Issue - meetings

Report by the Chief Operating Officer.

6.1       The Chief Operating Officer introduced the report and outlined that the purpose of the report is to update the Committee on activity under the SPACES Programme. This and the following report were requested as a result of the initial scoping work the Committee carried out on vacant and surplus property.

6.2       The acronym SPACES stands for “Strategic Property Asset Collaboration in East Sussex” and is a partnership of a group of public bodies and third sector organisations, which was established in 2013. The work of the SPACES Programme is guided by a Board made up of representatives from each of the constituent organisations, with the Chair of the Board rotating each year between the partners. The Chief Operating Officer introduced Bethan Bolland (ESCC) who will be taking up the role of SPACES Programme Support from 15 July 2019.

6.3       The group does not manage or have responsibility for any property assets, but seeks to get better use of public sector estate. This is done by reviewing the use of assets, and by partners exchanging information on their assets in order to achieve best value. For example, by sharing information about surplus property and property or office space needed, property assets can be shared to the mutual benefit of the partners. One key area of work is the interface to the One Public Estate (OPE) programme. The SPACES Programme has included work to create collaborative shared work space such as hot desks or ‘touch down’ space, which can be used by staff from the various partners and Civil Service staff from central Government departments (e.g. Department for Work and Pensions).

6.4       The Committee discussed the report and asked a number of questions or sought clarification as summarised below.

Shared Workspace

6.5       The creation of collaborative shared work space is intended to enable greater flexible working for individual staff members in situations where they may find it more efficient, or where it is necessary to use alternative facilities. This can reduce travelling; deal with travel or other disruptions (e.g. offices being out of use) and; enable staff to collaborate with partners. Participating organisations have to sign up to information security standards and Health and Safety standards for the shared work spaces.

Building Utilisation and Efficiency

6.6       Each partner uses their own methodology for measuring building utilisation, which takes into account the strategic importance of the building use or activity. Most local authorities have introduced flexible or ‘agile’ working so they can be more flexible about their use of space, whereas the Police and other services may have less flexibility in the way they provide services.

6.7       When East Sussex County Council (ESCC) carried out the Agile review of buildings between 2013 and 2016 it used a ratio of six desks for every ten staff. It is now starting a utilisation survey to test the occupation of floors in each of the buildings. This will produce a utilisation figure as a measure of building productivity. This can then be used to assess  ...  view the full minutes text for item 6