Agenda and draft minutes

Priory Road Community Hub Project Sub-Committee - Thursday, 28th February, 2019 2.30 pm

Venue: Council Offices, Priory Road, Spalding

Contact: Democratic Services  01775 764454

No. Item


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.


Minutes pdf icon PDF 73 KB

To sign as a correct record the minutes of the meeting of the Priory Road Community Hub Project Sub-Committee held on 23 November 2018 (Copy enclosed)


Consideration was given to the minutes of the Priory Road Community Hub Project Sub Committee meeting held on 23 November 2018




That the minutes be considered a correct record.


Update for Sub-Committee Priory Road Projects, Current and Future Work-Streams

To receive a presentation on ongoing and future projects within the Priory Road Offices.


The Executive Manager – Delivery provided a presentation which delivered an overarching view of currently active and future projects for the improvement of the Priory Road Offices.




What had been done?


·         Reviewed Capacity of SHDC Offices


·         Identified underutilised space


·         New layout plans


·         Opportunities for further space release for possible letting/ colocation.


Material Considerations:


·         Health & Safety / Building Capacity


·         Creating flexibility where possible for modern ways of working


The Delivery Unit Project Manager stated that there was a plan to free up the customer contact centre and a potential tenant had been sourced for this space. Consequential moves planned as follows;


Delivery unit  to be relocated to the 2nd floor of the Councils Priory Road offices à Revenues and Benefits, as well as fraud  into F51 à Customer Contact would then move into the old building à Customer Contact Centre area would then be empty and vacant possession given to incoming tenant


Alongside these physical moves, a budget was in place and a programme agreed for a new women’s toilet to be installed in the old building and the existing men’s toilets to be upgraded. Whilst the fit out/conversion plans for the incoming tenant for the current contact centre had yet to be finalised, the Sub-Committee noted that a key element of these works would be to provide independent access and egress through the creation of a new external door in close proximity to the existing Vine Street entrance. It was also noted that up to 2 car parking spaces would be made available to the incoming tenant.


Members asked officers to consider optimum parking solutions, however, their strong preference was non-allocated spaces, therefore a first-come-first-served system as officers and members were currently  utilising  the car park was the preferred option..




It was anticipated that the moves to facilitate the contact centre being vacated  would take place over the summer and the new tenant would be in occupation by the end of September 2019.


Further work was planned under phases 2 and 3 of space rationalisation which would principally involve the 2nd floor of Priory Road to deliver additional lettable space. It was anticipated that providing smaller cable-managed desks should deliver a better layout and overall better utilisation of space.

The Chairman wanted to know how much money was secured for these proposals. The Delivery unit Project Manager responded that no figures were concrete at that point because they were waiting on the result of studies into proposals before costs could be calculated.


The Chairman wanted to know how much money was secured for these proposals. The Delivery unit Project Manager responded that work was still underway to establish the necessary budget required for the 2nd floor adaptations but had fixed a sum of up to £10k to facilitate the moves of principally CPBS staff from the contact centre and into the offices referred to above in the older part of the building. The priority project at the time of the meeting was accommodating  ...  view the full minutes text for item 33.


Any Other Business


The Chairman asked about what the plans for the Council Chamber were. The Shared Executive Manager - Delivery stated that review of options had stalled given the anticipated cost of the works to provide maximum flexibility of use by installing dividing walls. It had been found that the original proposals were going to be too prohibitively expensive. The Chairman stated that he was happy to put the current plans to rest, but that he would still like to see exploration of further ideas for improved utilisation of the space.


Dates and Times of Future Meetings

As of this meeting, no further instances of the Priory Road Community Hub Project Sub-Committee are scheduled. It is the responsibility of the Sub-Committee to consider suitable dates and times for future meetings, at this meeting.



The Executive Manager - Delivery and The Chairman agreed that full consideration had been given between members and officers about whether to continue with this sub-committee of cabinet and if not how accommodation topics such as have been discussed since this sub-committee has sat would be picked up. This decision would be a matter for Cabinet to decide but there was consensus in this meeting that it may not continue in its existing form.


It was agreed there was no need for a further meeting before the May election but officers should keep all members briefed via all member briefings as and when necessary in particular relating to the proposed new tenant to take the space where the contact centre is currently located. This was particularly relevant given the recommendation to delegate responsibility to officers to negotiate and conclude terms would be in front of Cabinet shortly and then on to Council towards the end of March 2019 for the funding to be set aside required as the Councils capital contribution towards tenants fit out works.