Agenda item

To consider the report of the Cabinet Member for Performance and Resources seeking to establish the outline business case for the Council moving to Shire Hall.

77.1    Councillor D. Norman MBE, Cabinet Member for Performance and Resources, presented the report. He thanked the Corporate Director for his and his colleagues’ work in the report’s preparation and advised that the target for achieving the accommodation move was February 2019.

77.2    Councillor Wilson expressed concern that the Council’s occupation of the new premises would be under a three year licence and that this did not secure the City Council’s accommodation needs in the longer term. He queried whether the projected business rates savings was a net figure and further, whether the projected savings (given the transformation costs) from the move provided for a good level of savings.

77.3    Councillor Norman advised that there was an initial three year agreement and that the County Council would need good reason to have the City Council vacate the premises. He also stated that it gave the City Council flexibility in the medium term.

77.4    The Corporate Director advised that the projected business rates savings were not a net figure and that the intention was that the warehouses would be repurposed and the business rates would become the responsibility of the new occupiers

77.5    Councillor Stephens stated that he was pleased that the business case had been presented. He expressed concern that services provided to Members and Political Groups such as access to IT, meeting spaces and car parking facilities would be reduced. Councillor Stephens shared his view that reducing the size of the reception required rethinking. He further stated that there had been nothing to suggest that building new Council premises had been considered.

77.6    Councillor Norman advised, with regard to facilities for Members, that some had approached their political equivalents at the County Council to share space and suggested that others do the same. He further advised that the City Council would, as an evening authority, keep its meeting facilities and North Warehouse. The same would be the case with regard to Members’ car parking.

77.7    In relation to the new reception at Westgate Street, Councillor Norman stated that the exact specification had not been finalised and this would encourage and allow for new ways of working. With regard to new premises he stated that it was never the belief that the Council’s future would not necessarily be confined to Shire Hall and options were being kept open but now would not be the right time to consider new premises.

77.8    In response to a query from Councillor Lugg in relation to service user confidentiality in an entirely open plan office space, Council Norman advised that all staff were aware of the clear desk policy which would be employed. He also stated that there would be flexibility in terms of access to Shire Hall. The Corporate Director further advised that the City Council’s occupation of the fifth floor at Shire Hall would mean through traffic would likely be minimal.

77.9    Councillor Gravells stated that there were many good reasons to move and requested more detail on the new reception. Councillor Norman stated that he did not have such detail at this stage but that there would be a fundamental redesign of the reception.

77.10  Councillor Lewis highlighted the need for the City Council to maintain its identity and that the Council needed its own place upon the expiry of the 3-year licence. Councillor Norman concurred that the sovereignty of the City Council was paramount.

77.11  SUSPENSION OF COUNCIL PROCEDURE RULE 6

On the motion of the Vice-Chair, and in accordance with the Constitution, the Committee resolved that the meeting be extended beyond two hours.

77.12  Councillor Hampson asked whether the Cabinet Member was confident that the services the Council would deliver would be enhanced by the move. Councillor Norman advised that he was confident that, as the authority continued to evolve, it would be able to do as well, if not better, as it had done.

77.13  RESOLVED: - That the Overview and Scrutiny Committee RECOMMEND that all councillors receive a briefing on the design and operating methods to be employed in the new Customer Contact Centre at 92-96 Westgate Street once the details had been finalised.