 Synthetic turf can help alleviate many of these issues by providing a good quality surface all year round. Developments in the fibre composition reduces friction burns (associated with sand filled synthetic surfaces) and the rubber crumb acts as a shock pad

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Month Octo9 Novo9 Dec09 Jan 10 Feb10 Mar10 % 2.9% 40.4% 57.1% 27.3% 7.7% 0%

to absorb impact energy, both from player falls and from bouncing balls providing a similar response to that of a natural grass surface.

Average 21 .a%

3.3 Maintenance of a 3G Synthetic Turf 3.3.1 The only maintenance required for a 3G pitch is by drawing a mixing and aerator unit across the pitch once a week (potential twice a week in busy periods). This process re-aligns the ‘grass’ tufts and re-distributes the rubber filler. All maintenance operations can be carried out by relatively unskilled operators, thereby reducing the requirement of skilled ground staff.

3.4 Cost benefits of 3G synthetic turf 3.4.1 The quantifiable cost benefits of a 3G synthetic turf will depend on a number of circumstances. Savings and Increased revenue, compared to the use of a natural grass pitch, will accrue from:-

0 Significantly lower maintenance costs 0 Lower wear rates 0 Reduced maintenance staffing requirement 0 Fewer cancellations due to inclement weather 0 Greater utilisation of the pitch, minimising the need for separate training

surfaces and enabling revenue generation through hire charges.

3.5 Audit of Full Size 3G Sports Pitches in Scotland 3.5.1 In Scotland only four local authorities are without full size 3G facilities. Dumfries and Galloway has the largest population of those four local authorities.

3.5.2 There are 18 local authorities with lower population numbers currently providing access to full size 3G synthetic turf pitches.

3.5.3 Scottish Football Association National Facility Strategy (2006) highlighted a need to develop full size 3G pitches across the nation over the next 10 years. It was recognised that the South West of Scotland required 30 3G pitches and ideally 6 to be located in Dumfries and Galloway. This information was based upon current football participation and the future population trends through to 2016.

3.6 Demand for a 3G pitch in Dumfries 3.6.1 There currently over 20 football clubs operating 60 plus teams requiring train and play fixtures through out the week and on weekends across Dumfries.

3.6.2 The current football provision across Dumfries is delivered through grass pitches. Weather across the Autumn and Winter months has affected the delivery of football programmes significantly.

3.6.3 Table detailing the number of cancelled fixtures on Grass pitches in Dumfries.

matches cancelled

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3.6.4 There has been significant interest from the football community towards the development of a 3G synthetic pitch to enhance the fixtures and training programme for clubs and players within Dumfries.

3.7 Optional locations for Full Size 3G Synthetic Sports Pitch in the Dumfries Area 3.7.1 Resources Committee on 16 February 2010 agreed, subject to financial and operational support from key stakeholders and a Service Level Agreement in respect of wider community use the development of 3G Full Size All Weather Facility at the Crichton site.

3.7.2 The construction of a full size 3G All Weather at the originally agreed location at the Crichton site was refused planning permission at Nithsdale Area Regulatory Committee on 1 September 201 0.

3.7.3 Three additional sites at Dumfries and Galloway College have been considered inclusive of progressing a joint venture proposal with D&G College.However the College has decided to withdraw from the joint proposal and to progress with their original plan for a 2 court (3G) facility on their own site, due to timescale and funding constraints linked with their capital investment plan.

3.7.4 These three sites are:

0 King George V Sports Complex, 0 St Josephs College, and 0 Maxwelltown High School.

3.7.5 The sites were identified, linked to maximising day time usage and operational synergies. The Options Evaluation in Appendix 1, outlines the considered advantages and disadvantages of each site.

3.7.6 The football community have been consulted through local league administrators (Saturday Amateurs, Sunday Amateurs, Youth Leagues, Scottish Amateur Football Association) on each of the options.

3.7.7 The estimated capital costs for each option have been developed with Stratetgic Property Sevices and an external Cost Consultant. All estimated capital costs are Total Outturn Costs inclusive of all works related to the construction of a Full Size 3G Synthetic pitch, Lighting, Fencing, Changing Room upgrade requirements, Car Parking provision (where applicable), Statutory Approvals and Professional Fees. Pitches vary slightly in size due to the restrictions within the areas available for the pitch. All options are within FIFA and sportscotland guidelines for pitch dimensions.

3.8 King George V Sports Complex 3.8.1 KGV is the preferred location of the local football community and currently has Council staff in place to operate the existing and an additional facility. The venue is currently used by football clubs and would allow the centre of football development to be in one location. This site is directly served by the A75 trunk road allowing easy regional access. The proposed pitch at KGV will be 100 x 60 metres which is within the FIFA and sportscotland guidelines for a full size a Full Size 3G Synthetic Sports Pitch.

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3.8.2 KGV currently underutilised for periods of the day during the week, and this is likely to be duplicated by an additional pitch. There is significant evenings and weekends usage at the current facility, additional attendances at peak times are likely to exceed the current car park capacity. There is also likely to be additional pressure placed upon the existing changing provision which is currently used by teams playing on sand based synthetic turf facility and local grass pitches at weekends.

3.8.3 Estimated capital costs for the development of the KGV are f663,725. (Drawings located in Appendix 2).

3.9 St Josephs College 3.9.1 St Josephs College development has the lowest estimated cost of the 3 options. St Josephs College currently has no all weather facility this proposal would improve the current provision of Physical Education within the school. There is a significant amount of car parking and road infrastructure for access to the site during out of school hours. There would be all day curriculum usage of the 3G pitch at this location. The development also includes a much needed upgrade to the current provision of four changing facilities.

3.9.2 St Jospehs College is not currently served by a trunk road. The facility will be built on the current football / rugby pitch serving the school, due to the site constraints the proposed development at St Josephs College pitch would be 100 x 50 metres which is within the FIFA and sportscotland guidelines for a full size a Full Size 3G Synthetic Sports Pitch.

3.9.3 Estimated capital costs for the development of St Josephs College are f525,424. (Drawings are located in Appendix 3).

3.10 Maxwelltown High School 3.10.1 Maxwelltown High School also does not currently possess access to an all weather facility and would experience the same benefits to the Physical Education programme as the St Josephs option. There is a significant amount of car park provision and good access to the facility, which is located near the main routes for the A75 and A76 enabling suitable access for visiting clubs /teams from across the region. The proposed pitch at Maxwelltown High School will be 92 x 60 metres which is within the FIFA and sportscotland guidelines for a full size a Full Size 3G Synthetic Sports Pitch.

3.10.2 Maxwelltown High School currently has two changing rooms which have recently been upgraded. There is an old existing changing block on the site which require a much needed upgrade to ensure four changing rooms are available to enable maximum weekend usage.

3.10.3 Estimated capital costs for the development of Maxwelltown High School are f550,546 (Drawings located in Appendix 4).

3.11 Operational Issues 3.11 .I The pitch will be marked out for a full size football pitch in white. It will also have 3 seven-a-side pitches marked out across the width of the pitch for training and small sided practice as recommend by the Scottish Football Association player development guidelines.

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3.1 1.2 The pitch will be available for hire in whole pitch, half pitch or thirds of pitch. It would be anticipated that clubs, groups and associations will hire the facility in thirds or halves for practice periods and the whole pitch for matches, or may hire whole pitch but train in thirds with different club squads training in differing areas akin to the current hires at KGV.

King George V

3.1 1.3 King George V Sports Complex could continue to manage a new facility within the current staffing resource allocated at the site. Bookings and payments can be taken at reception within the main building.

costs Funding f663,725 E 225 , 000 f 438,725

3.1 1.4 St Josephs College and Maxwellton High School community use could be managed through the Education school lets process there may be a requirement for additional janitorial hours, the cost of which would be required to be built into the revenue budget (Appendix 5).

sports Complex St Josephs College Maxwelltown High School

3.12 Financial Implications Revenue 3.12.1 Appendix 5 details the estimated revenue costs for the operation of a Full Size 3G Synthetic Sports Pitch in Dumfries. Projections have been developed on full occupancy and 50% occupancy, in each scenario there would be no cost implications.

f 525,424 f225,OOO f 300,424 f 550,546 f225,OOO f 325,546

3.12.2 There will be 75 slots available to hire throughout the weekday evenings. (Slots based upon 7-a-side pitches /third of full size). This ensures accessibility for the number of clubs / teams locally for training and matches.

