Hampshire County Council

Executive Member for Policy and Resources Item *

13 February 2003

Sir Harold Hillier Gardens and Arboretum

Visitor Centre progress report

Report by the Director of Property, Business and Regulatory Services

1

Summary

1.1

The following decisions are sought:

That approval be given to:

1. A contribution of £81,000 from the Capital Repairs budget towards the infrastructure works.

2. The formal opening arrangements for the Visitor Centre in June 2003.

3. The proposed wording for the dedication of the building in memory of HM Queen Elizabeth the Queen Mother be recommended to the Lord Chancellor's Department.

4. The SHHGA Management Committee being informed of the proposed formal opening arrangements and wording for the dedication.

2

Reason(s)

2.1

To allow the Visitor Centre infrastructure costs to be formalised and enable the arrangements associated with the formal opening and dedication of the Centre to proceed.

3

Other options considered and rejected

3.1

None

4

Conflicts of interest declared by the decision-maker or a member or officer consulted

4.1

Not applicable

5

Dispensation granted by the Standards Committee

5.1

Not applicable

6

Reason(s) for the matter being dealt with if urgent

6.1

Not applicable

Approved by:

..........................

Date of decision:

.........................

Councillor T K Thornber

Hampshire County Council

Executive Member, Policy & Resources Item

13 February 2003

Sir Harold Hillier Gardens and Arboretum

Visitor Centre progress report

Report by the Director of Property, Business and Regulatory Services

1

Introduction

1.1

The report provides an update on a range of issues associated with the Visitor Centre, and seeks approval to a number of actions associated with the project and the opening arrangements for the building.

2.

Visitor Centre - Project progress

2.1

The main contract, which began in March 2002 is due to be completed at the beginning of March. The internal fit-out and commissioning of the building will then begin. This includes:

· fitting out and stocking the shop

· fitting out and commissioning the restaurant and kitchen

· installation and trialling of IT and telephone systems (to include

ticketing arrangements)

· completion and installation of interpretation panels

· signage in and around the site

· completion of surface dressing for courtyard area and access roads

(subject to weather conditions)

· landscaping of areas adjacent to the building

· demolition of existing ticket office (due to be completed once the

Visitor Centre is able to receive visitors).

2.2

Many of the above will be completed during March. However, as some actions are reliant on other factors, (e.g. good weather conditions, manufacturers meeting delivery deadlines, IT infrastructure in place for the whole site) it is not possible to give an operational opening date for the building at this stage. It is currently anticipated that visitors will begin to use some of the new facilities from April onwards.

2.3

Great importance is being placed on commissioning the building to `test' the facilities prior to receiving visitors. This will be achieved by holding specific days involving staff of PB&R and Members (Friends) of the Gardens.

3.

Visitor Centre - financial issues

3.1

The final cost of the building is expected to be £3.17million which is in line with the funding available, albeit that the final contributions were £100,000 below the original planning assumptions.

3.2

Included in the final cost is £81,000 for infrastructure works which were not part of the contract package. This included fencing and clearance work associated with the land swap between Hillier Nurseries Ltd and Hampshire County Council, which was necessary to ensure an appropriate and preferred setting for the building; the provision of an access road to the site for the contractor (necessary for health and safety reasons to ensure vehicle movement away from visitors); and the widening of the access road off Jermyn's Lane to the car park (a planning requirement). These works were included within the Policy and Resources capital repairs budget and formal approval to this action is sought.

3.3

The Executive Member for Policy and Resources agreed at his meeting on 11 July 2002 to revenue funding of £220,000 over 2002/3 and 2003/4. This was a one off sum to contribute to the revenue costs associated with the significant cost of the capital project. £100,000 was allocated to 2002/3 as follows:

· Marketing £20,000

· Staffing £40,000

· IT £40,000

Marketing

A number of marketing initiatives associated with the new building are being implemented to coincide with its operational and formal opening including:

· A discounted price offer to all staff and County Council pensioners through the March pay slips.

· A special feature and offer to appear in the spring edition of Hampshire Now.

· New promotional literature to be distributed through key tourist and visitor pick-up points.

· The production of a new colour guide which will be available at the Visitor Centre and County Council Information Centres.

· The production and distribution of new press information to achieve improved media coverage both nationally and locally.

· Visits by key groups including the Garden Writers Guild and Hampshire Ambassadors.

· A comprehensive events package.

Staffing

A Visitor Centre Manager has been appointed and started in early January. Along with some staff from Jermyn's House he will be relocated to the Visitor Centre. Ticketing/reception staff for the Centre are currently being appointed and, with franchise staff for the shop and restaurant will follow an intensive training programme during the next two months.. One of the key aims for the Visitor Centre Manager is to ensure Visitors enjoy a seamless experience and that all facilities (irrespective of the supplier) operate as one.

