ITEM NO.
_________________________________________________________________________________
REPORT OF THE STRATEGIC DIRECTOR OF SUSTAINABLE REGENERATION
AND DIRECTOR OF CHANGE
___________________________________________________________________
TO THE LEAD MEMBER FOR PROPERTY ON 26 OCTOBER 2010
___________________________________________________________________
TITLE:
STRATEGIC PROPERTY - CITY COUNCIL CORE SITES OFFICE
ACCOMMODATION – USE FOR LANCASTRIAN HALL
___________________________________________________________________
RECOMMENDATIONS:
1. That the 3rd floor space of the Lancastrian Hall be adopted for the
management of document filing and other storage issues arising from the core
sites moves, 2010/11 programme.
2. That the longer term (pending the closure of the building) use of the 3rd floor
space of the Lancastrian Hall be reviewed in mid-2011.
___________________________________________________________________
EXECUTIVE SUMMARY:
The closure of Minerva House will make a saving for the council of £552,000 p.a.
once the closure costs are met.
The effective management and storage of documents and other materials is a
significant risk to meeting the targets for office moves to enable the closure of
Minerva House.
It has been agreed that the 2nd floor of the Lancastrian will be used for Reader
Services, and that the roof will be repaired and the lift restored to full working order.
These proposals provide the opportunity to use the 3 rd floor Function Hall (380sq m)
for storage area to support the closure of Minerva House.
This report sets out practical proposals for this use.
___________________________________________________________________
BACKGROUND DOCUMENTS:
Report to Customer and Support Services Lead Member Briefing; 18th October
2010; Document Storage Solution - Suspension of Contractual Standing Orders.
___________________________________________________________________
KEY DECISION:
N/A
___________________________________________________________________
DETAILS:
The sequence of moves necessary to achieve the vacant possession of Minerva
House within the timescales necessary is demanding and closely scheduled (see
separate report).
A key risk that has been identified regarding the management of document and other
storage. The new office standards, which will be applied for all moves, place a limit
on the amount of storage in office areas. This prevents expensive accommodation
being used unproductively and encourages efficient document management.
However it is recognised that, in particular, some services currently have significantly
greater amounts of on-site storage that can be accommodated after they have
moved. Rationalising storage is a complex process which seeks to;
a) reduce the amount by physical destruction of unnecessary storage,
b) separate documents that need to be accessed frequently and organise
appropriately for on-site storage
c) index and box documents that are never or unlikely to be accessed in future,
but have to be retained for reason.
The Lead Member for Customer and Support Services has agreed an off-site
storage contract for the last category, but ensuring that the cost of this is minimised
requires effective sorting and classification of the material before it is put into
storage.
It is of considerable concern to the moves programme that it is not possible to
undertake this document management at the speed at which the moves need to take
place. Therefore the situation would be considerably eased if documents could be
moved to a separate holding area where the subsequent sorting etc. could take
place, outside the time constraints of the moves schedule.
The 3rd floor of the Lancastrian Hall provides an ideal and opportunistic venue for
this work. There is sufficient space (380 sq m) which could be racked from existing
racking. It will have a safe and sufficient lift to move material from the roadway to the
3rd floor. It is secure and there are sufficient welfare facilities available for short-term
use by staff.
Therefore it is proposed to undertake the minor works necessary to achieve this
objective and secure sufficient officer resources (including Future Jobs Fund) to
operate a storage handling operation.
Note 1
This process will run in parallel to the existing programme of electronic document
management and storage (Documentum). Where appropriate documents will be
processed in the Lancastrian Hall, for scanning. Two high speed scanners have
already been leased to support the office moves, and are currently being used to
create an electronic document system for Human Resources.
Note 2
The 3rd Floor area of the Lancastrian Hall has the potential to be used for longerterm storage (whilst the building remains in the control of the council). At this stage
however the “processing” of storage has greater benefits than actual storage.
It is acknowledged that by mid-2011 the storage associated with the current
programme of office moves will have been substantially managed and it will be
possible to review the future use of the space.
It is therefore proposed that a further report is submitted concerning longer-term use
at that point.
___________________________________________________________________
EQUALITY IMPACT ASSESSMENT AND IMPLICATIONS:
The review of office accommodation is underpinned by an understanding of the
requirements of the Disability Discrimination Act and the promotion of equal access
to work for all existing and potential employees. This will include an assessment of
reasonable adjustments for staff with additional requirements.
The management, storage and processing of documents is included in this
consideration.
___________________________________________________________________
ASSESSMENT OF RISK:
High – This is the largest office moves programme undertaken by the Council.
___________________________________________________________________
SOURCE OF FUNDING: Works are being done to the Lancastrian Hall as a
consequence of other proposals. Other resources are included in the office moves
programme budget.
___________________________________________________________________
LEGAL IMPLICATIONS:
Now a valid break notice has been served for Minerva House, it cannot be
withdrawn. The lease break for St James’s House will be served by 31st December
2010 allowing for it to be terminated on the 31st March 2011.
