Decision details

The Lead Member for Finance, Performance and Strategic Assets, Councillor Julian Thompson-Hill, updated the Committee on the Covid-19 Recovery Theme for Council Buildings since September 2020. He reminded the Committee that the remit of the report did not cover occupation of schools or housing stock.

The Authority was still operating under the Welsh Government guidance that advised that staff who can work from home should continue to do so. Attendance at the office where necessary was being managed by line management and the Facilities Management Unit to ensure compliance with the current regulations.

Once conditions allowed and staff moved back into offices it would be managed under a rota basis to limit the amount of staff in any building at any time, up to a maximum of 50% occupancy. Longer term it was anticipated that a hybrid system would be in use where attendance in buildings would be for meetings rather than transactional purposes.

In regard to buildings’ maintenance there had been a reduction in reactive maintenance over the previous 12 months but that had given opportunity for work to be completed on larger scheme projects. There had not been any significant disruption to the programme of works.

Responding to members’ questions the Committee was advised by the Lead Member and the Head of Finance and Property:

·         That last year there were underspends generated as a result of staff working from home e.g. less heating, travel and printing costs, NNDR rebates. The closure of school buildings for prolonged periods had also reduced costs.  However, moving forward costs incurred for ICT investments, Health and Safety and printing would increase again.

·         It was anticipated that new ways of working would lead to lower occupancy but not necessarily less office buildings. Shared spaces were still being explored with partner organisations.

·         Whilst generic guidance had been shared with Town, City and Community Councils on managing their buildings at the beginning of the pandemic, the Authority did not have sufficient resources to help with property management and maintenance.

·         There was also a working group looking at new ways of working for elected members.  It hoped to be completed and implement its work in time for the next local elections.  All elected members had been given an opportunity to input into this work via a questionnaire/survey.

The Committee:

Resolved: - subject to the above comments and observations, to receive the information provided in relation to the latest position with regards to Council office building arrangements and maintenance work undertaken throughout the pandemic and lockdown periods.