Agenda item

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The Strategic Advisor to the Chief Executive and Leader introduced the report on the use of external consultants for the Lynnsport and St James proposal, detailing the procurement process, project options, and financial controls. She outlined that consultants were appointed through a compliant mini-competition within an established construction framework, with Cabinet and Council approval at each stage. The process included interviews, evaluation of team composition, and adherence to procurement regulations, ensuring transparency and proper governance.

The initial feasibility study, conducted with Sport England, considered four options for leisure facility investment, including standalone and integrated pool solutions at Lynnsport, replacement of the Oasis Centre, and redevelopment of Downham Market facilities. The preferred approach was a phased redevelopment, balancing strategic priorities and funding constraints.

The cost to progress Lynnsport to RIBA Stage 3 was £1.4 million, with consultant fees for stages 2 and 3 totalling £168,000. A review by the Section 151 officer highlighted borrowing constraints for refurbishment versus new build, leading to a reassessment of affordability and a decision to pause the project.

Councillor Moore, who put forward the motion to Full Council asked the Panel to consider the motion and the report from officers. He highlighted his own experience in the industry and referred to the briefing note sent to provide further information to the Panel.  He commented he felt the report from officers did not respond to the notice of motion.

In response to the Vice – Chair,  Councillor Long, the Strategic Advisor to the Chief Executive and Leader referred to the initial report which considered a standalone building linked to Lynnsport however there was issues with the location. She highlighted starting from scratch was considered to avoid the redirection of the highway however there was significant impacts of starting from scratch.  

Councillor Moore raised concerns about the timing and depth of staff and stakeholder engagement, suggesting earlier involvement could have mitigated costs and improved project outcomes.

The Strategic Advisor to the Chief Executive and Leader acknowledged that while formal consultation required concrete plans, earlier and broader engagement would be a key learning point for future projects. The interim Assistant Director for Leisure and Culture commented the consultation was with customers then with staff. She added the proposals had met business aspirations but not met the aspirations of the customers and staff. She added all staff comments were logged

In response to Councillor Long, Portfolio Holder, Councillor Ring explained the response from the public including the West Norfolk Swimming Club was to have an 8 lane pool but not 50 metres due to the cost of maintaining the pool.

In response to a question from Councillor Ryves, the Strategic Advisor to the Chief Executive and Leader explained the expected project cost of £45 million had been reported in July 2025 in the reports to Cabinet and Council. Portfolio Holder, Councillor Morley highlighted the expected project cost was paragraph 5.2 in the Cabinet report.

The Vice – Chair, Councillor Long question if the money already spent on the consultants was well spent. The Portfolio Holder, Councillor Ring referred to the Masterplan and commented this was an example of previous consultant work being used. He added it was important to get the project right and the pivot of the project was better. Although the Lynnsport project was paused, the work completed to RIBA Stage 3 provided valuable technical knowledge, structural assessments, and an evidence base for future decision-making regarding leisure facility investment and refurbishment.

The Strategic Advisor to the Chief Executive and Leader highlighted the significant social benefit and value. The interim Assistant Director for Leisure and Culture explained the financial impact from a deficit to a surplus and the social value including removal of physical barriers.

The Panel made no recommendations to Full Council; however, it fulfilled the recommendations contained within Notice of Motion 2/26.

RESOLVED: The Corporate Performance Panel reviewed the decision making and governance process relating to the use of external consultants in the development of the Lynnsport and St James Pool proposal

The Corporate Performance Panel considered whether appropriate affordability check and financial controls had been applied at an early stage.

The Panel had a break from 6:50pm to 6:56pm where Councillors Ring, Moore, Ryves and Beales left the meeting.