Agenda and draft minutes

Lead Member for Resources and Climate Change - Thursday, 19th May, 2022 2.00 pm

Venue: Via MS Teams

Contact: Sophie Webb  Governance and Democracy Officer

Items
No. Item

1.

Decisions made by the Lead Cabinet Member on 28 April 2022 pdf icon PDF 11 KB

Minutes:

1.1       The Lead Member approved as a correct record the minutes of the meeting held on 28 April 2022.

2.

Disclosure of Interests

Disclosure by all Members present of personal interests in matters on the agenda, the nature of any interest and whether the Members regard the interest as prejudicial under the terms of the Code of Conduct

Minutes:

2.1       There were none.

3.

Urgent items

Notification of any items which the Lead Member considers urgent and proposes to take at the appropriate part of the agenda.

Minutes:

3.1       There were none.

4.

Reports

Minutes:

4.1       Reports referred to in the minutes below are contained in the minute book.

 

5.

Approval of a lease for business space accommodation for the Communities, Economy and Transport Department pdf icon PDF 126 KB

Report by the Chief Operating Officer

Additional documents:

Minutes:

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.

6.

Exclusion of the public and press

To consider excluding the public and press from the meeting for the remaining agenda item on the grounds that if the public and press were present there would be disclosure to them of exempt information as specified in paragraph 3 of Part 1 of the Local Government Act 1972 (as amended), namely information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

Minutes:

6.1       It was RESOLVED to exclude the public and press for the remaining agenda items on the grounds that if the public and press were present there would be disclosure to them of exempt information as specified in paragraph 3 of Part 1 of the Local Government Act 1972 (as amended), namely information relating to the financial or business affairs of any particular person (including the authority holding that information).

7.

Approval of a lease for business space accommodation for the Communities, Economy and Transport Department - Exempt Information

Report by the Chief Operating Officer

Minutes:

7.1       The Lead Member considered a report by the Chief Operating Office which contained exempt information in support of an earlier agenda item.

 

7.2       The Lead Member RESOLVED to: Note the contents of the exempt report and the draft heads of terms of the lease for Alder Close, Eastbourne outlined in Appendix 2 of the exempt report.