Agenda item

This report provides an update for members of the Overview & Scrutiny committee on progress in respect of the Civic Centre and the Move To The Civic Centre programmes, setting out the outstanding risks and issues, the work underway to mitigate those and the movement to a ‘business as usual’ regime for the building.

Andy Donald (Strategic Director Regeneration and Growth) updated Members of the Committee of progress in respect of the Civic Centre and the move to the Civic Centre.  Members were informed that the design and building of the Civic Centre were delivered under budget and on time with the majority of staff relocated to the building by the end of summer 2013.  It was reported that the project had yet to be closed due to a snagging list and various outstanding issues with the building which meant the building had yet to be signed over from Skanska.  Andy Donald reported that they hoped to have all remaining issues with the building resolved by Spring 2014.  The Strategic Director Regeneration and Growth informed the Committee that moving to the Civic Centre created £2.6m savings each year and was carried out with minimal disruption to staff and the public.  The move incorporated new flexible ways of working in an open plan environment, reduce desk ratios and remote working.  It was hoped that the building would generate income of approximately £1,000,000 each year in future with £200,000 generated in 2013/14.  Andy Donald highlighted that successes included communication on the move, the move to thin client which was partially rolled out prior to the move however recognised that there were still large issues surrounding telephony in the building.  It was explained that a report would be submitted to the Corporate Management Team (CMT) identifying improvements required and issues still remaining. 

During discussion members expressed their disappointment that their views on aspects of the building such as a public gallery in the conference hall and braille signage had not been incorporated into the building.  It was noted that lessons would need to be learnt to ensure secure council meetings and braille was included on a list of improvements to be made.  In response to queries it was confirmed that the Starbucks franchise that would occupy one of the retail units would comply with the Council’s recruitment policy.  Members were informed that an independent review of the telephony service had been instructed by the Interim Chief Executive and some fixed phones had been in place.  It was reported that their had been an increase in calls being answered and recognised that as well as technical restrictions, managers also needed to address the issue with staff.  Richard Barrett (Operational Director Property and Projects) confirmed that the Wi-Fi network interfered with the microphone system purchased and work was being undertaken to find a solution or procure a hardwired system if appropriate.  Members queried the lack of publication of events on the bridge and the option to move them to a more prominent ground floor area.  It was explained that there were issues with noise placing events in the main reception area although it was recognised that events should be better promoted with the use of spaces forming part of the six month review being presented to CMT.  Members noted that not all staircases led directly out of the building and felt that improved signage and maps would be beneficial when ensuring a swift emergency exit of he building.  It was agreed that maps would be provided to members.  In response to catering options for events, Richard Barrett explained that Europa as the in house caterer were promoted however explained that an approved list of companies would also be available to customers wishing to host an event at the Civic Centre.  Concern regarding crossing Filton Road were  noted and it was anticipated that section 106 money may be available to create a safe crossing.  In response to queries regarding the retail units it was confirmed that they were all to be let except one by the end of February with Starbucks fitting out one unit at the end of January 2014.  During discussion it was confirmed that most previous buildings had been disposed with discussion to reduce and/or terminate leases on remaining buildings taking place.  Members noted that the 50% reduction in room hire for community groups may still be too high and it was noted that if appropriate this may need to be referred to the Executive.  In response to concerns over the lack of parking, it was clarified that there was a limited number of spaces to encourage greener transport and formed part of the BACES accreditation.

RESOLVED:

Members noted the report.