Issue - meetings

Report by the Chief Operating Officer

5.1       The Lead Member considered a report by the Chief Operating Officer, together with exempt information contained in a later agenda item.

DECISIONS

5.2       The Lead Member RESOLVED to:

1) Delegate authority to the Chief Operating Officer to agree the terms of the lease for new premises in Alder Close, Eastbourne and to enter into the lease and such agreements, licences and other documents as may be necessary to secure the lease of the Alder Close premises;

2) In the event of the Alder Close lease not completing within the expected timelines, delegate authority to the Chief Operating Officer to proceed with another option where lease terms are very similar to the current proposed property solution;

3) Approve a short period tenancy, to manage any time required beyond the formal termination date within the existing lease at Unit D, Ropemaker Park;

4) Delegate authority to the Chief Operating Officer to take all actions necessary to give effect to the recommendations set out in the report.

REASONS

5.3       To ensure suitable accommodation for the Record Management Service (RMS) following the expiry of the current lease in September 2022.

5.4       The proposed asset is smaller, more suitable, affordable, and cost-effective to lease for the RMS. The proposed property solution will reduce the footprint required by the service and this aligns with the Council’s Asset Management Plan 2020-2025 and will also reduce the associated carbon emissions from the new facility underlined in the Council’s Climate Change Emergency Plan.

5.5       Should Alder Close not be ready for operational use at the end of the current lease for Ropemaker Park, it may be necessary to hold over on the current agreements for a few months while remedial works and move elements are finalised.

5.6       Entering a short period tenancy may become necessary to manage any time required beyond the formal termination date within the existing lease at Unit D, Ropemaker Park.