Agenda item

To consider the attached report (C-044-2018/19).

(1)          That the formal marketing of Civic building areas inviting formal expressions of interest following on from the positive soft market test exercise approved by Cabinet in December 2018 be approved;

(2)       That the approach of interim development of the Civic building over the next 18 – 24 months to support and enable working in more efficient and effective ways be agreed; and

(3)          The Cabinet noted:

1. the overall progress made;

2. the governance in place to ensure continued programme delivery;

3. the timeline for future decision points.

The Leader of the Council introduced the accommodation report, updating the accommodation programme. He noted that their plan was that the Civic Offices building would continue with its civic and customer functions for the Town of Epping, keeping a community hub. He wanted to be clear they were not taking lots of people out of the Town and would be keeping the same number of people (around 400) working from this building, maintaining a vibrant economy for the local High Street.

The Chief Executive noted that the accommodation programme continued to make progress. The Accommodation Programme Board had met monthly since December 2018 and a governance structure had been developed with four distinct projects: i) Construction of a new building; ii) sale of land at the back of the Civic Offices; iii) refurbishment of Civic Offices; and iv) recruitment of partners, tenants for the Civic Offices.

Following on from the December 2018 Cabinet decisions and constructive feedback from members, further assurances were documented on 14^th January 2019 (appendix A of the report) giving clarity around the detail of work required and steps to be taken prior to final decision making to award contracts, sell land and build new accommodation.

Councillor S Kane asked if there was a Plan B, in case the Council could not build in North Weald. He was told that there was always a way forward.

Councillor Lion said that it was important to note that they would maintain the vibrancy of the High Street and would also be extending the High Street. Councillor C Whitbread added that they wanted the offices to become part of the High Street.

Councillor Janet Whitehouse said as they expected up to 400 people to use the building, would they be offered car parking as currently residents were complaining about parking. Councillor C Whitbread said that would be the subject for future reports noting that this would always be a difficult balance to achieve.

Councillor Jon Whitehouse indicated that the report had said that there would be no canteen facilities from June 2019, would this be replaced by a café? And was there any indication of a time scale for discussions with Essex County Council on the library and the floorspace they could expect in their new location. The Chief Executive said that officers were presently in discussions with Essex CC Library services, who were looking to deliver their services in a different way. As for the delivery of food and beverages, the current contract finishes at the end of May, but we will offer a year’s extension to retain this service while officers look at alternative solutions.

Councillor Kaufman referring to pages 105 and 106 of the report noted that the variables given were too big at present and would like these inconsistencies narrowed down and to receive a better report with better numbers. Councillor C Whitbread said that this was a good point and more work was needed on this.

Decision:

(1)          That the formal marketing of Civic building areas inviting formal expressions of interest following on from the positive soft market test exercise approved by Cabinet in December 2018 be approved;

(2)        That the approach of interim development of the Civic building over the next 18 – 24 months to support and enable working in more efficient and effective ways be agreed; and

(3)          The Cabinet noted:

a) the overall progress made;

b) the governance in place to ensure continued programme delivery;

c) the timeline for future decision points.