3.12.3 The estimated revenue costs have life cycle costs built in and are inclusive of a pitch replacement fund for major maintenance or replacement of the carpet layer.

3.12.4 Cost of the facility has been calculated in line with the current hire charges at the King George V Sports Complex Full Size sand based synthetic.

Capital 3.12.5 SportScotland External Funding - A stage 2 Sport Facility Fund application for the provision of a 3G pitch in the Dumfries area has been submitted to sportscotland. Sportscotland have indicated a potential capital award of f225,OOO would be available towards the project. Confirmation of the award will be subject to the complete capital funding in place and sportscotland agreement to the site location and facility specifications.

3.12.6 Council and potentially other Funding Requirements - Based on the indicative sportscotland investment this would leave the following funding requirements for each option.

I Site I Estimated Projected I Indicative External I Shortfall

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3.12.7 The Council’s capital contribution would be subject to a bid to the Corporate capital funding Development block through a bid to the Capital Working Group and Corporate Po I icy Com m i ttee .

3.13 Update on Regional 3G Facility Development 3.13.1 At Resources Committee on 20 April 2010, the decision was taken to locate the future Full Size 3G Synthetic Sports Pitches in:

0 Wigtownshire - a full size 3G all weather sports pitch be developed at Stranraer Academy

0 Annandale and Eskdale - a full size 3G all weather sports pitch be developed at Galabank, Annan

0 Stewartry - that a report with regard to the potential venues within the Stewartry area for the provision of a full size 3G all weather sports pitch be presented to the Stewartry Area Committee

3.13.2 Stranraer Academy - A stage 1 Sport Facility Fund application for the provision of a 3G pitch in Stranraer has been submitted to sportscotland. Sportscotland have indicated a potential capital award of f225,OOO. Awaiting confirmation of additional capital contribution towards the project before progressing stage 2 of the application. Further Investigations are currently underway through Big Lottery “Growing Community Assets” fund.

I

3.13.3.Galabank, Annan - There are currently no funding applications in for the Galabank development. Initial discussions with sportscotland are supportive of an application for this project provided that partner funding can be identified. Funding opportunities continue to be investigated. Further Investigations are currently underway through Big Lottery “Growing Community Assets” fund.

3.1 3.4 The Annan and Stranraer projects were put forward through the capital planning scoring process presented at Corporate Policy on 6 July 2010 and were ranked equal 14th and unsuccessful in securing funding support. Further Investigations are currently underway through Big Lottery “Growing Community Assets” fund.

3.13.5 Stewartry - A report will be submitted to the Stewartry Area Committee following confirmation of the proposed new Dalbeattie High School specification. Should the specification include a full size a Full Size 3G Synthetic Sports Pitch then this will inform the report to Stewartry Area Committee regarding a preferred location. Further Investigations will also be developed through Big Lottery “Growing Community Assets” fund in relation to match funding.

4. Governance Assurance 4.1 The following groups and individuals have been consulted on this report:-

0 Local Football Community (Adminstrators from Saturday Amateurs, Sunday Amateurs, Youth Leagues, Scottish Amateur Football Association)

0 sportscotland 0 Head Teacher St Jospehs College

Head Teacher Maxwelltown High School 0 Director of Schools Services 0 Director of Support Services 0 Scottish Football Association Regional Development Manager

Report Resources Committee 13January A

NAME

0

0

Scottish Rugby Union Regional Development Manager Strategic Property and Commissioning Manager, Strategic Property Services

DES IG NATION CONTACT DETAILS

4.1 .I All those consulted are in agreement with the information contained within this report.

