Agenda and minutes

1.1     Councillor Philippa Roe welcomed those present.

To receive declarations by Members and Officers of the existence and nature of any personal or prejudicial interests in matters on this agenda.

2.1     There were no Declarations of Interest.

To approve the minutes of the meeting held on 25 April 2016.

3.1     The Leader, with the consent of the Members present, signed the Minutes of the meeting held on 25 April 2016 as a true and correct record of the proceedings.

Report of Director of Property, Investments and Estates.

4.1       Guy Slocombe, the Director of Property, Investments and Estates, introduced the report. 

4.2       The Leader, Councillor Robert Davies and Councillor Tim Mitchell expressed the view that whilst the financial investment was large the proposed refurbishment as recommended was the only realistic way forward, given the current state of the building and need to save money in the longer term.

4.3       The Cabinet confirmed that they had considered the Part 2 report which contained the detailed financial implications following which they adopted the recommendations as set out in the report.

            Resolved:

1.            That the proposal for the refurbishment of City Hall under Option 2 as set out in paragraph 7.5 of the report be approved subject to planning consent.

2.          Responsibility be delegated to the Director of Property, Investment and      Estates within the approved budget and in consultation with the City      Hall Refurbishment Steering Group to approve:         

2.1       the concept and detailed design;

2.2       submission of a planning application;

2.3       any variations required to the design/specifications a result of                      any planning conditions and/or tenant variations.

3.         The procurement of consultants be approved and building contractors for the City Hall refurbishment with delegated responsibility to the Director of Property, Investment and Estates within the approved budget and in consultation with the City Treasurer and the City Hall Refurbishment Steering Group and to:

                        (a)       appoint consultants via an approved framework to market test                                   the scheme.

                        (b)       Progress the appointment of a building contractor in consultation with the City Hall Steering Group.  This will be followed by a further report to Cabinet at the stage of approval to contract.

4.         That expenditure against the capital budget, as detailed in the current 5 year capital programme is approved.  This is funded by (a) the capital programme and (b) borrowing financed through future revenue savings as detailed in paragraph 9.3 and 9.4 of the confidential report.  This is subject to regular progress reports to the Programme Board and the Capital Review Group.

5.         Noted the revenue pressure estimated over the next 5 years due to the decant costs plus potential rent free and void periods post refurbishment.

6.         The use of reserves referred to in paragraphs 9.14 – 9.17 of the confidential document be approved on the basis that all future years savings against the budget be repaid back into reserves until this has been replenished.

7.         Note that the estimated use of reserves will be as referred to in paragraph 9.13 – 9.16 and table 6.  The annual draw down amount is to be delegated to the City Treasurer in consultation with the Cabinet Member for Finance and Corporate Services and the Chief Executive subject to the cap referred to in paragraph 9.15 – 9.16 of the confidential document.

8.         Noted that capital and revenue costs are estimated and will be reviewed further over the design and development period.

9.         Approved that the budget as set out in “Table 6: Revenue Implications” in the confidential document be approved remains unchanged until the full repayment  ...  view the full minutes text for item 4.

5.1     None.

RECOMMENDED: That under Section 100 (A) (4) and Part 1 of Schedule 12A to the Local Government Act 1972 (as amended), the public and press be excluded from the meeting for the following item(s) of business because they involve the likely disclosure of exempt information on the grounds shown below and it is considered that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information:

EXEMPT REPORTS UNDER THE LOCAL GOVERNMENT ACT 1972

RECOMMENDED:  That under Section 100 (A) (4) and Part 1 of Schedule 12A to the Local Government Act 1972 (as amended), the public and press be excluded from the meeting for the following item(s) of business because they involve the likely disclosure of exempt information on the grounds shown below and it is considered that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information:

Item No        Grounds                           Para of Part 1 of

                                                            Schedule 12A of the Act

7                  Information relating                               3

                    to the financial and

                    business affairs of an       

                    individual including the

                    authority holding the

                    information and legal

                    advice

Report of the Director of Property, Investments and Estates.

7.1     The Cabinet, prior to adopting the recommendations set out in Part I of the report, confirmed that they considered the detailed advice in the Part II report.