ACCOMMODATION PRIORITY PROGRESS REPORT

	PRIORITY PROJECT	STATEMENT of NEED why,when,where,what		OPTIONS and RISK	FINANCE Revenue Capital Life	EVALUTION/ SOLUTION	AGREED ACTION	WHO
1	GAGS: Front of House Call Centre Office Accommodation.	In May 2003 the Council decided to adopt organisation change by way of a call centre. This accommodation needs to be flexible as the project develops. Initially contact centre is envisaged for team of 8-15 contact staff with potential to grow to between 65-120. These higher numbers depend upon service take up and possible public sector partner involvement. The potential for private sector partnering needs to be taken into account. Delivery of project was agreed by full Council on 15^th October 2003 subject to the budget for 2004/05 being agreed for Enterprise House.	1 2 3 4 5 6	Enterprise House Partial take up with room for expansion or could be combined with other services Such as Wight Care and Training to build on contact centre expertise. BT Call Centre, Ryde Shell available and visited 20 June by team Bugle House, Newport (temporary solution only) Westridge, Ryde (limited to 30 staff) Elmdon, Shanklin (very small rooms, no ICT links) Newport Football Club	Rent already in budget as part of guarantee (£135k to 2006 min). Cost of line installations and physical move verified 15/10/03. Budget approvals needed for 2004/05. - Unknown - Set up costs of £40k for IT and phones, other costs not quantified. Not a recommended solution in view of temporary nature due to capacity and lease arrangement - Technical and scale problems not resolved; not a recommended solution because no capacity for growth and planning background. - Spare capacity not qualified or costed – not a recommended solution because remote log term to small. - Capacity approx 60, ICT link needed. Lead in time of approx 12 months. Not a recommended solution because outside ownership and need change of use.	Enterprise House provides the best fit to the project brief at least corporate cost. The potential to combine with other service moves should be evaluated further to ensure a robust business case can support the Council’s priority objectives. The potential PFI arrangements for the Highways Service may give a private sector solution to the rent guarantee whilst also freeing up Jubilee Stores for other corporate moves. Equally by bringing front of house operations of services together this will potentially free up space in other assets to improve quality and set off surplus.	GAGS project team to confirm if link to Highways move is beneficial in long term agenda. Combined cost of moves to be assessed by Officers and incorporated into Council decision on 15/10/03. If GAGS agenda approved by Council, Property Services to produce a project programme to be approved by line managers.	DP TF/ DP/ GH TF/ MC
2	ENGINEERING SERVICES INTEGRATION	Combine core service divisions for best management practice	1 2 3	Salisbury Gardens Ventnor Relocate Rights of Way team to Salisbury Gardens, freeing up space in Jubilee Stores. Jubilee Stores Remain in building subject to a number of internal alterations creating better layout. Traffic Education Relocate to Jubilee Stores, subject to agreeing rent on ground floor conference room with landlord, or by moving portable building to Harbour, or by new build.	Cost of move circa £1000 Estimated cost say £7500 Subject to landlords consent Cost range Revenue £5000pa to £12000 Capital	Moving Rights of Way to existing space at Salisbury Gardens creates further space at Jubilee Stores-when combined with internal alterations creates a better layout and working environment for Engineering Services. Ground floor room is ideal solution to Traffic Education but is wholly dependant upon the landlord-who is likely to be reluctant.	Move to Salisbury Gardens is being costed. Landlords consent to internal alterations has been applied for. Landlord is considering possible letting of ground floor room.	SM/ DR/ BC
3	ICT Office integration and Server Farm Consolidation	Bring diverse service units under one roof. Find long term protected cell, for Server Farm.	1 2 3	Langley Court Accepted best ICT office solution is to centralise to Langley Court. County Hall Server Farm needs secure room within a room, with 5 year growth potential and separate power supply. Ideally the ICT staff should be in the same secure area. Sea Street This potentially provides a unit that can be made secure and would house the Server Farm, the ICT staff, record storage, and emergency generator.	Rent in ICT base budget. Power supply being investigated – possible cost £300,000. Creating room within a room in County Hall – potential cost £500,000 Sea Street costings currently being assessed.	Unit 4 Langley Court-circa 550 sqft, or Unit 5 – circa 800 sqft Remain in current position subject to upgrading works to increase security, and provision of new power supply. Use of Sea Street is dependant upon Social Services relocating to Carisbrooke Road, and the occupational therapists relocating.	Preferred option Unit 5 – negotiations close to being agreed. Further space available pending relocation of RCC A new electrical supply is being costed. A structural survey has been commissioned to ascertain whether appropriate works can be undertaken to make Sea Street secure, following which costings for such works will be obtained.	RB/ BC
