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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 and 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. Regeneration The Cabinet Member was invited to make an opening statement after which Members were provided with a presentation from Officers on the information in the public domain. The Chairperson invited questions and comments from Members for the open session. Members sought assurance regarding the Capella production studio and were pleased to hear that the Wales Millennium Centre has officially launched Capella, alongside announcing £1M in support funding. In relation to the Event Hall, members noted that this is not included in the Business Case for the Core Office development. Members were interested to hear whether creche facilities have been considered as part of the wider regeneration of the area, particularly given their potential contribution to local prosperity and alignment with the Well-being of Future Generations (Wales) Act 2015, which promotes sustainable development and its five ways of working. Members noted that a previous creche at County Hall had closed due to financial sustainability issues, however it was considered that there might be a role for private sector provision of such facilities. RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 and 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. Finance & Property The Cabinet Member was invited to make an opening statement after which Members were provided with a presentation from Officers on the information in the public domain. The Chairperson invited questions and comments from Members for the open session. Members noted that external capacity has been engaged to assist with due diligence. The Chief Executive and the s151 officer are satisfied with the process and the robustness of the procurement exercise. With regard to Risk Management, Members heard that the Council is protected from build cost risks, as a Development Agreement is being used instead of a JCT build contract. Under this arrangement, the preferred bidder bears the construction costs, and the Council will acquire the completed building at a fixed price and agreed-upon specification. In relation to the procurement process, Members expressed their support for the approach taken, acknowledging the overall robustness of the process, which provides assurance regarding financial risk. Members also considered the rationale for discarding alternatives to a new build. They noted that decanting into existing offices would be more expensive both in the short term (due to moving and running costs) and in the long term (because a new office will eventually be needed, and construction costs are expected to rise). Regarding how the proposals align with the Well-being of Future Generations Act (Wales) 2015 and its sustainability requirements, Members referred to Appendix 3 of the Cabinet report, which outlined how the new Core Office meets these criteria. Notably, the new office will be more accessible to the public, better integrated into the public realm, and include spaces for local residents. It will also lead in carbon efficiency, support well-being, facilitate the provision of social housing on the existing County Hall site, and contribute to building safe and empowered communities. Recognising that the new Core Office will be a flagship building, Members sought reassurance that it would be designed to a high standard. They were pleased to learn that the project will deliver a flexible, dynamic space that accommodates more staff than currently work at County Hall. The need for the Core Office to meet democratic accountability requirements was also highlighted. Members were reassured by the offer that they will have an opportunity to provide input regarding their specific requirements. In terms of workspace design, Members sought to understand how the new Core Office would feel for those working there. They were informed that the new office will allocate 8m² per person (excluding meeting rooms), which is more generous than the 6m² typically found in call centres. This allocation is based on a more efficient use of space, reflecting new working practices such as the use of docking stations instead of desks with storage. Additionally, workspaces will be tailored to meet the needs of different services. Members noted that the new Core Office is proposed to be 100,000 square feet, supporting approximately 925 staff, with other council employees based in community hubs, delivering front-line services, and/or working from home. They also noted that the Council has a responsibility to provide space for staff who are either unwilling or unable to work from home. The new Core Office is seen as a positive driver for staff productivity by providing a better working environment that better meets their needs. Regarding City Hall, Members sought clarification on whether any short-term measures could be implemented to reduce its running costs. Members heard that the Council’s current strategy is to make only the minimum necessary improvements. Members were also informed that recent upgrades to the heating system have inadvertently increased costs, as electricity is currently more expensive than gas. RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 and 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
Apologies had been received from Cllrs Carter, Chowdhury, Hinchey and Wild (who was until recently a Cabinet Member and has therefore decided it is best if he does not participate in this scrutiny, in line with the Council’s Scrutiny Procedure Rules.)
None received.
