Agenda and minutes

Priory Road Community Hub Project Sub-Committee - Wednesday, 25th July, 2018 2.00 pm

Venue: Meeting Room 2, Council Offices, Priory Road, Spalding

Contact: Democratic Services  01775 764454

No. Item


Minutes pdf icon PDF 50 KB

To sign as a correct record the minutes of the meeting of the Priory Road Community Hub Project Sub-Committee held on 29 May 2018 (copy enclosed).


Councillors enquired as to the status of the discussion with the project consultants over a small amount of additional work undertaken relating to the DWP fit out. Officers responded that this was still being discussed but was likely to be a reasonable additional fee claim (in the order of £3k). Councillors asked officers to update the Executive Director - Commercialisation on the progress of this and brief the Sub-Committee on progress at the next meeting, but were supportive of Officers settling this additional invoice.


Councillors requested an update on the access control security system project and how the security system (pagers) worked. The Technical Project Manager stated that there was a linked alarm system but options to extend this were being considered. Proposals for and upgrade of this to be reported back to the next Sub Committee including an extension to cover more meeting rooms where appropriate.


Members requested an update on additional works to the air conditioning fan unit outside the building (within the timber enclosure). Officers advised that they had identified a simple solution for reducing the fan noise within office areas adjacent and works would be undertaken in advance of the next Sub-Committee meeting.  




The minutes of the meeting of the Priory Road Community Hub Project Sub-Committee held on 29 May 2018 were agreed as a correct record.


Declarations of Interest

Where a Councillor has a Disclosable Pecuniary Interest, the Councillor must declare the interest to the meeting and leave the room without participating in any discussion or making a statement on the item, except where a councillor is permitted to remain as a result of a grant of dispensation.




There were none.


Cabinet 10 July 2018 pdf icon PDF 79 KB

To review actions, following consideration by the Cabinet of the report of the Priory Road Community Hub Project Sub-Committee (relevant minute extract from Cabinet meeting of 10 July 2018 enclosed).


It was noted that the report recommending an upgrade to the existing door access system and ground floor atrium heating was welcomed and was approved by Cabinet. It would now pass for a decision to allocate the necessary funding at the meeting of full council in September 2018.




a)    That the information presented in the update be noted.


Update on design proposals, proposed procurement route and programme options:

·         New heating installations in ground floor public areas;

·         Access control and ground floor stairway barrier


(verbal update by Richard Hodgson/Dorian Avellino)


Officers advised that following agreement at Cabinet on the proposed ground floor atrium heating and door access solutions further and more detailed design work had been carried out. Three quotes had been obtained, so officers were developing a procurement strategy in the knowledge of these quotations and would update the Sub- Committee at its next meeting on progress. The Sub Committee confirmed that they were content that the door access system and staircase control could be dealt with utilising urgency powers to bring forward the install date and hence the date for these to be in and operating. 


It was stated that the replacement of existing door curtains which were now at the end of their life cycle, would be more efficient as existing installations and therefore presented an opportunity for reduced operating cost in the longer term. The new positioning and flexibility of the new door curtains and wall mounted heaters in the atrium/ reception areas would also provide a better environment for customers and staff in these areas and therefore helping maximise the use and utilisation of these open areas. These works would be procured in the usual way of tender and not adopting urgency notwithstanding officers had undertaken some soft market testing.


Door Access Control:


Officers stated that areas of the building would be zoned and doors restricted by card access. The proposals included Members areas and Committee suites including the Chamber as well as office areas.


Members enquired whether there would be a mixture of access solutions/systems. Officers stated that there would be one access control system, with either a card reader or a simple push button mechanism to enable movement around the building depending on whether you were moving from a public space into a secure area ( car reader) or secure area out into a more public/circulation  area  (predominantly push button)


The new system was going to be a ‘PAXTON II’ System which had a standard allowance for up to 1,000 users. SHDC would manage the database of users, with CPBS being responsible for the software. In addition SHDC would be responsible for printing of the cards which would allow access.


It was noted that the system would also be used to control the access barrier to main car park, main vestibule doors, the lift and printers/photocopiers.


