Agenda item

To consider a report of the Director of Culture, Communities and Business Services setting out proposals to adjust access to, and prices for, the Enda Ryan Poppy Pods at Tile Barn Outdoor Centre.

The Committee received a report of the Director of Culture, Communities and Business Services for pre-scrutiny, before consideration by the Executive Member for Recreation, Heritage and Rural Affairs, on proposals to adjust access and pricing arrangements for military personnel and their families to the Enda Ryan Poppy Pods at Tile Barn Outdoor Centre. (Item 8 in the Minute Book).

The report was presented to the Committee and it was heard that following a recent consultation, Option 1 in the report was being proposed for approval.  Members had questions about how the consultation worked and asked for assurance that engagement in the consultation by the Armed Forces Community Covenant was sought.  It was heard that there were numerous attempts to engage, which included phone calls and emails to the appropriate people, and ensuring email receipts were received from them.  Acknowledgement of receipt of the consultation was received, but no consultation response was given.  It was heard that some consultation feedback favoured Option 3 proposal, but no responses or suggestions were received from the original funders when engagement was sought with them.

One of the Members of the Committee, after discussions with the military, highlighted that there was disappointment within the military and they should have sole access to the Poppy Pods at weekends and school holidays, and reserved for military family use.  Officers explained that the Poppy Pods had always been well used by the military, and had taken on board consultation feedback received to include in Option 1 proposals, military only use of the Poppy Pods for every other weekend in term time.  It was also highlighted that Option 1 proposals also included a 2-month early priority booking window for military, giving access to all dates across the year when the Pods are open, as well as heavy discounts.

In response to other Members’ questions, it was confirmed that:

·       There was an expectation that the Poppy Pods would be heavily used by the military in the summer period.

·       HCC do continue to invest in the Poppy Pods to cover ongoing maintenance costs and improvement.

·       That under the proposals for high season, Poppy Pod charges would increase from £31 a night to £60, this is including the 50% discount for non-officers.

·       Consultation feedback received about problems with the booking system and not being able to book, were mostly historic, and there was a new booking system in place.  There are limited spaces as only 20 Poppy Pods are available, but proposed priority booking for the military should resolve booking issues.

·       Mostly serving military personnel use the Poppy Pods.

·       These proposals would ensure the Poppy Pods would remain sustainable for the future, and in financial terms going forward. 

·       Officers weren’t aware of other grant funding, and this had been explored.

Some Members were concerned that the proposal didn’t take into account the requirements of the military, and there were also some concerns around the proposals for a two-tier pricing system.  Members were accepting that increase in pricing was needed to ensure a sustainable future but would also welcome other sources of ongoing funding should they come forward.  The Select Committee also welcomed the opportunity for an update report later next year, to inform the Committee on how proposals were proceeding.

It was proposed by Councillor Mocatta, and seconded by Councillor Bowerman that the recommendation be amended as below:

That, following a recent consultation exercise, the Executive Member for Recreation, Heritage and Rural Affairs approves a revised approach to access and pricing for the Enda Ryan Poppy Pods at Tile Barn Outdoor Centre in accordance with Option 1 identified in paragraph 17 in this report, but the proposed two-tier military pricing system in the proposal is replaced by a single discounted price for military families. The revised approach will take effect from 1st September 2022.

The Committee voted and unanimously agreed the amendment with no abstentions.

An additional recommendation was proposed by Councillor Crawford, and seconded by Councillor Park as below:

That the Culture and Communities Select Committee would welcome other sources of ongoing funding should they come forward.

The Committee voted and unanimously agreed the additional recommendation with no abstentions.

RESOLVED:

i   That the Culture and Communities Select Committee recommend to the Executive Member for Recreation, Heritage and Rural Affairs that he approves the following recommendation:

That, following a recent consultation exercise, the Executive Member for Recreation, Heritage and Rural Affairs approves a revised approach to access and pricing for the Enda Ryan Poppy Pods at Tile Barn Outdoor Centre in accordance with Option 1 identified in paragraph 17 in this report, but the proposed two-tier military pricing system in the proposal is replaced by a single discounted price for military families. The revised approach will take effect from 1st September 2022.

ii   That the Culture and Communities Select Committee would welcome other sources of ongoing funding should they come forward.