Agenda and minutes

Priory Road Community Hub Project Sub-Committee
Thursday, 20th September, 2018 4.00 pm

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

Contact: Democratic Services  01775 764454

Items
No. Item

17.

Minutes pdf icon PDF 90 KB

To sign as a correct record the minutes of the meeting of the Priory Road Community Hub Project Sub-Committee held on 25 July 2018 (copy enclosed).

 

Minutes:

AGREED:

 

The minutes of the meeting of the Priory Road Community Hub Project Sub-Committee held on 25 July 2018 were agreed as a correct record.

18.

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.

 

Minutes:

There were none

19.

Council Chamber plans

To receive a verbal update from the Shared Executive Manager - People and Public Protection on plans for improvements to the Council Chamber.

Minutes:

The Executive Manager – People and Public Protection provided an update to members concerning the plans for potential improvements to the Council Chamber.

 

The group responsible for looking at possibilities was tasked with making the chamber as friendly to use by both Councillors and the Public as possible.

 

It was hoped that smart equipment could be installed, with better iPad integration. Video conference capabilities were also a future possibility with which the new equipment would be compatible.

 

It was hoped that the changes would allow the room to be more suitable for more than just democratic meetings, possibly for use as a conference suite which could make the chambers, more suitable for alternative use by partners as well as potential income generation by being able to book the facilities out to other groups..

 

The Executive Manager – People and Public protection stated that he hoped to invest in more suitable  furniture, as it was felt by both Councillors and staff that the pieces of furniture that were currently in the chamber were not well suited to being moved into different configurations and as a result they had become damaged and weakened.

 

Councillor Taylor stated that the current chamber was not suited for speaking while standing, the Executive Manager – People and Public Protection stated that this was welcomed feedback and would be useful in feeding into future furniture options

 

The Executive Manager – People and Public Protection stated that the project group was meeting again in October to review progress. He stated that the ideal time to undertake any reconfiguration work would be during the pre-election period, as the room would not be in regular use – however, he stated that he would consult with Democratic Services to ensure that any programme of   work has minimal  impact

 

Members asked for a justification of what the return would likely to be from the investment. The  Executive Manager – People and Public Protection stated that he hoped to have an  outline business case/ feasibility plan by Christmas of 2018.

 

AGREED:

 

That the contents of the update be noted.

20.

The Priory Road Community Hub Project Sub Committee pdf icon PDF 61 KB

Members to receive an update on the progress of works to ensure a more effective use of the building for new lettings, improve security for staff in non-public areas replace failing heating appliances above entrance doors and reception area and to address security, circulation and building condition issues. (Report of the Executive Manager – Property and Development enclosed)

Minutes:

Consideration was given to the report of the Executive Manager – Property and Development which sought to provide members with an update on the progress of works to ensure a more effective use of the building for new lettings, improved security for staff and users of the building in non-public areas; replacements for failing heating appliances above entrance doors and reception area, and to addressing general security in terms of access and  circulation around the building.

 

Door Security Project highlights

 

·         Proposed contractor for the installation of 44 door card readers, 4 intercom units, a control PC and card printer was GBSG of Donington, Spalding.

·         Works would also include installation of 2 replacement, upgraded car park barriers, a pager (panic alarm) system and a new access gate with glass surround at the bottom of the atrium staircase.

o   The steel and glass barrier was due to be installed at 90 degrees to the atrium stairs. This would involve re-arrangement of the current seating area.

 

Members asked that the Executive Manager - Property and Development confirm that the car park barrier would be a proximity reader rather than a swipe reader

 

Access Control Programme Dates

 

·         Officer Decision notice was due to be handed to Democratic Services on 21/09/2018.

·         Award of contract in the week commencing on 1/10/18

·         Start onsite during October

·         Works completed 6 weeks from start

·         It was stated that this was currently around 3 weeks behind the original schedule.

·         It was asked that Communications produce a briefing note to prepare staff for the works

·         It was stated that the closure of the 2 side doors to the building could take place upon the completion of these works. It was requested that when this took place, signage could be prepared, and that this policy be adopted on the first day of the new card system.

 

The Executive Manager – Property and Development stated that the new staircase barriers were well within budget and it was agreed that the solution presented here was the best.

 

Current Works

 

·         BAU maintenance:

o   Council Chamber upgrade (design and prices)

o   Fish pond works – October

o   ‘Clear the Clutter’ October

o   Final Snagging 1st floor hub toilets

o   Paint atrium skirting and doorframes

o   Review of service logs

§  This was to review the advisory documents for all equipment in the building so that a baseline of information could be available for referral which would allow for knowledge of service/replacement rates for all equipment.

 

 

Fish Pond removal

 

It had been agreed that the best solution of use for the area taken currently by the fishpond, was to remove the area completely, box off the under-stairs space and turn it into a cupboard.

 

Members felt that this was a suitable and good solution

 

The Communications manager stated that he felt that public communications would be needed to address the inconvenience that the work may cause.

 

Current Programme

 

·         Replace fire doors, in the ground floor of the old building.

·         From quotes, the cost of  ...  view the full minutes text for item 20.

21.

Any other business

Minutes:

There was none

22.

Date of next meeting

23 November 2018 at 10:00am

Minutes:

The next meeting of the Priory Road Community Hub Project Sub-Committee was due to take place on 23 November 2018 at 10:00AM.

 

The Democratic Services Officer remarked that the meeting due to be held on 23 November 2018 was the last instance of the Priory Road Community Hub Project Sub-Committee that was arranged and that, therefore, members would need to agree further dates at the next meeting. Members asked that the Democratic Services Officer find a list of potential dates and times of the next 3 meetings to be brought for consideration at the next meeting.