School facilities and community sport Creating the win-win scenario

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1 Schoo faciities and community sport Creating the win-win scenario 1

2 Win win New and existing schoo faciities have the potentia to transform sport and the cub infrastructure whist supporting education and community sporting deiver. By growing and estabishing new community sport hubs on education sites a sport participation egacy for a can be created. These new and estabished faciities provide a sustainabe environment and a base to grow: nationa governing body () cub and community sports participation, cub membership eves, eading, if we managed, to improved satisfaction with sporting experiences. According to Active Paces data:- 76% of sports has are on education sites 73% of artificia grass pitches are ocated on education sites Education sites therefore offer a vauabe suppy of faciities for deveoping and deivering The integration of sport and sports cubs into schoos wi hep education and oca authority partners deiver their outcomes. The chaenge is to ensure that the benefits sport has to offer are widey recognised. This document describes who the key partners are and the outcomes sport can hep them deiver. 2

3 Aspiring to achieve What are sport and partners aspiring to achieve on a schoo site? The organisation running the schoo aim to: Engage with responsibe tenant such as the or a we estabished cub (or both who may sign a community agreement) who can support and deiver a sustainabe revenue stream inked to a medium to ong term programme of Enter into an agreement with one or two sports for excusive of the sports faciity from 6pm to 10pm (for exampe) five days a week with mutuay-agreed times for hoidays and weekends Ensure the schoo serves the community, with a sections of the community benefitting from increased usage Fi under-d and spare capacity space during curricuum time; Have speciaist coaching for after schoo cubs provided at no direct cost by the community cub Have one point of contact regarding out of schoo hours usage thus reducing administration and assisting in maintaining security Provide access to additiona rooms near or attached to the sports faciities to enabe the cub to provide socia faciities for payers, coaches, officias and supporters Benefit from reduced operating costs as the cub(s) may take on the faciity management roe out of schoo hours saving the costs of appointing staff Agree an annua usage fee (appying a potentia subsidy) that refects the contribution by the Community to the schoos PE and sports programmes which may otherwise have to be deivered at a cost by an externa organisation The schoo wi strive to: Have partnerships with cubs that wi positivey embed the schoo in the oca community. Have a responsibe medium/ong term anchor tenant with a sustainabe business pan which wi support a revenue stream Seek support from the cub to provide the schoo with CRB checked staff to support during and after schoo sport activities By arrangement, be abe to access speciaist coaching during curricuum time Provide a ink from the extra curricuar programme into the community programme, buiding on interest generated; Provide a route into a structured offering of recreationa and competitive opportunities; Have a management structure for the of the post curricuum faciity that is cost effective. A suitabe agreement between the /cub and the schoo wi avoid the need to spend faciity income on management/ supervisory staff; Avoid having to market the faciity for bock bookings thereby saving the schoo time and costs; The deveopment of a community accredited based cub offering grassroots to competitive eve opportunities for a ages, genders and target groups. 3

4 /community cubs wi: Have a forma ink with a oca schoo which provides them with a base in a oca community to deveop and grow its activities; Be an accredited cub, providing certified and CRB checked staff; Fee ike the schoo site is their home. Take responsibiity for managing access and of the faciity in ine with the terms of an agreement with the schoo. This coud incude opening and ocking the faciities; Have guaranteed time aocation providing potentia to move from after schoo activity with pupis into junior cub sessions, foowed by adut participation and performance sessions. Have an affordabe bock booking fee which wi enabe the sport to sustain ong term security of tenure and enabe them to deveop a strong cub base. Provide shared of notice boards and storage space for sport equipment. The opportunity to provide refreshments to enabe the socia side of the cub to deveop. Loca authorities may: Commission community cubs to undertake sports deveopment programmes and a number of other wide ranging activities which hep deiver oca authority targets such as heath and socia incusion Make more effective of schoo faciities in cooperation with a community sports cub as potentiay a cost effective way of meeting oca needs, this is vita in a time of contracting budgets beca the provision of sports faciities is non-statutory. Use speciaist, certified and CRB checked staff as part of the oca sports deveopment programme. 4

