Agenda and draft minutes

(if any)

Apologies for absence were received from Councillor Amin.

A member with a personal interest in a matter who attends a meeting of the authority at which the matter is considered must disclose to that meeting the existence and nature of that interest at the commencement of that consideration, or when the interest becomes apparent.

A member with a personal interest in a matter also has a prejudicial interest in that matter if the interest is one which a member of the public with knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice the member's judgment of the public interest and if this interest affects their financial position or the financial position of a person or body as described in paragraph 8 of the Code of Conduct and/or if it relates to the determining of any approval, consent, licence, permission or registration in relation to them or any person or body described in paragraph 8 of the Code of Conduct.

There were no declarations of interests.

NOTED

(Report of the Director of Corporate Resources - To be introduced by the Cabinet Member for Resources): To consider proposals for the re-provision of the Civic and Ceremonial functions in accordance with the Council’s Accommodation Strategy.

The Appendices to the interleaved report were the subject of a motion to exclude the press and public from the meeting as they contained exempt information relating to the business or financial affairs of any particular person.

We received an introduction to the report by the Cabinet Member for resources and we acknowledged the wonderful opportunity there was to revitalise Woodside House by relocating the existing Civic Ceremonial functions and registrars service into the heart of the Park.  With regard to the proposed refurbishment we were advised that investment in a heritage building would provide a modern state of the art council chamber, meeting rooms and civic space,  a sustainable civic building, and provide attractive facilities for the registrar service.

We acknowledged that consideration would need to be made as to when the best time to sell the current civic centre site would be.

We noted that this proposal was in line with the accommodation strategy and provided value for money. Alternative options to Woodside House have been explored and had been rejected.

We noted that  all the existing users of Woodside House, including the drop in provision would be found alternative accommodation in the area and their services re-provided. There were a number of options being considered and current users would be kept fully informed. The concerns regarding consultation and provision of information to the users of Woodside House were noted, together with those of a leaseholder of a building in the park. Contact had been made with relevant groups and individuals by officers, further contact would be made.  There would be opportunity for all stakeholders to engage and express views on the proposals during the pre-planning consultation planned for end August and beginning of September.

We received a number of comments from Councillor Gorrie in respect of the proposals and in particular that whilst  there was acceptance in terms of the proposals,  was Woodside House the best alternative location; given the current economic climate was this the best time to embark on this course of action; whether the proposed expenditure could be more usefully spent across the Borough and whether there was a need for a static Council meeting place; what had been the level of consultation in respect the existing users of Woodside House.

 In response to a number of the points raised we were advised by cabinet member  Councillor Adje that there would be opportunity for engaging with the public and users during the late August and September period. Organisations either using or operating at Woodside House had already been contacted. The proposed refurbishment would offer value for money and would provide a new civic amenity with facilities and a suitable ambience for meetings and excellent registrar facilities. The proposals had also been embedded in the Council’s accommodation strategy for a considerable period.

We commented on the need to ensure,in respect of relocating existing users of Woodside House, that the alternative accommodation be suitable to users and near to good transport links. In response to clarification  ...  view the full minutes text for item 47.

(Report of the Director of Corporate Resources - To be introduced by the Cabinet Member for Resources): To agree the approach to disposal of the Civic Centre in accordance with the Council’s Accommodation Strategy.

NOTE BY HEAD OF LOCAL DEMOCRACY AND MEMBER SERVICES

In accordance with Part Four Section B Paragraph 17 of the Council’s Constitution only the business shown on the notice convening a special meeting may be considered and no other business shall be considered.

The interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person (including the Authority holding that information).

We noted that this disposal would contribute towards the council’s accommodation strategy, giving both regeneration benefits and generating capital receipts that would be used for the re-provision of the Civic Centre. The  Cabinet member for Resources  - Councillor Adje advised that in respect of concerns in relation to the fact that the Civic Centre was located in a conservation area there would be a requirement at a later stage as part of the necessary planning consents to ensure a proper process to be followed for the necessary conservation consent.

We were advised that the BSF team would be relocated and the  Children and Young People’s Service were aware of this.

In noting the position regarding site 3, the implications of alternative locations would need to be examined by officers.

In response to further comments the Chair advised that the sites would  be marketed at an appropriate time .

The Chair MOVED and it was:

RESOLVED:

1.      That approval be granted to the disposal of sites 1 and 2 of the Civic Centre site as detailed in the interleaved report and shown on Drawing No. BVES A4 misc. on the open market;

2.      That the position regarding site 3 as described in the interleaved report be noted;

3.      That the Head of Corporate Property be authorised to prepare a development brief to market the site and negotiate and agree Heads of Terms for the subsequent disposal of the Civic Centre site to the preferred purchaser; and

4.      That in respect of the report to be submitted to Cabinet in October 2008 officers be asked to detail both revenue and capital costs of the accommodation strategy and the overall savings that the strategy would bring.