Decision as recorded
RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 and 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. Regeneration The Cabinet Member was invited to make an opening statement after which Members were provided with a presentation from Officers on the information in the public domain. The Chairperson invited questions and comments from Members for the open session. Members sought assurance regarding the Capella production studio and were pleased to hear that the Wales Millennium Centre has officially launched Capella, alongside announcing £1M in support funding. In relation to the Event Hall, members noted that this is not included in the Business Case for the Core Office development. Members were interested to hear whether creche facilities have been considered as part of the wider regeneration of the area, particularly given their potential contribution to local prosperity and alignment with the Well-being of Future Generations (Wales) Act 2015, which promotes sustainable development and its five ways of working. Members noted that a previous creche at County Hall had closed due to financial sustainability issues, however it was considered that there might be a role for private sector provision of such facilities. RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 and 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. Finance & Property The Cabinet Member was invited to make an opening statement after which Members were provided with a presentation from Officers on the information in the public domain. The Chairperson invited questions and comments from Members for the open session. Members noted that external capacity has been engaged to assist with due diligence. The Chief Executive and the s151 officer are satisfied with the process and the robustness of the procurement exercise. With regard to Risk Management, Members heard that the Council is protected from build cost risks, as a Development Agreement is being used instead of a JCT build contract. Under this arrangement, the preferred bidder bears the construction costs, and the Council will acquire the completed building at a fixed price and agreed-upon specification. In relation to the procurement process, Members expressed their support for the approach taken, acknowledging the overall robustness of the process, which provides assurance regarding financial risk. Members also considered the rationale for discarding alternatives to a new build. They noted that decanting into existing offices would be more expensive both in the short term (due to moving and running costs) and in the long term (because a new office will eventually be needed, and construction costs are expected to rise). Regarding how the proposals align with the Well-being of Future Generations Act (Wales) 2015 and its sustainability requirements, Members referred to Appendix 3 of the Cabinet report, which outlined how the new Core Office meets these criteria. Notably, the new office will be more accessible to the public, better integrated into the public realm, and include spaces for local residents. It will also lead in carbon efficiency, support well-being, facilitate the provision of social housing on the existing County Hall site, and contribute to building safe and empowered communities. Recognising that the new Core Office will be a flagship building, Members sought reassurance that it would be designed to a high standard. They were pleased to learn that the project will deliver a flexible, dynamic space that accommodates more staff than currently work at County Hall. The need for the Core Office to meet democratic accountability requirements was also highlighted. Members were reassured by the offer that they will have an opportunity to provide input regarding their specific requirements. In terms of workspace design, Members sought to understand how the new Core Office would feel for those working there. They were informed that the new office will allocate 8m² per person (excluding meeting rooms), which is more generous than the 6m² typically found in call centres. This allocation is based on a more efficient use of space, reflecting new working practices such as the use of docking stations instead of desks with storage. Additionally, workspaces will be tailored to meet the needs of different services. Members noted that the new Core Office is proposed to be 100,000 square feet, supporting approximately 925 staff, with other council employees based in community hubs, delivering front-line services, and/or working from home. They also noted that the Council has a responsibility to provide space for staff who are either unwilling or unable to work from home. The new Core Office is seen as a positive driver for staff productivity by providing a better working environment that better meets their needs. Regarding City Hall, Members sought clarification on whether any short-term measures could be implemented to reduce its running costs. Members heard that the Council’s current strategy is to make only the minimum necessary improvements. Members were also informed that recent upgrades to the heating system have inadvertently increased costs, as electricity is currently more expensive than gas. RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 and 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
Members were advised that this item provided them with an opportunity for pre-decision scrutiny of the Council’s Core Office Full Business Case. Members were advised that given the importance of the environmental and economic regeneration impacts and opportunities of the core office strategy, the Chairperson had invited all members of the Economy and Culture and Environmental Scrutiny Committees to the meeting to ask questions on all aspects as they wish. Members were reminded that Committee would need to move into closed session for any questions that pertain to the exempt information in Appendix 1 and Confidential Appendix 2. For the item, the Chairperson welcomed: · Councillor Huw Thomas, Leader; · Councillor Russell Goodway, Cabinet Member for Investment and Development; · Paul Orders, Chief Executive · Chris Lee, Corporate Director, Resources and s151 officer · Neil Hanratty, Director of Economic Development; · Donna Jones, Assistant Director County Estates; · Chris Barnett, Operational Manager Major Projects; · Richard Crook, Interim Operational Manager Major Projects · Jo-Anne Phillips, Project Manager Major Projects · Graham Bond, Acting OM Building Control · Jon Day, OM Tourism & Investment and · Michael Bawden, Engagement & Communications Officer · Alex Rapley, Gleeds, the consultants who prepared the review of County Hall, attached as Annex 3, Confidential Appendix 1, and the final tender evaluation, attached as Confidential Appendix 2 · Mel Allwood and Grainne Maguire Connelly, Arup, the consultants who prepared the Whole Life Carbon Assessment report, attached as Annex 4, Confidential Appendix 1. (Remote) · Scott Couzens, Bevan Brittan LLP, which has provided legal advice.