Members stated that they felt that those responsible for security should have the main input in determining what security systems were introduced. Officers confirmed that a small including Assets and Facilities Management colleagues were working closely on this project.


Members mentioned that at the time of the meeting there was a range of different types of ID cards issued and asked how this would work with the new system. Officers responded that it was planned that all Members and staff would be issued with new cards to replace existing cards so that everyone (Members, partners in occupation and Officers) are issued with a card. This would cover all staff working at Priory Road, including for CPBS, DWP  ...  view the full minutes text for item 10.


Summary of current planned maintenance and capital works at Priory Road

(verbal update by Richard Hodgson).


The Executive Manager – Property and Development provided an update.


The key activities on maintenance/upgrades were boiler maintenance, toilet replacement and refurbishment (including in CPBS area), kitchen areas, drainage, removal of pond and thermal modelling.


Members asked if a system could be added into the atrium glass roof which would stop it from creating high levels of heat. Officers stated that they had been investigating this, and that they are looking into an improved venting solution and/or an alternative solar film coating.


Members stated that they felt a good outcome of this committee would be a 5 year programme of planned maintenance. Officers confirmed they had recently met as a group in advance of setting up a new Asset Management Board and this was one of the agreed outcomes from the work programme for Priory Road and that the Board would have oversight of going forward.


Sub Committee noted that there had been issues previously with securing parts for the boilers when they required replacement and that investment in a new boiler might be needed and would present an opportunity to obtain a more efficient system. Officers confirmed they would update Sub Committee on any boiler issues at the next meeting.


The Facilities Management Officer re-entered the room at 15:33




a)    That the information presented in the update be noted; and


b)    That officers be tasked with finding a potential solution to levels of heat generated by the glass roof of the atrium.


Collocation update

(verbal update by Jenny Stephens).


A discussion took place regarding potential other public and voluntary sector partners who might have an interest in collocating at Priory Road. Members asked to be kept updated via the Sub Committee meetings or outside as appropriate. 


Officers reconfirmed that quoting rents were consistent with guidance previously given to Officers by Sub Committee but each possible collocation would need to be assessed based on a range of factors to ensure that any interest is fully considered.


Members stated that they felt that the meeting rooms on the ground floor as well as the Members Area shouldn’t be ruled out as sites for temporary collocation offices if suitable alternative locations were available for these. Officers confirmed that a number of studies have and will continue to be undertaken in order to maximise the utilisation of Priory Road. Nothing should be ruled in or out to ensure the building is as flexible as possible and opportunities for appropriate collocations, where appropriate are captured.


Councillor Taylor left the room at 15:54




a)    That the information presented in the update be noted; and


b)    That officers continue to actively chase collocation opportunities presented by the Probation Service and report back to the next meeting.


Agenda planning for future items for the sub-committee

(Jenny Stephens).


In response to a request to start agenda planning forthcoming meetings, the Executive Manager – Property and Development stated he felt the committee would benefit from having access to core data such as building plans, running cost data, maintenance programmes and an understanding of budgets such as those available for planned maintenance in order to make reasoned and informed decisions. This would be added to the agenda planner, as appropriate for future discussion/awareness;


Members wanted Officers to draw up an action plan and provide relevant dates for topics to be discussed. Officers confirmed that this would be one of the work-streams of the Assets Board, generating items for discussion and approval by Sub- Committee.




a)    That the update given regarding planning for future agendas be noted; and


b)    That officers were to draw up an action plan with relevant dates for the sub-committee




Date of next meeting

20 September 2018 at 4.00 pm.


The Facilities Management Officer, Technical Project Manager - Breckland, and the Communications Team to be invited to the next meeting.


The next meeting was due to take place on 20 September 2018


Exclusion of the Press and Public

To consider resolving that, under Section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of part 1 of Schedule 12A of the Act.



There was no need to exclude the press and public as the exempt item due to be discussed was settled under agenda item 2 without the need to exclude the press and public.


Exempt minute of the meeting of the Priory Road Community Hub Project Sub-Committee held on 20 May 2018

(copy enclosed).


There was no need to enter closed session as the exempt minutes of the previous meeting of the Priory Road Community Hub Project Sub-Committee were discussed under Agenda Item 2 without the need to exclude the press and public.