These proposals are to secure compliance with these arrangements.
___________________________________________________________________
FINANCIAL IMPLICATIONS: Identified in the report
___________________________________________________________________
OTHER DIRECTORATES CONSULTED:
Via One Council Team and specifically Children’s Services.
___________________________________________________________________
CONTACT OFFICER: Rob Pickering 2818 / Martin Vickers 3407
___________________________________________________________________
WARD(S) TO WHICH REPORT RELATE(S): Swinton North
Appendix
Note the budget identified includes costs for building works, furniture, ICT and physical moves.
Location
Work
Phase 2: 3rd
floor middle +
end
Refurbishment
Civic 4th Floor
Part
Refurbishment
Refurbishment
Phase 2: 2nd
floor middle
Phase 2: 1st
floor middle
Phase 2: 1.4
Phase 2:1st
floor end (1.1)
Start
08/11/2010
End
07/01/2011
Budget
(000s)
180
Moving Out
SR 25/10/2010
Energy Audit
05/11/2010
none 2010/2011
Refurbishment
2011/12
furniture + VOIP
+ wiring +
lockers
furniture + VOIP
+ wiring
22/11/2010
26/11/2010
19
SR 19/11/2010
31/01/2011
25/03/2011
145
ICT from
29/11/2010
SR Accountants
03/01/2011
Legal
19/11/2010
Scrutiny
19/11/2010
29/11/2010
13
(146
2011/12)
06/12/2010
Before
19/11/2010
27
17/12/2010
6
Legal
19/11/2010
(holding place
for legal files
until
24/12/2010)
To
Moving In
Phase1: 2nd
floor
Phase 2:1st floor
ICT 10/01/2011
Phase 2: 1st
floor middle
4th Floor
Phase 2: 1st
floor middle
Phase 2: 1st
floor 1.4
Phase 2:3rd floor
middle/end
Phase 2: 1st
floor
middle/end
Scrutiny
19/11/2010
Gov Services
19/11/2010
ICT from
29/11/2010
Economic
Development
28/03/2010
From
Phase 1: 3rd
floor
Phase 2: 1st
floor middle
Phase 2: 2nd
floor middle
Unity: 2nd floor
West
SR Accountants
03/01/2011
SR 19/11/2010
Phase 2: 2nd
floor middle
4th Floor
Legal
19/11/2010
Phase 2; 1st
floor middle +
1.1
Unity: 2nd floor
West
SP&P + E&C
01/04/2011
Location
Phase 2:
ground floor
end (G1)
Work
Refurbishment
Start
22/09/2010
End
22/10/2010
Budget
(000s)
46
Moving Out
none
Phase 1: 3rd
floor
Refurbishment
10/01/2011
25/03/2011
103
ICT 10/01/2010
Phase 1: 2nd
floor
Unity: 2nd floor
East
Refit + additional
desks
Galley Kitchens
+ VOIP
04/10/2010
22/10/2010
52
none
03/01/2011
07/01/2011
34
M&C
13/12/2010
Unity: 2nd floor
West
Unity: 1st Floor
East
Galley Kitchens
+ VOIP
none
07/03/2011
11/03/2011
34
9
To
Phase 2: 3rd
floor middle
Moving In
From
Change from
15/11/2010
Change from
15/11/2010
Change
31/01/2010
Children’s
Services
28/03/2011
SR 25/10/2010
Unity 2nd floor
West
Minerva
Then Children’s
Services
Minerva
Then
Children’s
Services
Minerva
Schools
Accountants
03/01/2011
e-trading
03/01/2011
Minerva
St James’s
Minerva
3rd Floor end
Elmstead
Change/E&C/
SP&P
01/04/2011
Phase 2: ground
floor
Skills & Work
15/11/2010
Cash Office
Economic
Development
28/03/2011
Phase 2: 2nd
floor middle
Unity: 1st floor
West
Location
Work
Start
End
Unity: ground
floor East
Refurbishment
07/02/2011
11/04/2011
Unity: 1st floor
West
Refurbishment
18/04/2011
01/07/2011
Budget
(000s)
179
Cash Office
Mend Roof
1/11/2010
12/11/2010
170
(unlikely to
be started
in 2010/11)
7
Elmstead
Re-decorate
15/11/2010
03/12/2010
33
St James’s
House
none
4
VOIP rollout
Telephony
48
5
Moving Out
To
Moving In
From
Benefits
04/02/2011
decamp space
Benefits
14/04/2011
decamp space
Finance
15/04/2011
decamp space
Finance
04/07/2011
CS Finance
04/07/2010
Skills & Work
15/11/2010
M&C
decamp space
Benefits
29/10/2010
Comm Safety
15/10/2010
Change
31/01/2011
Change Admin
25/03/2011
Unity: ground
floor both sides
Turnpike
Phase 2: ground
floor end
tba
Minerva
Unity 2nd floor
West
Unity:2nd floor
East 13/12/2010