Issue - meetings

To consider and decide on the recommendations as set out in the associated report.

RESOLVED:

1.    That a soft marketing and procurement exercise in respect of the Town Hall to secure a partner to deliver co-working space be approved.

2.    That the Head of Economic Development and Property in consultation with the S151 Officer and Portfolio Holder for Finance and Governance be delegated to finalise the brief to undertake soft marketing and secure a partner to deliver co-working space be approved.

3.    That the Head of Economic Development and Property in consultation with the S151 Officer and Portfolio Holder for Finance and Governance be delegated to engage with existing Town Hall tenants and other occupiers to negotiate and agree terms to vary and where required to surrender leases/licences to facilitate the development of co-working space be approved.

4.    That the Head of Mid Kent Legal Services be delegated authority to negotiate and complete all necessary deeds, leases, agreements and other legal documentation and formalities required to deliver the release and management of the Town Hall for co-working space be approved.

5.    That the S151 Officer in consultation with the Portfolio Holder for Finance and Governance be delegated the power to authorise a capital budget and allocation of appropriate resources to meet requirements in opening up the Town Hall to third party use be approved.

6.    That through appropriate carbon reduction and energy efficient measures the proposal ensures it contributes to the Council’s Corporate Carbon Descent Plan and Action Plan 2021-22.

REASON FOR DECISION:

To develop and deliver a sustainable and cost effective use of the Town Hall. 

Katie Exon, Corporate Property Manager introduced the report as set out in the agenda.

Discussion and questions from Members included the following:

-       The supplier engagement advertisement went live on 15 July 2021.  TWBC had received 8 requests from co-working companies to visit the Town Hall and those visits were taking place this week.

-       The timetable for implementation shown in the report had been slightly updated since the Finance and Governance meeting.

-       This was good news for the Council and good news for Tunbridge Wells Town Centre.

-       Engagement with key stakeholders would be important.

-       The project had also received very good cross party support.

-       The application for funding that would deliver environmental improvements (paragraph 2.10 refers) was due to open in October 2021.  TWBC would be submitting a bid, but the outcome wouldn’t be known until November 2021.  If the TWBC bid was not successful, it was likely that a bid for capital funding would have to be submitted. 

-       To note, recommendation 6 which dealt with energy efficiency and carbon reduction measures was added following discussions at the Finance and Governance meeting on 13 July 2021.

RESOLVED:

1.    That a soft marketing and procurement exercise in respect of the Town Hall to secure a partner to deliver co-working space be approved.

2.    That the Head of Economic Development and Property in consultation with the S151 Officer and Portfolio Holder for Finance and Governance be delegated to finalise the brief to undertake soft marketing and secure a partner to deliver co-working space be approved.

3.    That the Head of Economic Development and Property in consultation with the S151 Officer and Portfolio Holder for Finance and Governance be delegated to engage with existing Town Hall tenants and other occupiers to negotiate and agree terms to vary and where required to surrender leases/licences to facilitate the development of co-working space be approved.

4.    That the Head of Mid Kent Legal Services be delegated authority to negotiate and complete all necessary deeds, leases, agreements and other legal documentation and formalities required to deliver the release and management of the Town Hall for co-working space be approved.

5.    That the S151 Officer in consultation with the Portfolio Holder for Finance and Governance be delegated the power to authorise a capital budget and allocation of appropriate resources to meet requirements in opening up the Town Hall to third party use be approved.

6.    That through appropriate carbon reduction and energy efficient measures the proposal ensures it contributes to the Council’s Corporate Carbon Descent Plan and Action Plan 2021-22.

REASON FOR DECISION:

To develop and deliver a sustainable and cost effective use of the Town Hall. 

To consider and provide a recommendation to Cabinet on the proposals set out in the attached report.

Katie Exon, Corporate Property Manager introduced the report set out in the agenda.

Councillor Harry Allen read a statement on behalf of Councillor Bailey.

Discussion and questions from Members included the following:

-       Retaining ownership and the continued use of the Town Hall was important to residents.

-       Heritage of the Town Hall and measures to reduce operational costs was also considered important.  Letting vacant space would defray costs to the Council.

-       Using the Town Hall in a way that would encourage more people to work in Tunbridge Wells would have a positive knock on effect for the Town Centre.

-       Engagement with Council staff on any decisions related to the future use of the Town Hall would be very important.

-       TWBC envisaged working with one landlord/tenant.  Office space would be rented from the landlord/tenant.  TWBC would then only be dealing with one person.  Included in the lease agreement would be a service charge that would cover any necessary costs e.g. the appropriate portion of business rates.

-       It would be paramount to ensure that the building was brought up to an acceptable standard not only for the portion that would be rented out but also for Council staff that continued to use the building.

-       The Town Hall would be open for business use (rather than residential, hospitality etc.).

-       Procurement would not need to follow the OJEU route. 

-       It was noted that the indicative timetable included in the report had changed. It was hoped that a Members Briefing would be scheduled for the week beginning 30 August 2021.  Supplier engagement would be done potentially towards the end of the week beginning 12 July 2021.  This would allow approximately 4 weeks to gather information before the internal briefing session.

-       In taking this forward it would be important that measures were taken in terms of carbon reduction and energy efficiency.

RESOLVED – That the recommendations to Cabinet as set out in the report and including the addition of ensuring appropriate carbon reduction and energy efficient measures were included be supported.