5 Making the case Core principes Deveoping effective community of schoo faciities invoves much more than simpy opening the doors. The chaenge is to promote and manage community in ways which wi achieve worthwhie resuts in terms of sport and generate schoo and community benefits, without being in any way detrimenta to the financia running of the faciity or sociay excusive. It may be necessary to generate income to hep meet the additiona costs which foow from community. Striking an appropriate baance between potentiay conficting requirements, such as attracting ow participant groups and income generation or the provision of a high quaity service at affordabe charges can be an issue but one which can be overcome by working with the key partners such as the schoo and the oca authority. Schoos do not exist in isoation Ensuring schoos are at the heart of their community is considered to be an essentia component of achieving success, particuary for schoos where there is disengagement of parents and where communities have a sense of being disenfranchised or excuded. Schoos have the potentia to act as a catayst for community regeneration if carefu thought is given to how schoos pan the of their faciities for the benefit of the community Case study: An exampe of a community regeneration programme inked to schoos Whoever is responsibe for the strategic management of schoo sports faciities shoud be seek to pay a key roe in the preparation and impementation of any existing oca sport and recreation strategies Schoo sports shoud provide cear pathways to community sport. The educationa ethos of schoos shoud mean that they have a natura affinity to the principes of sports deveopment. In spite of this, some simpy se space and do itte to promote sports deveopment, for exampe, by offering courses and coaching or promoting access by the wider community. Ideay, extra-curricuar sport for pupis and participation in community recreation and sports deveopment activities shoud a be inked to create a coordinated pathway for young peope from schoo on to community cubs and structures. Vountary cubs are vita to the majority of community rs participating reguary in sport. They provide a socia context for sport and the best and most deveopment-minded cubs are we run and wi wecome new members of a ages and both genders and seek to integrate peope with disabiities or earning difficuties. For some activities, such as team sports, gymnastics and martia arts, an estabished cub structure is essentia in order to provide the appropriate coaching, sporting deveopment, support and technica expertise. Schoos shoud compiment not compete with other oca sports faciities or community centres. Where schoo sports faciities are ocated in cose proximity to other simiar faciities, whether they are schoo, pubic, vountary or commercia, whoever is operating the schoo faciities shoud seek to work in partnership with these to ensure their programmes are compementary and mutuay-beneficia. 5

6 Faciy shoud be financiay viabe A key factor for a parties is the creation of a robust and sustainabe business pan. The organisation running the schoo is ikey to see community as an income source both through usage charges and secondary spend, eg vending machines, catering during tournaments and eague matches. On a schoo site, the capita costs have aready been met. The cost charged for out of schoo hours shoud ony be the additiona utiity, staffing and administrative costs. Income to provide for a sinking fund may aso be incuded aong with a sma profit which coud be reinvested in sport. A bocked booked faciity is potentiay easier to administer than pay and pay and may reduce the need for site supervision thereby potentiay saving further costs. Accessing Schoo Faciities The senior responsibe officer (SRO) for aowing access during curricuum time is generay the schoo. However when ooking at post curricuum time the answer is not so simpe. There are a arge range of management modes being deivered around the country which differ either subty or greaty. Exampes of post curricuum faciity management incude: The schoo Third party contracted by the LEP In respect of BSF, the LEP wi have responsibiity for the maintenance of the schoo usuay for a period of 10 years. In the case of a PFI schoo this contractua responsibiity is typicay in pace for a 25 year term. Other than a commercia company whose soe roe is to fi space, the other modes wi focus on three main outcomes whose importance varies depending on their drivers. A sports cubs can offer these organisations: A sustainabe revenue stream which wi at east cover the costs of operating the faciity (incuding a sinking fund) Lower faciity costs by reducing or removing the need for a caretaker (to open, cose or set up the faciity), negating the need for marketing as the faciity wi be fied by cubs, and the need for someone to manuay take bookings A responsibe tenant, who is a singe point of contact, using the faciity on a reguar basis and taking responsibiity for it. An /cub must be aware of how its sporting offer can hep to deiver the managing organisation s required outcomes at the same time as being accountabe for faciity access It is therefore important to understand what success may ook ike for each of the parties invoved. Loca authority A commercia company that ooks after bookings A trust A socia enterprise A sports trust Centraised booking via web site The oca education partnership (LEP), if invoved with Buiding Schoos for the Future (BSF) 6

