KILLAMARSH PARISH COUNCIL SPORTS CENTRE COMMITTEE MEETING

Wednesday 5th August 2020 at 14:00pm.

This meeting will be held in the Parish Suite

Members of the public are welcome to attend this meeting.

Lisa J Powell (Ms)

Acting Parish Clerk/RFO

AGENDA

Please be aware that meetings open to the public may be recorded by representatives of the media or by members of the public. Any persons intending to record this meeting are: Requested to respect the wishes of members of the public who have come to speak at a meeting; and reminded that it is not permitted for oral commentary to be provided during a meeting. The Chairman may ask people to stop recording and leave the meeting if they act in a disruptive manner.

1. Apologies for Absence To receive and accept, if appropriate, apologies for absence from the meeting.

2. Declarations of members interests To enable Members to declare the existence and nature of any Disclosable Pecuniary interests to declare in subsequent agenda items, in accordance with the Parish Council’s Code of Conduct. Interests that become apparent at a later stage in the proceedings may be declared at that time.

3. Chairman’s announcements – For information only

4. Public Participation A period of no longer than 15 minutes for members of the public to put questions or bring matters to the attention of the council.

5. Minutes of 22nd July 2020 To consider and approve, if appropriate, the minutes of the Sports Centre Committee held on 22nd July 2020 – Appendix 1

6. Public and Press Exclusion To determine which items, if any, should be taken with the public excluded. If the Council decides to exclude the public it will be necessary to pass a resolution in the following terms: “In view of the confidential nature of some items, it may be necessary to discuss these

items with the Public and Press excluded in accordance with the Public Bodies (Admission

to Meetings) Act 1960, S1.

7. Finances To receive a report on the council’s current finances and predicted outcomes once the centre re-opens – Appendix 2

8. Staffing costs To receive a report on Sports Centre staffing costs for re-opening. – Appendix 3

9. Booking Updates To receive a report from the Centre Manager on booking up-dates. Appendix 4

10. Special Promotion At the suggestion of the Centre Manager, to consider a special promotion – Covid - £19 per month Gym & Class. – Appendix 5

11. FAQ Sheet To consider the FAQ Sheet – Visiting Killamarsh Sports Centre, as prepared by the Centre Manager. – Appendix 6

12. Opening Date To agree an opening date albeit under restrictions.

13. Noticeboards To consider which noticeboards, if any, require renewing.

14. Car Parking

To consider how best to utilise the car park as a resource

15. Climate Change Pack

See Full Parish Council agenda 27 July for the full pack – referred back to each committee to

discuss aspects relating to their terms of reference.

16. Subsidy Reduction Plan

To consider any recommendations made by other committees or individual members regarding

the Subsidy Reduction Plan and in turn what recommendations to make to full council. – Appendix

7

17. Date & Time of next meeting

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Minutes of a meeting of the Sports Centre Committee of Killamarsh Parish Council held Wednesday 22nd July 2020 at 2pm

This was a virtual meeting which could also be accessed by telephone.

Present: Cllrs S Clough (Chairman) M Potts (via Zoom) S Mullins

D Hibberd (Sports Centre Manager)

L J Powell (Parish Clerk)

Members of the public x 1

1. Apologies for Absence

Apologies for absence were received from Cllr N Whitehead and Cllr L Robinson.

2. Declarations of member’s interests

No Councillors declared an interest.

3. Chairman’s announcements

The Chairman made no announcements.

4. Public Participation There was a 15 minute period for members of the public to put questions or bring matters to the

attention of the council. One member of the public said she thought that the council should have

made more communication with its staff during furlough to see how they were.

5. End of Lease on Gym Equipment Consideration was given as to what recommendation to make over the end of the lease on the gym equipment, options being: Return equipment to supplier Buy equipment at £10,893.99 Extend lease for 1 year: £965.89 per month (11,590.68) Extend lease for 2 years: £496.15 per month (11,907.60) To request an extra 3 months hire It was agreed to defer this item to the next meeting when service costs have been obtained and costs of extending the lease for three months.