IT

The SHHGA was due to be `rolled out' as part of IT 2000 at the end of 2002. In light of the IT infrastructure included in the Visitor Centre the roll-out was deferred until the commissioning of the building. Both Jermyn's House, which will continue to accommodate some staff along with an increase in corporate hire and events (including weddings), and the Visitor Centre will enjoy much improved IT facilities to provide a more efficient service.

Proposals are currently being developed to include interactive IT for the public to use within the interpretation area. This will enable visitors to obtain information about plants, horticultural topics and environmental issues through multi-media technology. These facilities will come on line during the year and will be subject to the necessary funding.

4.

Franchises

4.1

The Asset Management Sub-Committee at its meeting on 9 July 2001 gave approval to the Director of PB&R agreeing Terms with Hillier Nurseries Ltd (HNL) in connection with:

· the Plant Centre rent to ensure a more commercial return for the County Council

· Hillier Nurseries Ltd running the retail element in the Visitor Centre

4.2

A supplemental lease for the Plant Centre amending the original terms has been agreed and will provide a significant increase on the previous financial return. This becomes effective once the Visitor Centre is operational and forms part of the income highlighted in the Business Plan reported to the Leader at his meeting on 11 July 2002.

4.3

Terms have also been agreed with HNL for the Visitor Centre shop and the operational agreement is currently being finalised. The shop will be closely monitored to ensure the operational and quality standards set out in the agreement are met and maintained.

4.4

The catering contractors have also been appointed and Edwards (Southern) Ltd, begin on site initially at Jermyn's House, on 1 February. Great emphasis has been placed in providing a first class service to all users of the catering facilities and close management of both the catering and shop franchises, will be a key objective of the Visitor Centre Manager.

5.

Education

5.1

The education facilities will move from Jermyn's House to the Centre where 2 classrooms and a laboratory have been provided. External funding to fully equip the laboratory and provide an Education Garden to complement the education service has recently been secured.

5.2

New education programmes, which will work alongside the very successful service already provided will be introduced to celebrate new facilities.

6.

Formal Opening Arrangements

6.1

To allow significant time for the building to become fully operational and to complete the landscaping around the building it is proposed to hold a formal opening of the Visitor Centre in June. The Leader of the Council will host the event and the Lord Lieutenant, Mrs Mary Fagan has kindly agreed to complete the formal opening. The two private donors Sir Richard Storey and Lord Sainsbury will also be present. A date is currently being finalised along with the arrangements for the event which are likely to include local school children, staff and contractors involved in delivering the project and the SHHGA Management Committee.

6.2

A request was made to the Lord Chancellor's Department (LCD) for the building to be dedicated to the memory of Queen Elizabeth the Queen Mother. The Queen Mother formally accepted and opened the Gardens on behalf of the County Council in 1978. She was an extremely knowledgeable and keen gardener, and a friend of Sir Harold Hillier. This request has been agreed by the LCD and it is intended to recognise this dedication at the opening ceremony in June.

6.3

The LCD will need to approve, in advance the wording for the dedication. It is suggested that the following be recommended to the LCD and that the proposed wording be confirmed to the SHHGA Management Committee:

"This building is dedicated to the memory of HM Queen Elizabeth the Queen Mother 1900 - 2002"

6.4

Informal discussions with staff at the LCD have indicated that the above wording would be acceptable. It is recommended that a specific name is not given to the Centre.

6.5

Every opportunity will be taken to recognise the County Council's responsibility for the Gardens and its contribution to the Visitor Centre project. In particular, the Council's corporate identity will be used within the building and new signage welcoming visitors to the Gardens will have a strong County Council identity.

7.

Conclusion

7.1

The design, construction and management of the Visitor Centre has been a significant achievement for the County Council and the staff and contractors involved. The Visitor Centre which is nearing completion is an extremely attractive building and will be a real asset for the Gardens and a flag ship for the County Council. Significant efforts will be required from the staff to ensure the targets within the business plan are met and that the benefits in providing this new facility are fully realised. The visitor number target for 2003/4 is 98,000.

Recommendation(s)

That:

1

The progress with the Visitor Centre Project be noted.

2

The £81,000 contribution from the P & R capital repairs budget towards the infrastructure works be approved.

3

The formal opening arrangements for the Visitor Centre in June 2003 be approved.

4

The proposed wording for the dedication of the building in memory of HM Queen Elizabeth the Queen Mother be recommended to the Lord Chancellor's Department.

5

The SHHGA Management Committee be informed of the proposed opening arrangements and the wording for the dedication.

6

The Visitor Centre is not given a specific name.