7 Creating and understanding the win win scenario In order to engage and infuence the key partners it is important to understand how sport can deiver the outcomes desired by a partners invoved The sports offer What the, cub or eague can offer the schoo Quaified CRB checked coaches and vounteers who can support the schoo in deivery of its PE and sport curricuum. Support chidren and young peope doing sport in their own time in their oca communities A route into a structure offering recreationa and competitive opportunities. Provision of staff for the extended day and Sport Unimited options. A ink from the extra curricuar programme into the community programme, buiding upon interest generated. A management structure for the of the post curricuum schoo faciity that is cost effective. A suitabe agreement between the and the schoo wi avoid the need to spend faciity income on management/supervisory staff. The schoo achieves its supervisory and security requirements at no financia cost. Marketing of the faciity for their sport saving the schoo costs. The deveopment of a community based accredited cub offering grassroots to competitive eve opportunities for a ages, genders and target group Diagram 1: The potentia outcomes of an /sport and a schoo working together 7

8 What the /cub/eague can offer the oca authority: Quaified, CRB checked coaches and vounteers who can be d as part of the oca sports deveopment programme. A structure for sports deveopment based around the schoo inked to an existing cub structure. The /participant cub coud be sub-contracted to deiver parts of the oca authority programme. A more cost effective way of meeting sports deveopment targets than buiding and operating other additiona sports faciities. The deveopment of a community based cub offering grassroots to competitive eve opportunities for a ages, genders and target groups. A joined-up approach to meeting the needs of the sporting community that maximises existing faciities and resources in a cooperative rather than a competitive way. Contribution to increasing young peopes participation in a positive and heathy ifestye. Provide vounteering and deveoping opportunities for young peope. Hep deiver the efficiency agenda through fu of the schoos faciities and of cub structures, such as coaches and vounteers; A catayst and support for wider oca authority strategic panning for sport. Diagram 2: The potentia outcomes for sport and a oca authority working together 8

9 Revenue generation We programmed usage of a schoo sports faciity has the added bonus of offering a sustainabe business pan which casua pay and pay on their own may not deiver. Whist further investment into Buiding Schoos for the Future has now been stopped there are sti over 750 schoos in the programme being deivered by Loca Education Partnerships. The LEP is the defaut procurement mode to deiver a oca authority s BSF scheme. A LEP is a joint venture company formed by a oca authority, BSFI (Buiding Schoos for the Future Investments), and a private sector partner, who buids and maintains the schoo for a defined period of time, typicay 10 years. LEPs have been created with the fexibiity to deiver more than schoos. Through sport they can ink to other authority departments, other than education, and potentiay deiver other private financia initiative (PFI) projects or oca authority contracts incuding eisure faciities, heath or housing. The advantages for a LEP incude: Community outcomes detaied in the procurement documents; A responsibe ong term anchor tenant using the sports faciity; Links to other oca authority departments and externa agencies creating PFI opportunities. One exampe of a LEP in action can be found in Leeds, where the partnership is buiding a number of eisure centres Case study: eisure centres in Leeds Diagram 3: Sport deivering sustainabe revenue It shoud be noted that as part of their contract with an authority and schoo a LEP wi be accountabe for the standards and avaiabiity of the schoo faciities. Faiure to make the accommodation avaiabe to these standards as and when required by the contract triggers the of payment deductions. Therefore if a cassroom/sports ha cannot be d as defined in the contract there are ikey to be financia ramifications for the LEP. This aso reates to paying fieds. If a paying fied is over-d and cannot be d for its core objectives for the schoo, the LEP wi face a payment deduction. This may have consequences for the of grass pitches and community. It is important to produce and embed robust and reaistic pitch specifications to manage this risk. It is vita that the pitch specifications are embedded in the process as eary as possibe through contact with an. Any ong-term commitment by a cub/ or eague to managing or bock-booking a faciity may incude a commitment to eave the faciity read for immediatey after or the foowing morning. 9

