Agenda, decisions and minutes

For the Committee to note any apologies for absence.

None.

None.

Members are invited to declare at this stage of the meeting, the nature and existence of any relevant disclosable pecuniary, personal or prejudicial interests in the items on this agenda and to specify the item(s) to which they relate.

None declared.

No declaration of interest were made at the meeting.

To approve the minutes of the previous meeting held on 1 September 2021 as a correct record.

RESOLVED that the minutes of the previous Trust Committee held on Wednesday 1 September 2021 be agreed as a correct record.

RESOLVED that the minutes of the previous meeting held on Tuesday 1 September 2020 be agreed as a correct record.

To consider any matters arising from the minutes of the previous meeting.

None.

None.

This report provides an update on various strategic property matters.

RESOLVED to:

(1)       Delegate authority to the Operational Director for Environmental Services, in consultation with the Chair of the Trust Committee, to appoint an architect for the initial options appraisal of the Barham Park Building at 660 Harrow Road, Wembley, HA0 2HB and for the procurement for the appointment of an architect to be carried out pursuant to Contract Standing Order 86.

(2)       Delegate authority to the Operational Director for Environmental Services to seek the approval of the Council to meet the cost of the architect’s report as aforementioned from Council resources. 

(3)       Delegate authority to the Operational Director for Environmental Services in consultation with the Chair of the Trust Committee for officers to prepare a financial strategy for the Barham Park Trust once the options appraisal has been completed.

(4)      Following the decisions of the Trust Committee of 1 September 2021, to delegate authority to the Operational Director for Environmental Services regarding the letting of Unit 7 of the Barham Park Building and the lease renewals regarding Units 2 and 8 of the Barham Park Building, to agree for the Trust not to enter into new leases in respect of Units 2, 7 and 8 of the Barham Park Building pending the completion and consideration of the options appraisal of the architect and thereafter, to agree for the Operational Director Environmental Services to decide on the way forward regarding those three units.

Chris Whyte, Operational Director Environmental Services, introduced a report providing an update on various strategic property matters relating to the Barham Park Trust and Estate.  In presenting the report members were reminded of the range of issues and conditions currently impacting the efficient running of the Estate.  These involved a number of challenges relating to the condition of its buildings and the way these could be utilised, modernised and managed whilst also taking account of the specific needs of occupiers, users, the community, wider environment and level of financial resources available.

Whilst efforts had been made to improve the Estate infrastructure, these had tended to be focussed on shorter term solutions with the Trust therefore keen to provide a more holistic vision in terms of the strategic improvements required to the buildings and infrastructure for the whole Estate.  This followed on from a site visit undertaken by members of the Trust Committee in October 202 to inspect the Estate and review the level of work required.  This had resulted in the need being identified to develop a more transformative, sustainable and holistic programme of refurbishment and improvement that would not only provide more flexibility in terms of use but also better meet the needs for existing users.

Having authorised officers (in September 21) to prepare a financial strategy in respect of the Trust, approval was now being sought to the appointment of an architect in order to lead development of a more holistic options appraisal relating to the feasibility of improvements to the buildings comprising the Estate and impact on current occupation uses and tenancies.  The cost identified for the architectural services required had been £25,000 which it was proposed to fund from the Council’s Capital Programme rather than directly by the Trust, given the existing commitments on its available restricted and unrestricted funds.

In considering the proposal, members also noted the update provided in relation to the current position regarding the status of the lease negotiations relating to Units 2, 7 and 8, as detailed within section3 of the report, following the decisions made at the previous Trust Committee meeting on 1 September 2021.  Given the proposed decision now being sought in relation to the appointment of an architect it was also recommended that work to progress the leases in respect of each unit be put on hold pending the outcome and careful consideration of the more detailed and holistic options appraisal process.

The following comments were then highlighted by members in relation to the update provided:

·                Members thanked officers for arranging the site visit, which it was felt had been helpful in highlighting the issues and challenges needing to be addressed in relation to the Estate and buildings and need for a more holistic approach in terms of the programme of work and improvements required.  Members were therefore supportive of what they felt was the positive approach outlined within the report in seeking to develop a more comprehensive vision for the improvements required, which would not only reflect  ...  view the full minutes text for item 5.

Notice of items to be raised under this heading must be given in writing to the Head of Executive and Member Services or his representative before the meeting. Any decisions taken urgently under this heading must comply with the provisions outlined in paragraph 39 of the Council’s Access to Information Rules (part 2 of the Constitution).

None.

No items of urgent business were raised at the meeting, with members noting that should it be required, a further meeting of the Trust would be arranged to consider any further strategic property matters arising from the update which had been provided.