Issue - meetings

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

RESOLVED –

1.    That the Co-working provider supplier D is awarded the tender to take a lease of part of the Town Hall as outlined in the report, subject to agreed negotiations of the heads of terms be approved.

2.    That the Head of Economic Development and Property, in consultation with the S151 Officer and the Portfolio Holder for Finance and Governance be delegated to negotiate and finalise the heads of terms with the preferred provider for co-working space be approved.

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

4.    That in line with the Full Council decision of October 2021, the release of the approved budget be delegated to the Head of Economic Development and Property, S151 Officer and Monitoring Officer in consultation with the Portfolio Holder for Finance and Governance to enter into contract with a co-working provider who has satisfied the Council’s due diligence and provided a sound business case be approved.

5.    That in line with the Full Council decision of October 2021 delegated responsibility be given to the S151 Officer in consultation with the Portfolio Holder for Finance and Governance for the identification of the source of the funding which may include borrowing or external funding be approved. 

REASON FOR DECISION: Entering into an agreement with a co-working provider to take a lease in part will allow investment that will both preserve and improve the building.  It will further represent savings in operational costs, provide an income and provide wider community and economic benefits for the town.

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

Discussion and questions from Members included the following:

-       The Council were now in a good position to move forward and the enhancements made would be good news for the town.

-       The Town Hall would continue to be the responsibility of the Council.

-       Work was currently taking place to repair the roof and the windows.

-       Working with the co-partner, the internal of the building would be refurbished which would include the creation of common facilities e.g. a coffee shop that would be for the use of the Council and co-workers.

-       The standard of facilities would be the same for the Council and co-workers.

-       Access for residents to the Council would remain unchanged.

-       Access to Councillors and officers would also remain unchanged. 

-       The facilities developed in the Town Hall would be limited for the use of Council staff, tenants and their visitors.  Facilities in the Amelia Scott would however be open to the public.

-       The Civic Way outside the Amelia Scott was now pedestrianised with the view that the buildings would flow together.

-       There would be an income stream for the Council for the use of 2/3rds of the building for co-working.  This would come in the form of cost sharing for the  running costs of what was an expensive building to maintain.  This would significantly help to balance the revenue budget.

-       Engagement was important and it was recognised the Town Forum were not as informed as they should have been.

To note the matter was decided taking the exempt information set out in the Agenda as read. 

RESOLVED –

1.    That the Co-working provider supplier D is awarded the tender to take a lease of part of the Town Hall as outlined in the report, subject to agreed negotiations of the heads of terms be approved.

2.    That the Head of Economic Development and Property, in consultation with the S151 Officer and the Portfolio Holder for Finance and Governance be delegated to negotiate and finalise the heads of terms with the preferred provider for co-working space be approved.

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

4.    That in line with the Full Council decision of October 2021, the release of the approved budget be delegated to the Head of Economic Development and Property, S151 Officer and Monitoring Officer in consultation with the Portfolio Holder for Finance and Governance to enter into contract with a co-working provider who has satisfied the Council’s due diligence and provided a sound business case be approved.

5.    That in line with the Full Council decision of October 2021 delegated responsibility be given to the S151 Officer in consultation with the Portfolio Holder for Finance and Governance for  ...  view the full minutes text for item 146