10 Deveoping the revenue offer One of the major chaenges for sport in infuencing the schoos is to manage partner expectations of sport providing capita funding. The chaenge for s, county sport partnerships and Sport Engand is to focus expectations and make the case for access using a robust and sustainabe business pan. Effective community of schoo sports faciities invoves much more than simpy opening the doors to community rs. Opening schoo sports has to informa sport such as five-a-side soccer groups makes of them and is usuay cost-effective, but may achieve itte for sport deveopment and the wider community. It may aso not pass the emerging test of best vaue when seen in the context of oca sport needs. It shoud be noted that informa sports can form part of a we programmed faciity and can provide an important stepping stone to more forma cub participation. The revenue offer A key incentive to accessing a schoo faciity is revenue. Whist phianthropic ideas, community engagement, reduction in obesity and so on are extremey important and need to be considered aongside a revenue offer, access wi simpy not happen if opening and running the faciity is going to generate an unsustainabe oss. Sports need to make a compeing business case against faciities making a oss, providing comfort and commitment by offering a sustainabe revenue stream which wi satisfy the organisation running the schoo. It is vita that any revenue offer made by an or cub is supported by a robust sports deveopment pan having competed a needs and evidence base of the sport in the area. An entering into an agreement with a LEP, faciity management company or schoo wi be deemed to be entering into a business arrangement and any offer shoud be supported by robust information. For exampe: Is the area considered a hot spot for the sport? Does the sports deveopment pan/business pan support the revenue offer? Does the ocation form part of the sports strategic ong term pan? Whist schoos offer some great opportunities, any unstrategic decisions may resut in the coapse of the business pan ie some short-terms gains but medium/ong term issues for the cub Income The programming or of a sports space wi determine how much income is generated. It is therefore vita that s target faciities using evidence and need, confident that through understanding its sport and the sporting structures around the faciity, a sustainabe revenue stream can be generated. If derived income fais to cover the fu costs, access to a faciity may sti be negotiated if: The sporting offer, for exampe community and schoo engagement, and outcomes are sufficient Or if the cub can provide the schoo or oca authority with services that save money esewhere, for exampe offering coaching expertise to the schoo. 10

11 Cost To understand how much income has to be raised to cover costs, you need to understand how much it costs to run a sports space, for exampe a four-court sports ha and changing rooms. These costs can change from faciity to faciity and may depend on a range of variabes such as heating, ighting and staffing eves. Detaied beow are costings of a typica fourcourt sports ha and anciary space. It shows a fu cost recovery mode (ie a faciity costs) which deivers a sma surpus. It aso incudes a ifecyce cost which is a sinking fund to cover wear and tear on the ha. Diagram 4: Exampes of running costs for two 4 court sports has and anciary faciities with different hours of sports. Schoo 1 Schoo 2 Estimated annua hours of sports Estimated average sq metre foor area d per hour Ceaning rate per sq metre per hour Annua ceaning costs 3,600 6,000 Gas charges per sq metre per hour Annua gas charges 1,598 2,664 Eectricity charges per sq metre per hour Annua eectricity charges 2,419 4,032 Lifecyce costs per sq metre per hour (sinking fund) Annua ifecyce costs (contribution to sinking fund) 2,160 3,600 Caretaking rates per hour* Annua caretaking charges/4 3,000 5,000 (Cost divided across other community activities in the schoo) Promotiona booking management/ admin costs per hour (Responsibe cub bock-booking can reduce or negate these costs) Annua Promotion, admin/ booking management costs 8,000 8,000 Annua gross contributions 20,777 29,296 Break even cost per hour Break even cost per hour Ha cost per hour 21,000 35,000 Typica Schoo Income Potentia 223 5,704 11

