Purpose

To consider the officer recommendations for
the next delivery phase of the Harlequin Theatre - exempt
information only

Decision

RESOLVED –
that the Executive RECOMMENDS to:
 
1. Approve option 2
(Proceed with RAAC removal and all essential works to allow
reopening of theatre at previous capacity, without bringing forward
the planned maintenance programme or wider modernisation) as the
scope of works to bring the Harlequin back into use.
 
2. Approve the
appointment of a specialist company to market and seek expressions
of interest for the Harlequin to be run by a third party, either
via a management contract (option A) or via a lease (option B),
informed by option 2 (for building works), including a budget of up
to £40,000 for this work, to be funded from reserves.
 
3. Subject to the
outcome of the pre-market engagement (recommendation 2), delegate
decisions regarding whether to invite tenders for and subsequently
appoint a third party management contractor or to pursue third
party operation via a lease to the Strategic Head of Communities
& Wellbeing and Head of Property Services, in consultation with
the Deputy Chief Executive, Chief Finance Officer, Legal Services
Manager, the Portfolio Holder for Finance, Assets and Governance,
and the Portfolio Holder for Leisure and Culture.
 
4. Subject to the
approval of recommendation 1, authorise the allocation of up to
£4.5 million of funding from the Council’s reserves to
fund the works required to bring the Harlequin back into
operation.
 
5. (As amended at
the Executive meeting) - Approve for the Head of Property Services,
in consultation with the Deputy Chief Executive, Chief Finance
Officer, and the Portfolio Holder for Finance, Assets and
Governance, to produce a project plan to carry out the works. Such
plan to use a ‘design & build’ or similar approach
to development work in order to minimise delivery timescales
following due diligence of the appropriate procurement route to
implement option 2 (Proceed with RAAC removal and all essential
works to allow reopening of theatre at previous capacity, without
bringing forward the planned maintenance programme or wider
modernisation).
 
6. Approve for the
Head of Property Services and Legal Services Manager, in
consultation with the Deputy Chief Executive, and the Portfolio
Holder for Finance, Assets and Governance, where necessary, to seek
to enter into a licence to alter agreement with the head
leaseholder prior to commencing works to implement option 2
(Proceed with RAAC removal and all essential works to allow
reopening of theatre at previous capacity, without bringing forward
the planned maintenance programme or wider modernisation)
 
7. Approve for the
Head of Property Services, in consultation with the Deputy Chief
Executive, Chief Finance Officer and the Portfolio Holder for
Finance, Assets and Governance, to procure and enter into a
contract to implement option 2 (Proceed with RAAC removal and all
essential works to allow reopening of theatre at previous capacity,
without bringing forward the planned maintenance programme or wider
modernisation)
 
8. Delegate any
minor adjustments required to these approvals to support delivery
to the Strategic Head of Communities and Wellbeing in consultation
with the Portfolio Holder for Finance, Assets and Governance and
the Portfolio Holder for Leisure and Culture.
 
RESOLVED that
Executive RECOMMENDS that Council:
 
1. Approve the
allocation of up to £4.5 million for inclusion in the
Council’s capital programme for the works required to bring
the Harlequin back into operation.