Cabinet Member for Assets and Investments
Decision:
It was RESOLVED: -
1.1 That the Cabinet agreed to reduce and reconfigure the floorspace demised to the Councils within Endeavour House in accordance with this report.
1.2 That the Cabinet delegated authority to the Assistant Director of Assets & Investments to deliver the reconfiguration of the floorspace including finalising the detailed design, the appointment of contractors and suppliers and completing negotiations with the landlords.
REASON FOR DECISION
To create a fit for purpose workspace at Endeavour House to reinforce our organisational culture, enable collaboration, networking and learning whilst promoting well-being and supporting the delivery of effective and efficient services for residents.
To deliver financial savings over the term of the original lease period.
To enable the timely, efficient, and effective delivery of the project.
Alternative Options Considered and Rejected:
2.1 Option 1 Do nothing: retain the current office accommodation and layout within Endeavour House. This is not a viable option as working practises have changed significantly since the pandemic and demand for traditional desk spaces in an office environment has reduced, whilst demand for space to collaborate with colleagues has increased. Doing nothing would fail to align with the adopted SAMP principles to ensure that our properties are well used, collaborative spaces that offer good value for money.
2.2 Option 2 Relocate to alternative premises. Babergh and Mid Suffolk District Councils jointly relocated to Endeavour House in 2017 and committed to 10-year leases with break options at the fifth year. Endeavour House continues to offer BMSDC high quality office accommodation and our occupation aligns with all the principles of the SAMP. At Endeavour House we share accommodation and services with partner organisations such as Suffolk County Council, who for example deliver IT services to BMSDC but co-location also helps to support partnership working across the public sector. Endeavour House is well-located with easy access to public transport and has good communal facilities such as a canteen, café and informal meeting spaces which have helped to attract and retain staff. Relocating to other premises at this time is not viable. There are very few buildings across the County that would be able to provide shared services and spaces similar to those we use at Endeavour House and as such it is likely that relocating would increase our space requirements and costs.
2.3 Option 3 Become fully digital Councils without a Headquarters building. Whilst working practises and technology have changed significantly there is still a need for in-person meetings from a legal perspective, such as full Council meetings and planning committees but also from a practical perspective to support our people who are unable to safely work remotely and to support collaborative work and training across teams, service areas and organisations. This is therefore not a viable option.
2.4 Option 4 Reconfigure accommodation within Endeavour House to meet changing working practices. Endeavour House is well located to meet organisational needs however over the last 2 years our use of office accommodation has changed significantly with more people working remotely and growing demand for collaboration spaces when people do attend Endeavour House. Our existing office accommodation could be reconfigured to deliver the desk and collaboration spaces needed by the Councils within 1 floorplate enabling the remaining floor plate to be returned to the landlords by instigating the break clause in March 2022. This option will deliver a creative and efficient workspace with increased opportunities to collaborate, align with the principles of SAMP as well as offering financial savings.
Any Declarations of Interests Declared: None
Any Dispensation Granted: None
Minutes:
94.1 The Cabinet Member for Assets and Invests, Councillor Gould had forwarded apologies for the meeting and the Leader of the Council, Councillor Morley introduced the report.
94.2 Councillor Morley proposed the recommendation 3.1 and 3.2 in the report which was seconded by Councillor Richardson.
94.3 Other Members attending the meeting raised questions including dilapidation costs, staff wellbeing with reference to mental health issues, and the environmental benefits in relation to the proposed Accommodation and Agile Strategy.
94.4 Members debated the issues in the report including the corporate carbon footprint, reassessment of the way the Council delivered services to residents, the support provided to staff when working remotely and that the emerging approach to collaborative working would add value and provide a stronger workforce.
94.5 Members debated the issues further and that the timing for the Accommodation and Agile Strategy in relation to the break clause in the Lease for the office space was appropriate.
94.6 The Leader stated that even before the Pandemic it had become clear that the offices space was underutilised and stated that data had been collecting for the use of the office space before the pandemic and had concluded that there was a 60% occupancy rate at any time before the pandemic. It had become clear that there was a need for collaborative space and the Accommodation and Agile Strategy would contribute to this and improve the wellbeing of officers.
By a unanimous vote
It was RESOLVED: -
1.2 That the Cabinet delegates authority to the Assistant Director of Assets & Investments to deliver the reconfiguration of the floorspace including finalising the detailed design, the appointment of contractors and suppliers and completing negotiations with the landlords.
REASON FOR DECISION
To create a fit for purpose workspace at Endeavour House to reinforce our organisational culture, enable collaboration, networking and learning whilst promoting well-being and supporting the delivery of effective and efficient services for residents.
To deliver financial savings over the term of the original lease period.
To enable the timely, efficient, and effective delivery of the project.
Supporting documents: