Agenda item

(Cabinet Members with Special Responsibility Councillor Ashworth and Councillor Mace)

Report of the Head of Democratic Services.

(Cabinet Members with Special Responsibility Councillors Ashworth and Mace)

The Head of Democratic Services submitted a report asking Members to consider an invitation from the Council’s Associate Town, Almere, to participate in the 2010 International Youth Games.

The options, options analysis, including risk assessment and officer preferred option and comments, were set out in the report as follows:

Option 1 – To accept the invitation to attend the International Youth Games 2010 in Almere in full (as set out in paragraph 2.4 of the report) and give a commitment to the Council’s future participation in the Youth Games, subject to a budget being established.

Option 2 – To accept the invitation to attend the International Youth Games 2010 in Almere in part (varying the numbers as set out in paragraph 2.5 of the report) and give a commitment to the Council’s future participation in the Youth Games, subject to a budget being established.

Option 3 – to decline the invitation to attend the International Youth Games 2010 in Almere.

Officer Preferred Option (and comments)

In light of the Council’s resolution at its meeting in April 2009, officers’ preferred option is Option 2 above, although it is for Members to determine the level of participation and the size of the civic delegation.  This is governed for the most part by cost.

Of the potential sports listed by Almere for inclusion in the Games, 8 of those proposed have been supported in the past by groups operating in this district and volunteer leaders may be available to accompany the young people.  It is suggested therefore that having accepted the invitation, the final make-up of the group be determined by the willingness of local sports clubs to participate and the availability of volunteer leaders.

Dance, music and theatre styles can vary and the inclusion of any representatives to take part in these programmes will again be determined by the availability of any suitable groups in the district and a willing volunteer leader.

The cost of travel to and from Almere is difficult to quantify at this stage.  Indications at this stage are that flights could be anything from £50 to £250 per person.  Buses will also be required to and from the airport at each end, adding approximately £1-2,000 subject to numbers.  Ferry crossings are approximately £100 per person.  Costs of a coach for a week will need to be added to the ferry cost, including accommodation in Almere for the driver.

In past years a contribution has been sought from each child taking part in the Games towards their travel and other costs of taking part.  This was set at £200 in 2007 and 2008 and the suggestion is that this be continued for 2010. 

There are also incidental costs of providing a suitable tracksuits with logo, insurance and CRB checking for accompanying adults.

Officers would also advise that an invitation to Almere in 2010 should only be accepted if the Council is prepared to commit (as far as possible) to funding for the future, in particular the hosting of a Games in 2013.

Should Members wish to accept the invitation but keep costs to a minimum, the numbers participating could be reduced and/or the contribution requested from participants could be increased.  

It was moved by Councillor Mace and seconded by Councillor Ashworth:-

“That the recommendations, as set out in the report, be approved.”

Members then voted:-

Resolved:

(6 Members (Councillors Ashworth, Blamire, Bryning, Kerr, Mace and Thomas) voted in favour, 3 Members (Councillors Barry, Fletcher and Langhorn) voted against and 1 Member (Councillor Archer) abstained)

(1)     That the invitation to participate in the 2010 International Youth Games in Almere be accepted, on the basis of:

(a)          A civic delegation comprising the Mayor and Mayoress (or consort), a Member chosen by ballot (and contributing £200 to costs to match the contribution requested of participating athletes) and an officer; and

(b)          A sporting and cultural delegation to be led by the Head of Cultural Services, or his representative in conjunction with local volunteer individual sports leaders, the size of the party to be determined to a maximum of 68 subject to the net cost of travel being contained within a 2010/11 budget allocation of £7,000 and taking into account availability of volunteer leaders and suitable transport.

(c)          A long term commitment to the Council’s participation in the International Youth Games, in particular the hosting of the Games in 2013.

(2)     That this decision be subject to the outcome of the budget for 2010/11, and the associated revenue growth bids for 2010/11 and beyond be taken forward for consideration as part of the Cabinet’s budget proposals.

Officers responsible for effecting the decision:

Corporate Director (Regeneration)

Head of Cultural Services

Head of Democratic Services

Reasons for making the decision:

The decision subject to budget considerations is in line with Members wish to continue to support twinning connections and encourage young people’s interest in sport by maintaining participation in the International Youth Games.