Hampshire County Council

Executive Member, Policy & Resources Item

14 February 2002

Highways Network Agency Review - Office Accommodation

1

Summary

1.1

The following decision is sought:

That approval be given for office accommodation to be taken in each of the District Council Civic Centres in Hampshire to enable the Highway Network Management arrangements to be operated.

2

Reason

2.1

In order to facilitate the operation of the preferred Highways Network Management Arrangements to succeed the existing Highways Agency Agreements.

3

Other options considered and rejected

3.1

That the County Council acquires alternative office space away from the District Council Civic Centres, an option rejected as being contrary to the Blueprint proposals approved by Policy and Resources Committee on 17 July 2001.

4

Conflicts of interest declared by the decision-maker or a member or officer consulted

4.1

None known.

5

Dispensation granted by the Standards Committee

5.1

Not applicable.

6

Reason(s) for the matter being dealt with if urgent

6.1

Not applicable.

Approved by:

..........................

Date of decision:

.........................

Councillor T K Thornber

Hampshire County Council

Executive Member, Policy & Resources Item

14 February 2002

Highways Network Agency Review - Office Accommodation

Report by the Director of Property, Business and Regulatory Services

1

Background

1.1

The County Council, in consultation with each of the District Councils in Hampshire, is progressing the introduction of new Highways Network Management Arrangements as part of the Highways Agency Review authorised by Policy and Resources Committee at its meeting on 17 July 2001.

1.2

Authority was given to the Executive Member (Environment) to oversee a phased programme of change, to be implemented in broad accordance with the framework of the Blueprint proposals and to be completed by April 2004 at the latest. Progress to date and the proposed way forward were further endorsed on the Executive Member (Environment) Decision Day on 15 January 2002.

2

The Blueprint Proposals

2.1

The Blueprint proposals, developed jointly by the County and District Councils, involve Hampshire being divided into four Highways Units. Three will be based at the existing County Council owned or controlled Area Surveyor Offices at Hook (Unit North), Totton (Unit West) and Petersfield (Unit East), together with the creation of a new Unit South at Fareham.

2.2

District Council staff working under the existing Highways Agency arrangements will be transferred to the County Council establishment and accommodation will need to be secured from which to manage operations.

2.3

One of the fundamental principles contained in the Blueprint proposals is the establishment of a Customer Service System to provide an easily accessible interface between the County Surveyor and the general public. The opportunity will also be taken to establish Joint Member Panels for each District Council area. The objective is to bring about the development of a `seamless service' philosophy with an emphasis on local delivery at the District Council level, although now entirely under the direct control of the County Council.

2.4

It is envisaged that local offices (sub units) will need to be established at each District Council Civic Centre thereby providing a `one-stop-shop' facility available to both the general public and County and District Members.

3

Office Accommodation

3.1

The options to establish sub unit offices for County Council staff in District Council premises will be negotiated in detail with officers from each Authority. Current proposals indicate that in the region of 7 to 11 staff will be based at each sub unit with the possibilities of the Unit South also being based within Fareham Borough Council's Civic Offices (13 staff).

3.2

Currently there are approximately 200 County and District Council employees on Highways Agency work in Hampshire of which it is proposed that 50-60 staff will be transferred to direct employment by the County Council in the 4 Highway Units and 10 sub units.

3.3

It is likely that, to protect the interests of both the County and District Councils, formal tenancies will need to be concluded taking into account shared facilities and services.

4

Financial Implications

4.1

There are financial allowances within the existing Highways Agency Agreements relating to office overheads (eg heating, lighting, telephones and IT, furniture, office equipment and machinery, shared services such as telephonists and reception staff, etc). These will be reviewed as part of the proposed new arrangements.

4.2

Whilst the District Councils will have obligations under the Local Government Act, 1972 requiring any disposals of an interest in property to be secured at best consideration, General Disposal Consent discretions could be exercised to avoid high rental costs being charged to the service. The cost of the revised arrangements will be met in full from the Highways Network Management Branch technical and support and operational works budgets.

4.3

The basic objective, however, is to ensure that financing the property arrangements should remain as cost neutral as possible to the County Council.

5

Conclusion

5.1

Initial indications are that there are opportunities to bring forward the proposed service improvements arising from the Highways Network Management changes well in advance of the deadline date of April 2004.

5.2

To secure the benefits that are anticipated, it will be necessary to ensure that appropriate office space is readily available at commencement of the new arrangements and that, to meet the Blueprint objectives it is proposed that, the sub units should be based in District Council Civic Centres across Hampshire.