12 The portfoio approach It may be worth considering a portfoio approach to schoo faciities, where it is agreed to cross-subsidise those faciities that may not be profitabe, but do deiver an important function or outcome for the schoo, oca authority or. For exampe a BSF scheme may be in a strategicay-important ocation for badminton both in terms of community badminton network (CBN) and a performance badminton network (PBN) but in different parts of the authority. Beca of the arge voume of rs at the CBN the faciity wi potentiay be profitabe and more than cover its costs, whereas the PBN wi be more speciaised and have a ower voume of, it therefore may not create sufficient income. However by cross subsidising the two faciities the aggregated costs are covered. The same mode coud be considered where a muti-sport faciity coud cover the costs of a singe-sport faciity that may focus on deivering performance exceence or is providing an important service to the community or schoo. Sustainabiity and ongevity The faciity manager of a schoo faciity wi ideay be ooking for a medium to ong term commitment from the r of their faciity, for exampe 2 years. s and their cubs wi be competing against other potentia rs of the faciity both sporting and non sporting. It is important that the /sports cub pans responsiby in order to make a commitment for the medium/ong term for both and revenue for the faciity. It may be worth s panning together to fuy a faciity, and provide a mixed offer of sport to the community supported by a more robust and sustainabe financia mode. This commitment is most ikey to require the signing of a community agreement which detais: Community Schoo Use Roes and responsibiities of parties Charges Times of Priority groups Summary Sport has much to offer schoo and community partners. However in this time of budgetary pressures it is important to not ony understand and present a sustainabe and strategic offer on behaf of sport but aso to focus on how sport can support partners deiver their outcomes. It is important to ceary identify what: A cub has to offer, and support it with a:- o Deveopment programme o Faciity usage programme o Sustainabe revenue stream proposa Support and outcomes the partner may be ooking for: o Revenue stream o Curricuum support o Community outreach o A responsibe tenant Having identified these two key eements it is then possibe to make a compeing sport offer to secure bock booked time at a faciity. The sport offer wi have the necessary key ingredients to generating a viabe win-win scenario for a parties. 12

13 Appendices Appendix 1: Exampe of a basketba deveopment programme ocate at schoo sports ha Programme of Monday Tuesday Wed day Thursday Friday Saturday Sunday Usage Activity Usage Activity Usage Activity Usage Activity Usage Activity Usage Activity Usage Activity EB EB Appendix 2: How programme of deveops into a revenue stream No of hours community Tota kours Cost per hour** Income per week cub Income per month cub (4 weeks) Income per year cub (48 weeks) Grand tota Basketba EB , , , Basketba , , , Tota , , ,

14 Appendix 3: How the revenue stream creates a surpus at the faciity Annua expenditure associated with community Estimated Annua Hours Community Activity 1440 Estimated Average Sqm Foor Area Used Per Hour 800 Ceaning Rate Per Sqm Per Hour Annua Ceaning Costs 8,640 Gas Charges Per Sqm Per Hour Annua Gas Charges 3,836 Eectricity Charges Per Sqm Per Hour Annua Eectricity Charges 5,806 Lifecyce Costs Per Sqm Per Hour Annua Lifecyce Costs 5,184 Caretaking Rates per Hour Annua Caretaking Charges/4 (pro rata across other community activities) 7,200 Promotiona Booking Management/ Admin Costs Per Hour - Annua Promotion, Admin/ Booking Management Costs - Annua Gross Contributions 24,860 Ha cost per hour 25 Break even cost per hour Typica Schoo Income Potentia 36,000 Surpus/ Deficit 11,140 14

15 Acknowedgements This pubication woud not have been possibe without the contributions and commitment of many individuas and organisations. Sport Engand acknowedges the assistance given by;- John Aan Active Leisure Management Rebecca Bracey Partnerships for Schoos John Chapman Leisure Futures Loyd Conaway Team BEDS&LUTON Jonny Cowan GreaterSport - Greater Manchester Sports Partnership Sandy Craig Leisure Futures Bruce Cr Engand and Waes Cricket Board Liz Deany Partnerships for Schoos Andrew Fawkes Sport Engand Peter Griffiths Engand Basketba Peter Hodkinson Loca Partnerships Peter Kay Footba Association Jonathan Lee Badminton Engand Angea Littewood Sportessex Keith Nichos University of East Angia Ian Sivera Sport Engand Mark Thornewe Sport Across Staffordshire and Stoke-on-Trent Brian Whaey Sport Engand John Wood JSW Management & Deveopment Sport Engand Project Team Murryam Anwar Jonathan Bruck Emma Compson Ian Sutton 15

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