Agenda item

To consider a report of the Corporate Director for Assets and Property.

The committee received and considered a report of the Corporate Director for Assets and Property which provided an update on progress in relation to the Property Strategy and Asset Management Plan adopted by Cabinet on 3 November 2020.  The committee was invited to review and comment on the progress made in achieving the actions in the plan.

The Portfolio Holder for Assets and Property and the Chairman of the committee thanked Peter Hopkins, former Corporate Director for Assets and Property for his work and contribution to Dorset Council.

Councillors considered the issues arising from the report and during discussion the following points were raised:

·       Current surplus freehold and leasehold assets identified for disposal or termination would be subject to separate reports

·       Examples were provided of ongoing issues and it was noted that some disposals were complex

·       Larger assets would be dealt with through the processes set out in the report and would include consultation with relevant ward councillors.  Smaller assets would be dealt with through the Corporate Landlord model

·       It was important to ensure that smaller council owned assets were included within the database and maintenance regime.  The role of ward councillors in this area was recognised

·       There was a request for further information regarding the appointment of Public Intelligence and access to the report produced

·       There was a need to consider both the capital value of an asset and the social gain value

·       The report by Public Intelligence had confirmed that the right process had been identified and that the council should move forward with it.  Assets would be reviewed and ward councillors would be involved

·       Examples of the use of the Corporate Landlord model in the areas of libraries and housing were provided.  Work was being undertaken to establish user agreements to ensure there was a clear understanding of responsibility and usage

·       The relationship between the property and assets team and the service departments was considered and it was noted that there was a need for flexibility within the agreed framework

·       There was ongoing engagement with service departments and external partners and regular meetings with Cabinet members to discuss issues

·       In respect of RAAC (Reinforced Autoclaved Aerated Concrete) it was noted that there were ongoing surveys with no problems identified to date

·       Information provided on business partners working in this area, ‘One Public Estate’ and the workplace utilisation study

·       A question was asked as to whether councillors would be able to access the property database.

At the conclusion of the discussion, the Chairman provided a summary of the key points arising as follows:

·       Councillors were assured by the information included within the report, details of the property strategy and that the council had the right processes in place

·       A request for a series of webinars to be arranged to keep councillors informed of issues regarding property and assets and information to be included as part of the May 2024 induction – to provide an overview of the strategy and what the council was hoping to achieve – and use of informal cluster meetings with ward councillors where relevant

·       Information relating to the appointment of Public Intelligence to be provided to committee members following the meeting and a request as to whether councillors could view the report

·       The position with whether councillors were able to access Tech Forge (new cloud-based property database) would be clarified following the meeting

·       It was noted that an agile working review was in progress including the use of hot-desking and remote working and was linked to the review of future accommodation requirements

·       The strategic plan needed to ensure that duplication was not taking place but recognised the need for flexibility.

The Chairman thanked the Strategic Property Advisor and the team for the work they were undertaking.