URL: https://reigate-banstead.moderngov.co.uk/ieDecisionDetails.aspx?ID=1190

Decision Maker: Head of Community Partnerships

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: No

Purpose: At 19th June 2025 Executive, the following Unit 5 delegated decision recommendation (No.2), was approved 3. Subject to the outcome of the pre-market engagement (recommendation 1), delegate decisions regarding whether to invite tenders for (and to subsequently appoint) a management contractor (option 1) or enter a short term partnership service level agreement (option 2), or enter a lease (option 3) (and any associated contractual arrangements) 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. Officers and specialist consultancy advisors have now completed a review of the pre-market engagement activity to inform the delegated decision. The decision requires consultation with the Portfolio Holder for Finance, Assets and Governance and the Portfolio Holder for Leisure and Culture, both who have been duly consulted on the proposed procurement approach which they have endorsed. The Deputy Chief Executive, Chief Finance Officer and Legal Services Manager have also been duly consulted about this decision, which they have fully endorsed. The rationale for this decision is based on key insights from the pre-market engagement activity and input from specialist advisors Time+Space, which have informed our understanding of the opportunities and challenges facing the arts and cultural market, and therefore the approach that provides the greatest chance of both venues thriving and maximising benefit for local communities. Key to this is the benefit of complementary rather than competing programming across the two venues, and the opportunity to ensure community programming is a key component through the contract specification. Further commercially sensitive information can be found at Annexes 1 (key sector insights), 2 (operator procurement: issues, risks and mitigations), and 3 (comparison of benefits and risks) all of which are exempt papers. Whilst the decision precludes a smaller community operator from bidding to take on the operation just of Unit 5, the potential opportunity remains for those businesses / charities / groups to collaborate with the future operator of both venues as part of each venue’s programming. Those who expressed an interest only in operating Unit 5 may be disappointed by this decision, however, communications with these organisations / groups gives them the opportunity to be introduced in due course to the appointed operator, to support kick starting collaboration discussions. The decision to procure one third party operator to manage both Unit 5 and the Harlequin, under a management contract delivery model, increases the likelihood of long-term sustainability of the venues, and a complementary rather than competing offer between the two venues. Additionally, a management contract provides greater opportunity for the Council to ensure community interests are met.

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Date of Decision: September 23, 2025