(Remote)’ Environmental The Cabinet Member was invited to make an opening statement after which Members were provided with a presentation from Officers on the information in the public domain. The Chairperson invited questions and comments from Members for the open session. Members requested clarification on the distinction between Whole Life Carbon absolute and carbon efficiency. ARUP explained that Absolute Carbon refers to the total carbon emissions associated with a building throughout its lifecycle, measured in tCO2e. This represents the overall carbon footprint of the building. Carbon Efficiency represents the amount of carbon emitted per unit of gross internal area (GIA), measured in kgCO2e/m². It indicates the carbon cost per square meter of the building and allows for comparisons between the carbon performance of buildings of different sizes. Members noted that the Whole Life Carbon impact of various options, including decanting staff and both full and partial refurbishment of County Hall, had been modelled. The results show that a new, smaller building would result in an estimated saving of approximately 26,000 tonnes of carbon emissions compared to the other alternatives considered. Members also inquired about the use of the GLA benchmarks in the ARUP Whole Life Carbon assessment, specifically asking whether other benchmarking data, such as from Core Cities, might have been considered. Members were advised that the GLA data is the most robust and widely tested available and is considered the best benchmark for this type of assessment. RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 and 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. Regeneration The Cabinet Member was invited to make an opening statement after which Members were provided with a presentation from Officers on the information in the public domain. The Chairperson invited questions and comments from Members for the open session. Members sought assurance regarding the Capella production studio and were pleased to hear that the Wales Millennium Centre has officially launched Capella, alongside announcing £1M in support funding. In relation to the Event Hall, members noted that this is not included in the Business Case for the Core Office development. Members were interested to hear whether creche facilities have been considered as part of the wider regeneration of the area, particularly given their potential contribution to local prosperity and alignment with the Well-being of Future Generations (Wales) Act 2015, which promotes sustainable development and its five ways of working. Members noted that a previous creche at County Hall had closed due to financial sustainability issues, however it was considered that there might be a role for private sector provision of such facilities. RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 and 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. Finance & Property The Cabinet Member was invited to make an opening statement after which Members were provided with a presentation from Officers on the information in the public domain. The Chairperson invited questions and comments from Members for the open session. Members noted that external capacity has been engaged to assist with due diligence. The Chief Executive and the s151 officer are satisfied with the process and the robustness of the procurement exercise. With regard to Risk Management, Members heard that the Council is protected from build cost risks, as a Development Agreement is being used instead of a JCT build contract. Under this arrangement, the preferred bidder bears the construction costs, and the Council will acquire the completed building at a fixed price and agreed-upon specification. In relation to the procurement process, Members expressed their support for the approach taken, acknowledging the overall robustness of the process, which provides assurance regarding financial risk. Members also considered the rationale for discarding alternatives to a new build. They noted that decanting into existing offices would be more expensive both in the short term (due to moving and running costs) and in the long term (because a new office will eventually be needed, and construction costs are expected to rise). Regarding how the proposals align with the Well-being of Future Generations Act (Wales) 2015 and its sustainability requirements, Members referred to Appendix 3 of the Cabinet report, which outlined how the new Core Office meets these criteria. Notably, the new office will be more accessible to the public, better integrated into the public realm, and include spaces for local residents. It will also lead in carbon efficiency, support well-being, facilitate the provision of social housing on the existing County Hall site, and contribute to building safe and empowered communities. Recognising that the new Core Office will be a flagship building, Members sought reassurance that it would be designed to a high standard. They were pleased to learn that the project will deliver a flexible, dynamic space that accommodates more staff than currently work at County Hall. The need for the Core Office to meet democratic accountability requirements was also highlighted. Members were reassured by the offer that they will have an opportunity to provide input regarding their specific requirements. In terms of workspace design, Members sought to understand how the new Core Office would feel for those working there. They were informed that the new office will allocate 8m² per person (excluding meeting rooms), which is more generous than the 6m² typically found in call centres. This allocation is based on a more efficient use of space, reflecting new working practices such as the use of docking stations instead of desks with storage. Additionally, workspaces will be tailored to meet the needs of different services. Members noted that the new Core Office is proposed to be 100,000 square feet, supporting approximately 925 staff, with other council employees based in community hubs, delivering front-line services, and/or working from home. They also noted that the Council has a responsibility to provide space for staff who are either unwilling or unable to work from home. The new Core Office is seen as a positive driver for staff productivity by providing a better working environment that better meets their needs. Regarding City Hall, Members sought clarification on whether any short-term measures could be implemented to reduce its running costs. Members heard that the Council’s current strategy is to make only the minimum necessary improvements. Members were also informed that recent upgrades to the heating system have inadvertently increased costs, as electricity is currently more expensive than gas. RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 and 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
Wednesday 13 November 2024 at 4.30pm.
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