6. Moving of Gym Equipment Consideration was given to how and where to move the gym equipment in order to comply with government guidelines. The Centre Manager had undertaken a great deal of work in regard to this. Guidelines state 9msq per person, lower fitness suite is 100msq so only ten people. 23 work stations available so some need to be transferred out. Cardiovascular could go into small hall which is 125msq so that can be accessed by 13 people with 13 pieces of equipment.

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The Centre Manager ideally wanted the return of all staff but for the centre to remain closed at weekends. The Centre Manager advised that an on-line booking system has been put in place and a break between all activities will be allocated for a thorough clean down. RECOMMEND (2 for, 1 abstention) the gym equipment be moved at the lowest quote in the first week of August. Cllr Potts advised that she was unable to make decisions without knowing how the council stands financially. 7. Sports Centre Re-opening The Sports Centre Manager advised that he had received many phone calls, emails and Face book posts enquiring about the re-opening of the centre. He plans to put pictures of the new layout on Facebook and the website. He suggested a promotion of a reduced fee of £19 a month as a Covid-19 promo. RECOMMEND (2 for, 1 abstention) preliminary decision: re-open 3rd week of August. For next meeting: Financial update and forecast Manager to present forecast for % of returning users Cllr Mullins requested car parking as a resource be placed on next agenda. 8. Date of next meeting

Date of next meeting will be Wednesday 5th August 2020 at 2pm in the Parish Suite.

Meeting closed 15.22pm

On Saturday I received more than 20 calls for bookings and same again on Sunday these are mainly for Gym, Squash, Badminton and Football pitches. On Friday I did a Facebook poll and emailed 300 existing members and to date we have had 111 votes on FB with 86% saying they are ready to come back and 96 responses to my email with only 10 saying that they are not ready. On the top of this I have confirmation that the below groups also want to come back Killamarsh Badminton Club Mondays 8pm – 10pm full sports hall Arrows Basketball Tuesdays 6pm – 10pm full sports hall Chesterfield Netball Thursday 6pm – 10pm full sports hall Swift raceway Friday 6pm – 10pm (every other) full sports hall Killamarsh Kurling Tuesday 1pm – 3pm 2 courts Killamarsh Bowling group Fridays 1pm – 3:30pm 2 courts from September Killamarsh Dynamos Up to 5 bookings per week from October football pitches Young Elites FC Up to seven booking per week from October football pitches We also have more continues booking on the pitches that have recently been in contact with me. I wanted to phase the reopening times as laid out in the plan and at first not open weekend as these don’t get busy until October with the basketball fixtures and cricket training. Also the class timetable will be reduced so I wanted to reduce all members payments who were on £20 plus per month to £19 per month for gym & class with a special offer to all new members of £19 per month using covid-19 as a marketing tool. I would start back any gymnastics until the new year at the earliest. So to conclude I would like to get the gym, reduced classes, squash, sports hall and pitches open with reduced opening times.

Following the Facebook poll and email communication with the 360 members I have looked at the possible Fitness membership. Both the email communication and Facebook poll where suggesting 80% of our current members are happy to return. As discussed in the plan and the previous email I would like to reduce any member payment who was paying £20 and above pre Covid-19 to £19 per month, this will include the gym and classes. The reason for this is that we will have limited capacity, members will have to book and a reduced class timetable. The membership price will be reviewed and changed ready for January 2021. Please find attached spread sheet highlighting possible monthly income from direct debit members, please note that Harland’s need two weeks’ notice to start taking payments. These figures are only from members paying direct debit, I have had numerous phone calls from potential new members and people wanting to book racket sports. Promotion Corvid-£19 per month Gym and Class The Government are advising people to get fit and lose weight in the fight against Corvid-19 this could be a great opportunity to advertise the new membership price of £19 per month payable via DD. Since February we have lost 125 members which I feel would resign back up once we are opened safely. The offer can be open to old and new members with online sign up preferred.

Visiting Killamarsh Sports Centre FAQ:

What are you doing to reduce the risk of infection?