Andrew Reed

5. Impact Assessment As this report does not propose a change in policy, the formal adoption of a plan, policy or strategy it is not necessary to complete an Impact Assessment.

Marchmount House Principal Policy Officer - Marchmount Avenue Leisure and Sport Dumfries

DGI 1PY

NAME DESIGNATION SIGNATURE

Justin Tracy Director of Community and Customer Services

Appendices - 5

Appendix 1 - Location Options Appraisal Appendix 2 - Outline drawings for KGV pitch location Appendix 3 - Outline drawings for St Josephs College pitch location Appendix 4 - Outline drawings for Maxwelltown High School pitch location Appendix 5 - Financial Forecasts for operation of a Full size 3G synthetic turf pitch

Background Papers ,_

1. Resources Committee Report - Provision of 3G Full Size All Weather Sports Pitches in Dumfries and Galloway 16 February 2010 h tt p ://rp u . d u m aa I . a ov. u k/x ped io/a ro u ps/p u b I ic/d ocu men ts/com m i ttee re PO rts/02 1 72 6. pdf

2. Resources Committee Report - Provision of 3G Full Size All Weather Sports Pitches in Dumfries and Galloway 20 April 201 0 h tt p://rp u . d u ma a I . qov. u Wxped io/a ro u ps/p u b I ic/d ocu me n ts/com m ittee repo rts/022 1 5 7.pdf

3. Corporate Policy Committee - Review and Amendment to the Capital Planning Process - Maintenance and Development Block Projects 6 July 201 0 h tt p://rp u . d u maa I . a ov. u Wxped io/a ro u ps/p u b I ic/d ocu men ts/com m i ttee repo rts/022 5 9 9.pdf

Report Resources Committee 13 January 2011

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5.

Artificial Pitches Guidance - Football Foundation

Scottish Football Assocation - National Facility Strategy 2006

. ..

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APPENDIX 1 - Location Options Appraisal

King George V Sports Complex: ' Advantages : . Changing Provision in place to enable the scheduling of matches on weekends (6

changing rooms). . Good Infrastructure links to the A75 and main roads towards the facility, enable easier regional access to the facility. . Staffing and administration of sports complex already in place and no additional costs would be incurred to administer and supervise the facility. . A majority of clubs in Youth / Sunday Amateurs would prefer KGV location, it was noted that not all were agreed. . Potential for the site to be used as a central venue for school matches as opposed to grass pitches at school sites. . Availability for schools / sports festivals. . Potential development of centre of excellence for field sports.

Disadvantages: Potential pressure on current parking provision. Weekend fixtures and matches will increase demands on the parking area and a requirement to increase parking provision is included within the estimate site costs. . There would be limited to no daytime usage of the facilities during school term. Schools may use the facility, but concerns relating to transport / period times would significantly restrict school usage. There may be potential impact on sportscotland support / funding due to lack of daytime usage. There may be additional pressures on changing provision due to current usage (gym users, grass pitch matches at local parks, Hockey fixtures on current sand based synthetic pitch and female users). At present all four team changing facilites are occasionally used on weekends. A upgrade to changing provision and lockers will be required at an estimated cost f25k (costs included within estimated capital cost of project).

St Josephs College: Ad van tages : . Increased Daytime Usages (St Josephs College and cluster linked schools). . Changing provision available to deal with user numbers on weekends - 4 chaning

rooms. . Infrastructure in place (currently cope with arrival of over 700 pupils each day). Some clubs within senior and junior league prefer the St Josephs site. . Adequate car parking provision enabling the ability to cope with weekend usage. Additional teaching space available for curriculum physical education and health activities. Will address the current inadequate sports provision and promote community school ethos. . Maximised usage of grass pitch area.

Disadvantages: . Changing rooms of a poor standard and require an upgrade currently estimated at f25k to bring up to standard. (costs included within estimated capital cost of project). . Reduction in access to the community during school term in day time hours, although there is currently no demand. . Additional staffing costs related to opening and closing facility by Janitors. . Location is not served by major trunk roads.

