To consider the report of the Interim Chief Finance Officer (copy enclosed).
Minutes:
The Committee considered the report of the Interim Chief Financial Officer requesting a drawdown from Council Reserves so that urgent maintenance and critical safety items could be addressed at the Council offices, Princes Road. These items related to fire, security and CCTV along with the replacement of some timber framed windows and doors.
The report provided background information regarding the Council’s decision to remain at the Princes Road site and the need to carry out urgent maintenance and improve safety matters in relation to the building. Detailed information in respect of the proposed improvements and proposed budget costs were set out in the report.
Following the Officer presentation, the Chairperson moved the recommendations set out in the report, advising that both would be a recommendation to the Council.
During the lengthy debate that ensued, a number of Members raised concerns regarding the proposals, particularly the amount of money requested. In response additional information was provided by Officers, including:
· The costs detailed for window / door replacement related to those needing urgent replacement and was a small percentage of the total figure as the remainder windows / doors would need replacing over the next two years. It was noted that the Council was hoping to get grant to assist with costs for the second phase of replacement.
· The supplier costs detailed within the report were robust for the requirements of the Council and its tenants of the building.
· The current CCTV system was out of date, and it was therefore advisable for the Council for an improvement system to be installed.
· Although the Council was not in breach of any statutory obligations there were risks which had to be taken into consideration.
· In order for Officers to go out to the market to procure the services required they needed to have secured a budget.
· The Council’s access system was currently being supported by the IT Team and for a number of reasons including security and external compromises it was better to have a more up to date system.
In accordance with Procedure Rule No. 13 (3) Councillor A S Fluker requested a recorded vote in relation to recommendation (i).
The Chairperson then moved recommendation (i) as set out in the report and the voting was as follows:
For the recommendation:
Councillors M G Bassenger, J Driver, A Fittock, A M Lay, N D Spenceley and M E Thompson.
Against the recommendation:
Councillors A S Fluker, K M H Lagan, R G Pratt and W Stamp.
Abstention:
Councillor M F L Durham.
The Chairperson advised that this was therefore agreed.
In accordance with Procedure Rule No. 13 (3) Councillor A S Fluker requested a recorded vote in relation to recommendation (ii).
The Chairperson then moved recommendation (ii) as set out in the report and the voting was as follows:
For the recommendation:
Councillors M G Bassenger, J Driver, A Fittock, K M H Lagan, A M Lay, N D Spenceley, W Stamp and M E Thompson.
Against the recommendation:
Councillors A S Fluker and R G Pratt.
Abstention:
Councillor M F L Durham.
The Chairperson advised that this was therefore agreed.
RECOMMENDED
(i) That the sum detailed in the report be approved for drawdown from Council reserves to enable the purchase and installation of replacement Fire, Security and CCTV Systems at the Council Offices, Princes Road - as detailed in the report;
(ii) That the sum detailed in the report be approved for the necessary replacement of 26 timber framed windows and doors at the Council Offices, Princes Road.