Whilst It is down to the individual customer to take reasonable personal responsibility when taking

part in physical activity, we have, in line with the leisure and sport industry guidance, implemented

the following:

Our staff will be continuously cleaning the facilities throughout the day

We have increased hand sanitising stations throughout the centres

Social distancing is being promoted throughout the centres, including queuing arrangements

Signs have been installed to encourage social distancing and hand sanitising

Customers will be reminded to clean equipment before and after they use it

Screens have been installed at our reception points

There will be programmed intervals between sessions to allow staff to thoroughly clean

equipment

To help us keep the sports centres open we will need customers to follow our guidance and staff will

be on hand to remind customers of this.

What should I do when I arrive at the centre?

Please ensure you arrive approximately 5 minutes before your session begins.

We have a queuing system in place (keep right) at the centre and signage to help direct customers

and promote good social distancing.

Initially there will be no fast track swipe available to use, all customers will need to check in via

reception desk.

Can I bring my own towel to the gym?

Towels/’sweat towels’ will not be able to be taken onto the gym floor/into the studio, as per UK-

Active guidance.

Can I bring my own water bottle?

Please bring a prefilled water bottle, large enough to last the duration of your workout, as water

dispensers will not be available in the initial stage of re-opening. Vending machines will be available

to use (contactless payment option available).

Can I bring my own equipment?

If you are attending for a Yoga or Pilates class it is recommended that you bring your own mat to

use. Customers are welcome to bring their own hand sanitiser and wear a face mask if they wish.

Please do not bring your own cleaning equipment. This will be provided for your use around the

centres.

Sports and fitness activities

A programme of activities will be available at the sports centre from????? To include Racket Sports,

gym and fitness classes. These will need to be pre-booked. Full information of classes and booking is

available on our website and Facebook. Information regarding other activities will be updated in

accordance with national governing body guidance.

See the timetables for what is available at each centre:

Group exercise timetable

Gym timetable

How can I book a session?

All activities need to be pre booked including using the gym. This can be done online, by telephone

or whilst you are at the centre via reception. You will need to be a member or registered user to

book an activity.

What is a registered user?

A registered user is a customer that uses the centres without any kind of membership. This is

required to implement the COVID-19 track and trace system. It will require your full name, phone

number and e-mail.

You can become a registered user from the?????? by contacting either centre on the following

details:

Killamarsh Sports Centre

Email: parish.office@killamarsh-pc.gov.uk

Telephone: 0114 2485554

Please see our privacy policy for guidance on how your information will be used and stored.

Which fitness classes will be running?

We will be running a reduced timetable of fitness classes at both centres. The number of classes we

run may increase in future weeks and months however customer safety remains a priority and we

need to ensure there is time for cleaning between sessions.

How many people will be in a fitness class?

This will vary depending on the class and where the session is being held. Social distancing measures

have been put in place for all classes.

Changing facilities

Will there be any changing facilities available?

Gym or fitness classes

There will be no changing facilities for the gym or fitness classes. We are asking customers to turn up

ready to take part in their session with minimal belongings and leave promptly after their session

has finished. This is to help us to comply with leisure and sport industry guidance.

Can I use hairdryers?

Hairdryers will not be available to use in the initial stage of re-opening.

Facilities information

Can I pay with cash or is it contactless?

We would encourage customers to use contactless payment methods as much as possible but if this

payment method is not available to you we will accept cash.

Will the Bar at the Sports Centre be open?

No, the Bar will not be operational in the initial stage of re-opening however vending machines for

drinks and snacks will be available to use (contactless payment option available).

Will the sauna area in the Sports Centre be open?

The spa and sauna area will remain closed in line with the latest Government guidance.

Will the toilets be available to use?

Yes, toilets will be open in the centres.

Membership questions

If I am a member when will I start to pay again?

Membership payments will commence from September 1, 2020.

If I don’t feel ready to return can I still freeze my membership?

Absolutely, we appreciate that not everyone will be ready to return, which is why we are offering

those customers who want to the option to continue to freeze their membership for up to two

months. If you wish to do this, please contact:

Killamarsh Sports Centre

Email: parish.office@killamarsh-pc.gov.uk

Telephone 0114 2485554

I have a pre-paid membership, what happens now?

All annual memberships will have the weeks we have been closed added on to the end of the

membership period.