4	WIGHT LEISURE	Best long term location for operational admin HQ	1 2	Refurbish existing Relocation new offices using existing capacity	Bid to Accommodation review provisionally made to capitalise existing resources by sale of 17 Quay Street	Best location Westridge. Making good use of redundant premises coordinates with existing service. Current premises very costly to convert. Good ITC link.	Revised plans for relocation including planning application and detailed costs being prepared.	SN/ DW/ TF
5	REGISTRARS	Review long term office location		Northwood House			Feasibility currently being assessed in conjunction with Fire Service	JL/ DW
6	FIRE SERVICE	Long term location for HQ offices. Given a likely result of organisational change through (1) above will impact on St Nicholas House offices and given Fire Service is a distinct public service then the long term accommodation of this service at St Nicholas house is in question and needs to be reviewed.	1 2 3 4	Bugle House Newport St Georges Park Newport Northwood House Cowes New Build	Potential bid for accommodation review.	Costs yet to be explored.	No recommendation yet.	RH/ BC/ JL
7	PLANNING SERVICES	Best use of Seaclose Offices. Planning Service well settled at Seaclose. Question now how best to use building.		Reorganisation of Office layout to resolve crowding and EDMS implementation	Budget bid for accommodation review	Best long term layout being planned	Revised plan for reception area to be costed.	DH/ BC/
8	TRANSPORT DEPOT	Need to review siting of Wight Bus Fleet						AM/ BC
9	Council Committee/ Meeting Room Ground Floor County Hall Newport	The quantity of public meeting being facilitated at County Hall has increased significantly. Opening up the Council under the modernising agenda has brought more public interest. Notably the Executive Planning and Select Committees. In the future this provision will increase further with weekly Licensing meetings. To enable and encourage good public access control security and improve facility quality the Council aims to provide a ground floor Public Meeting Room at County Hall.	1 2	Whilst some consideration was even to alternative sites, on balance County Hall is the established centre for political debate and Council decision making, As such the only place for this accessible public room is ground level near the existing Customer Service Centre. This leads to two options: New Build at Hazards Terrace, or Convert existing Offices.			Officers are now Oct 03 building up a workable brief have identified current best practise.	CM/ MC/ JL/ BC/ TF
10	Combined Social Services, Primary Care Trust and Health Trust administrative offices.	Organisation changes are emerging for the delivery of personal care services that will benefit by bringing together this partnership. Principles are agreed whilst working details have yet to be approved by the partners. Initial estimates suggest a need to accommodate 150 staff currently based at Whitecroft, Fairlee Road and St Marys.	1 2 3	Newport St Marys. New build on site to be identified by Health Trust. Newport St Marys Refurbishment of old ward. Specification to be agreed and priced. Newport St Cross Lease new offices	Based on 10sq m per person and £1250 per metre build is capital requirement £1875000 or £625000 per partner. Excluding land and fees. Capital unknown. Running cost 1500 sq metres say £7500 pa. Rental valued at £175000 pa plus running.	Pending.	Partners to agree brief and process.	GG/ DC/ BC/ TF
11	GUILDHALL	Best long term use of first floor		Approved plan is Museum subject to Heritage bid				MB/ BC
12	PUBLIC RECORDS OFFICE	Current accommodation lacking capacity boarder line facilities in terms of research space						RS/ BC
13	IBIT TEAM	New Joint Liaison Team ( Child behaviour)	1 2	Lease in New Use existing space	Accommodation budget with Social Services	Vacant space Barton Primary ideal subject to minor alterations	Appropriate space at Barton Primary to this team.	AS/ DC/ TF
14	EARLY YEARS OFFICES	Integration of team into one central office Newport	1	New accommodation	Budget within Education allocation	Various sites investigated over 12 months selected and approved property is 128 Pyle Street	Agreement to Lease to be signed shortly, following receipt of delayed planning consent.	AS/ BC