Maxwellton High School:

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Advantages : Increased Daytime Usages (Max High School and cluster linked schools). . 2 recently upgraded group changing provision available to deal with user numbers. . Infrastructure in place (currently cope with arrival of over 400 pupils each day). Significant car parking provision enabling to cope with weekend usage. . Additional teaching space available for curriculum physical education and health activities. . Will address the current inadequate sports provision and promote community school ethos.

I Maximise the usage of vacant land available for development of full size 3G facility . The school is accessible from both A75 and A76 enabling easy regional access to the facility.

Disadvantages: . Only two useable changing rooms available for use and would require an upgrade to an old changing block at an estimated cost of f40k to bring upto standard (costs included within estimated capital cost of project). . Reduction in access to the community during school term in day time hours, although there is currently no demand. . Additional staffing costs related to opening and closing facility by Janitors.

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APPENDIX 2 - Drawings of King George V Sports Complex Proposal

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APPENDIX 3 - Drawings of St Jospehs College Proposal

Report Resources Corn m ittee 13 January 3 - APPENDIX 4 - Drawings of Maxwelltown High School Proposal

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APPENDIX 5 - Financial Forecasts for operation of a Full size 3G synthetic turf pitch

EXPENDITURE STP Maintenance Year 1 Year 2 Year 3 Year 4 Year 5 Floodlighting Running Costs* f2,176 f2,230 f2,286 f2,343 f2,402 Floodlighting Maintenance* f2,000 f2,050 f2,101 f2,154 f2,208 Routine Pitch Maintenance * f 1,436 f 1,472 f 1,509 f 1,546 f 1,585 Pitch Surface & Fence Maintenance* f4,000 f4,lOO f4,203 f4,308 f4,415 Pitch Testing* fO f2,000 f2,050 f2,101 f2,154

Sub Total (a) f21,612 f23,852 f24,149 f24,452 f24,764 Other STP Operational Costs

Equipment Replacement & Repairs f 1,000 f2,000 f2,500 f2,500 f2,500 Sub Total (b) f 3,500 f 4,000 f4,500 f4,500 f 4,500 Total Costs (a+b) f 25,112 f 27,852 f 28,649 f 28,952 f 29,264

Pitch Replacement Fund f12,000 f12,OOO f12,000 f12,000 f12,000

Marketing, Promotion & Publicity f2,500 f2,000 f2,000 f2,000 f2,000

INCOME*

Facility Hire Football Season (35wks) f45,003.84 f46,128.94 f47,282.16 f48,464.21 f49,675.82 Facility Hire Summer Season (1 5 wks) f4,821.84 f4,942.39 f5,065.95 f5,192.59 f5,322.41 Total Income (c) f49,825.68 f51,071.32 f52,348.1 I f53,656.81 f54,998.23

Balance (c-(a+b)) f24,713.68 f23,219.02 f23,699.50 f24,704.48 f25,734.60

Facility Hire Football Season 35 wks f28,127.40 f28,830.59 f29,551.35 f30,290.13 f31,047.39 Facility Hire Summer Season 15 wks f3,013.65 f3,088.99 f3,166.22 f3,245.37 f3,326.51 Total Income ( c ) f31,141.05 f31,919.58 f32,717.57 f33,535.50 f34,373.89

Balance (c-(a+b)) f6,029.05 f4,067.28 f4,068.96 f4,583.18 f5,110.26

* 2.5% increase each year Income based upon excluding VAT price

It can be noted that the facility would be possible to have no revenue implications based upon only 50% occupancy of facility. 37 hours consist of: - 5pm to 10pm Monday to Friday (25 hours) - loam to 6pm Saturday / Sunday (12 hours) excludes 30 minute changeover periods between matches. Not included are any additional staffing costs or cleaning costs associated with hires. The income and expenditure is based upon evening and weekend usage only, which would be identical at both site options. Fees are based upon equivalent hire costs at KGV, Full Size: f52.10 inclusive of VAT (f43.44 exc VAT

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