Agenda and minutes

There were no apologies for absence or substitutions.

In accordance with the local Code of Conduct, a councillor is required to disclose at the meeting any Disclosable Pecuniary Interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must not participate in any discussion or vote regarding that matter and they must withdraw from the meeting immediately before consideration of the matter.

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

Councillors are further invited to disclose any non-pecuniary interest which may be relevant to any matter on this agenda, in the interests of transparency, and to confirm that it will not affect their objectivity in relation to that matter.

There were no declarations of disclosable pecuniary or non-pecuniary interests.

To confirm the minutes of the Executive Advisory Board meeting held on 10 December 2020.

The minutes of the meeting of the Executive Advisory Board held on 10 December 2020 were confirmed as a correct record, and would be signed by the Chairman at the earliest opportunity.

In his introduction to this agenda item, the Lead Councillor for Environment highlighted the high social value and benefits of the Spectrum Leisure Centre which had provided a wide range of leisure and recreational services to people residing within and beyond Guildford for many years prior to the Coronavirus pandemic.  However, as the facility was ageing and maintenance costs were increasing, councillors were invited to consider a mandate in respect of a proposal to agree the strategy and funding for a Strategic Outline Business Case that would present the options for capital works to the leisure complex as part of the overall strategy for ongoing management of, and delivery of services through, the Spectrum.

The Strategy and Communications Manager gave a presentation which provided an introductory background to the Spectrum and the proposal.  The presentation explained:

o      The strategy behind pursuing the proposal.

o      The four potential strategic options to deliver a solution for the Spectrum.

o      Potential costs to proceed to the next stage to develop the Strategic Outline Business Case for capital works.

o      Related considerations, resources, issues, assumptions and risks, and dependencies, constraints and opportunities.

o      The explanation of the term ‘Lifespan’ in relation to buildings.

o      The outcome of the Corporate Management Team / Executive Critical Success Factor Workshop on 28 January 2021.

o      The Council’s internal stakeholders.

The following points arose from related questions, comments and discussion:

·             In terms of timing, the present closure of the Spectrum owing to the Coronavirus pandemic offered an ideal opportunity to undertake condition surveys of the building without causing disruption to its clientele to inform the development of the strategy relating to its future management and service delivery.  Although officers were confident in the structural integrity and safety of the building which would render it suitable for refurbishment to extend its life, all aspects would be explored as part of the proposed surveys as all components had a lifecycle.  Whilst the present condition of the premises would not prevent its re-opening when circumstances allowed, the Spectrum had experienced heavy usage and its plant equipment was of varying quality with water ingress remaining an ongoing issue.

·             Although a report had been commissioned in respect of the Spectrum in 2019, it had focused on roof and building fabric.  The report now proposed would be more comprehensive and detailed involving contributions from experts in a range of specialist fields in order to obtain the best possible advice.

·             There were some concerns around increasing costs associated with the condition surveys and work undertaken by external consultants.

·             In terms of the strategic options to deliver a solution for the Spectrum, Option 3, the minimum required preventative works which would be unlikely to significantly reduce carbon emissions, and Option 4, increased refurbishment that sought to increase the current facilities’ ‘life span’ and reduce carbon emissions, were favoured above Options 1 and 2.

·             The list of internal stakeholders in the mandate reflected those who had been consulted in relation to this aspect of the proposal  ...  view the full minutes text for item C16

The Executive Forward Plan was noted.

To consider and approve the EAB’s draft work programme with reference to the Executive Forward Plan.

The EAB was advised that its next meeting would take place on 1 April 2021 when the agenda would include an item concerning the mandate relating to public conveniences.  Councillors were invited to submit any suggestions regarding future agenda items to the Chairman and Vice-Chairman, which could be discussed at the next Work Programme meeting, taking place on 18 March 2021.  Discussion with Directors assisted the work programming process.