Agenda item

Consider report by Director – Infrastructure and Environment. (Copy attached.)

With reference to paragraph 7 of the Minute of the meeting held on 18 April 2023, there had been circulated copies of a report by the Director – Infrastructure and Environment which set out the proposed approach for how Scottish Borders Council intended to utilise its office accommodation, post pandemic, to realise best value and support communities effectively.  A programme of work, which had commenced during the pandemic, was in progress and remained to be completed.  There were some key areas within Council Headquarters that were the current area of focus which, once completed, would offer flexible solutions to office accommodation and enable improved opportunities for inter-agency and third party collaborative working.   Members highlighted that the works to re-imagine how Council HQ was used had the potential to deliver huge benefits for the local community of Newtown St. Boswells, cut costs for Scottish Borders Council with regards to rental paid on behalf third sector agencies,  provide the Council with appropriate training suites and a vibrant workplace for Council employees.  Councillor Hamilton proposed amended recommendations, which were shared on screen for attendees.  Regarding reference in the report to Covid safe capacity of the workspace at Council HQ, the Director – Infrastructure and Environment explained that due to previous legal Covid requirements the office was laid out in specific distanced manner, with adequate space between desks.  Capacity of the office could be increased quickly, dependent on the acquisition of computer screens, docking stations and other information technology.   Members highlighted that whilst hybrid working, and holding meetings via Microsoft Teams, had allowed Council services to be provided throughout the pandemic, connectivity problems remained a concern.  In response to a question regarding the works at Paton Street, Galashiels, the Chief Executive confirmed that the works had been completed and the building was occupied.  Regarding the capital receipts received from the sale of property in Hawick, the Chief Executive explained that the receipts related to the sale of flatted accommodation above the contact centre, and that Council policy was not to ring fence receipts received, but to use the funds as part of the overall capital programme. Regarding the building at Tweedbank which was part occupied by CGI and the Inspire Academy, there was approximately 300m² vacant which remained vacant.  The space had been marketed for lease, with three ongoing enquiries.  The space needed to be fitted out by whomever became the tenant of the space in the building.   Following concerns raised on the necessity of a working group a vote was held. Councillor Thornton-Nicol, seconded by Councillor Sinclair, proposed that the recommendations of the report be approved as they originally were.  Councillor Hamilton, seconded by Councillor Mountford moved as an amendment that his recommendations, which had been displayed on screen in the Council Chamber and online, be approved.

VOTE

Councillor Thornton-Nicol, seconded by Councillor Sinclair moved that the recommendations in the report be approved as they had been circulated with the agenda.

Councillor Hamilton, seconded by Councillor Mountford moved as an amendment that his proposed recommendations were approved.

Due to the number of Elected Members present online it was not viable to vote by the normal show of hands and therefore Members gave a verbal response as to how they wished to vote the result of which was as follows:-

Motion – 4 votes

Amendment – 10 votes

The amendment was accordingly carried.

            DECISION

            DECIDED to:-

(a)        establish a dedicated Member/Officer working group to oversee and drive the implementation of the HQ re-provisioning project, ensuring effective co-ordination and accountability;

(b)       give initial endorsement to the Proposal and Vision for the new HQ as outlined in Section 4 of the report while empowering the Member/Officer working group to finalise the project scope, considering stakeholder feedback and expert input;

(c)        approve the planned works for Council HQ, as detailed in Section 7 of the report, with a budget allocation of £480k from the Asset Rationalisation & Demolition Capital Block. This would enable the necessary improvements to be carried out promptly;

(d)       encourage the exploration of additional development opportunities for the remaining areas of the HQ campus, maximising its potential to meet future demands, enhance operational efficiency, and accommodate other public services seeking collaborative space. An update on this to come to the Executive Committee by September 2023;

(e)        request a comprehensive assessment of the flexible working policy's effectiveness, implications for the Council, and its impact on Service Delivery. This report should be presented to the Executive Committee by September 2023, allowing for timely evaluation and potential adjustments; and

(f)        actively promote and support an authentic hybrid working approach, encouraging staff members to work remotely and in the office whenever feasible. This flexible arrangement could foster a productive and adaptable workforce while maintaining the benefits of face-to-face collaboration.