Issue - meetings

Matter for Decision

 

The Committee received a report from the Asset Manager (Estates and Facilities) which sought approval for three refurbishment projects related to the Council’s Office Accommodation Strategy.

 

An out of cycle decision made by the Executive Councillor on 10^th November 2016 gave approval for the allocation of £2,443,000 capital funds for refurbishment works but did not give specific approval for award of contracts to carry out works.

 

Decision of Executive Councillor for Finance and Resources

 

     i.        Approved the proposed refurbishment works to create new office accommodation at 130 Cowley Road, Cowley Road Compound and Mandela House subject to the tendered prices for work being acceptable.

    ii.        Authorised the Strategic Director to award contracts for the appointment of contractors to carry out refurbishment works at 130 Cowley Road, Cowley Road Compound and Mandela House in accordance with the requirements of the Constitution.

 

Reason for the Decision

As set out in the Officer’s report.

 

Any Alternative Options Considered and Rejected

Not applicable.

 

Scrutiny Considerations

The Committee received a report from the Asset Manager.

 

The Committee made the following comments in response to the report:

 

Councillor Cantrill commented that given the amount of money (£2.5 million) being spent on the renovation he would have liked to have seen more detail about the plans. The original decision was made out of cycle which meant to date it had not been scrutinised at all. He asked why £500k was being spent on temporary accommodation at Cowley Road, and was an adequate return expected?

 

Councillor Bick asked why the Council had been less than forthcoming in producing figures and plans.

 

Councillor Sinnott referred to Mill Road Depot and asked when Cowley Road was estimated to be completed so that development of the Depot site could begin?

 

The Asset Manager (Estates and Facilities) said the following in response to Members’ questions:

 

     i.        Cowley Road had been selected because it could accommodate the varying requirements of council services. A 15 year lease on the building had been agreed and there were plans to use it for at least five years with future potential to rent it out thereafter, recovering the investment cost.

    ii.        The Interim Strategic Director referred to figures and plans of the development, he assured that significant work had gone into both the design and the tendering process. The costs had been looked into thoroughly and there was a clear intention to proceed with the best value for money.

   iii.        Vacation of the Mill Road depot depended on the completion of refurbishment at Mandela House.

 

The Executive Councillor for Finance and Resources said the following in response to Members’ questions:

 

     i.        The original brief for the council’s office accommodation strategy came to Strategy and Resources in January 2016, however the costs for aspects of the project had not been available in full then. Councillor Cantrill had been consulted at the time of the November 2016 Executive decision.

    ii.        Referring to the out of cycle decision, he stated that the timing was just unfortunate. The detailed finances were not available in time for the scrutiny committee in October and waiting until the January meeting would have delayed the overall project significantly.

 

 

The Committee resolved by 4 votes to 0 to endorse the recommendations.

 

The Executive Councillor approved the recommendations.

 

Conflicts of Interest Declared by the Executive Councillor (and any Dispensations Granted)

 

No conflicts of interest were declared by the Executive Councillor.