Agenda and minutes

Business and Commercial Services Board - Tuesday, 21st January, 2020 5.00 pm

Venue: Hollybank Room, Public Service Plaza, Civic Centre Road, Havant, Hants PO9 2AX

Contact: Holly Weaver  Democratic Services Assistant

No. Item



To receive apologies for absence.



Apologies for absence were received from Cllr Francis.



Minutes pdf icon PDF 190 KB

To confirm the minutes of the Business and Commercial Services Board held on 12 November 2019.



The minutes of the last Business and Commercial Services Board held on 12 November 2019 were agreed and signed as a correct record.



Matters Arising


There were no matters arising.


Declarations of Interests

To receive and record declarations of interests from members present in respect of the various matters on the agenda for the meeting.



There were no declarations of interest relating to matters on the agenda



Chairman's Report

The Chairman to report the outcome of meetings attended or other information arising since the last meeting of the Board.



The Chairman reported that a draft copy of the Litter Review 2018/20 been circulated to all members of the Board for examination, and that any proposed amendments be forwarded to Cllr Branson as Scrutiny Lead of the Business and Commercial Services Scrutiny Panel for consultation.



Asset Management & Strategy pdf icon PDF 330 KB


The Effective Working Manager introduced himself and explained he was to give an overview of what the Plaza building, which teams and partners operate from the building and services that they offer.


The Effective Working Manager delivered a presentation which is attached to these minutes, in which he explained existing partners, potential new partners, existing partner occupancy, and conference centre income.


The list provided of existing partners included: Hampshire County Council, NHS, Victim Support, CAPITA, National Probation Service, Citizens Advice Bureaux, Six Councils Partnership, Eastern Solent Coastal Partnership, Two Saints, RegenCo, East Hampshire District Council, Hampshire Registration Service, VIVID, DVLA, and Wise Catering.


In response to questions by members of the Board about current partners, the Effective Working Manager explained that:


1)    the Plaza building was refurbished and made habitable by the Council and its partners in 2012;


2)    Hampshire County Council teams presently utilise 42.96% of desks in the building and mostly used those desks for Adult and Child Services, leaving roughly 57% of desk space to be used by HBC and other partners who deliver services to Havant Borough residents;


3)    there is a hot-desk policy across all partners which allowed for flexibility and greater utilisation of the space, this has enabled more officers to be able to work in the building; some teams work on a 4:3 to desk ratio, others a 3:2, depending on the nature of the services they are providing;


4)    CAPITA have two teams on site, the first supporting HBC to deliver services to residents of Havant, the second supporting the delivery of services to other authorities. HBC receive a per-desk revenue for use of that space where services are delivered to other local authorities;


5)    access to the building is restricted and controlled by the HBC Facilities team, so whilst HCC have desk space and use the meeting rooms, only specific authorised personnel have access through the badge-controlled doors to use the building, and this was reviewed frequently by the Facilities Management team.


The Effective Working Manager then elaborated on a number of organisations which they have been in contact with since the refurbishment. Colleagues were always looking at opportunities around the property strategies and possible synergies. Possible partners included: MIND, Police and Crime Commissioner, Hampshire Constabulary, Job Centre Plus, Department for Work and Pensions, Southern Health NHS Foundation Trust, and Southern Hampshire Primary Care Alliance.


In response to questions about possible future partners, the Effective Working Manager explained that:


a)    the next step for any team to occupy the Plaza would be to consider how the use of space may require a reshuffle or change of workstyle and practice of the existing teams using the space as well as the strategy for Regeneration;


b)    parking permits and allocations have to be carefully managed and flexibility around workstyles has enabled the Civic Centre Car Park East to be used by permitted drivers and conference centre users. The Plaza was also close enough to different transport links to allow for other methods  ...  view the full minutes text for item 30.