Issue - meetings

Report of the Cabinet Member Finance

The Cabinet Member Finance introduced the report and said that as this was a significant issue it was considered that full Council should have an opportunity to discuss it.

He explained that it had become necessary to expand the current remit for alternative accommodation. Staff numbers in 2016/17 were estimated to be 220 as a result of further commissioning and restructuring of services. This meant that less than half of the space in the current Municipal Offices would be required which was wasteful in terms of maintenance and general overheads. In addition the current office space was not suited to modern working methods.

The Cabinet Member Finance explained that officers had been active in looking for alternative accommodation for some time within the existing remit.

Expanding the current brief would open up options for officers to consider new purpose built accommodation, the potential of a split site and provide opportunities for the current Municipal Offices.  He added that it was the intention to retain the freehold of the Municipal Offices and the frontage of the building should be preserved and protected. He paid tribute to the hard work of officers in seeking the right opportunities at the right price and emphasised that the programme board was committed to finding a solution to enhance the town and best serve the public.

Some Members questioned why Council was being asked for a view when it had no decision to make. In response the Cabinet Member Finance reiterated that its role was to endorse the brief recently updated by Cabinet. When asked whether the Municipal Offices could somehow be divided up to be more fit for purpose for office space, the Cabinet Member Finance explained that this would only be possible at considerable cost and with the move towards more flexible working and hot desking this was not being considered as an option. Assurance was also sought with regard to the future of the current building and the Cabinet Member Finance explained that the Municipal Offices would not be left vacant for any period of time so there would be some form of synchronisation of the council moving out and new occupiers moving in. In response to a question regarding potential new accommodation at the Royscott building which had underground parking, the Cabinet Member Finance reassured members that every opportunity for alternative accommodation was being taken into account.

Whilst Members recognised the commitment of officers in seeking a solution, some commented on the waste of time and money spent over the last two years on working to the restrictive remit. They welcomed however the plan to seek an independent source of income from the Municipal Offices and thought this should be thoroughly explored. Members had mixed views as to whether a high street presence was still important. Examples were given of reduced footfall where neighbouring authorities had moved out of town but with modern, accessible (particularly for the elderly and the disabled) and online services the need appeared to be less and  ...  view the full minutes text for item 10

Report of the Cabinet Member Finance

RESOLVED THAT

1. the expansion of the brief as outlined in paragraph 3.4 be approved.

1. the Head of Property and Asset Management be delegated a wider mandate to identify and focus on the delivery of an accommodation option that best fits the Council’s operational requirements and satisfies the best consideration criteria.

2. Council be recommended to note the current situation and endorse the expanded brief set out in this report

The Cabinet Member Finance introduced the report which sought Cabinet approval to expand the current remit for alternative accommodation. He made reference to an amendment to the first resolution which should read paragraph 3.4 not 4.4.

The Cabinet Member explained that staff numbers in 2016/17 were estimated to be 220 as a result of further commissioning and restructuring of services. This meant that less than half of the space in the current Municipal Offices would be required which was wasteful in terms of maintenance and general overheads. Expanding the current brief would open up options for officers to consider new purpose built accommodation, the potential of a split site and provide opportunities for the current Municipal Offices. It was imperative that the right accommodation was found in order to provide a good service and fulfil the needs of the public. There was no instant solution but opportunities would be considered as they arose.

Officers had been active in looking for alternative accommodation for some time and he thanked in particular the Head of Property and Asset Management, the Director Resources and the Cheltenham Development Task Force Managing Director.

The Leader reiterated the huge amount of work that had been undertaken to date and hoped that a satisfactory solution would be found soon. He emphasised that as this was a significant issue full Council would have an opportunity to discuss it on 31 March.

RESOLVED THAT

1. the expansion of the brief as outlined in paragraph 3.4 be approved.

2. the Head of Property and Asset Management be delegated a wider mandate to identify and focus on the delivery of an accommodation option that best fits the Council’s operational requirements and satisfies the best consideration criteria.

3. Council be recommended to note the current situation and endorse the expanded brief set out in this report