Agenda item

To receive the report of the Head of Democratic Services presenting Members with information regarding the considerations taken forward in respect of the relocation of the Council Chamber.

The Head of Democratic Services provided a report to Members which provided details in respect of members facilities and accommodation, following the decision of Cabinet to relocate the Council’s Head Quarters, and Council Chamber, to 2 Llys Cadwyn Pontypridd as part of the Council’s Office Accommodation Strategy. The report also provided the opportunity for the Head of Democratic Services to provide a statutory opinion in respect of the proposed new accommodation arrangements for Members, following the recent Sufficiency of Resources report.

Members were reminded of the drivers for the cabinet decision in respect of the relocation which would see a great footfall within town centres and a relocation of the main Council Headquarters to a town centre location easily accessible by public transport which would be of great benefit to staff and residents and improve involvement and engagement between the Council and residents. The Head of Democratic Services added that the move to a new modern building provided the opportunity to enhance members facilities, at this new modern location, and determine a new model which would serve elected members for many years ahead.

The Committee were advised of the work undertaken to date with colleagues from Corporate Estates and the discussions taken forward with Public I who previously supported the Council with enhancements made in 2020 to the current Council Chamber, which enabled the Council to comply to the new statutory requirements upon us in respect of live broadcasting and remote attendance. It was advised that when developing options for a new Council chamber, a key priority has been to facilitate the ability to re-use existing technology and furniture which were introduced as part of the chamber improvements in 2020.

Details of Members accommodation, The Council Chamber, public and press access and details surrounding a multi faith room and parking provision were spoken at in length by the Head of Democratic Services, with a draft floor layout of the new accommodation arrangements presented to the Committee.

The Officer concluded his presentation of the report by providing his statutory opinion in respect sufficiency of accommodation for Members.  It was noted that the move to 2 Llys Cadwen, would provide significant improvements in respect of the accommodation offered to Members and the Head of Democratic Services referenced the Members Charter requirements, which were to be revised following new working arrangements.  It was advised that the revised charter was still to be published, although it was proposed that the new office arrangements would enable Rhondda Cynon Taf to be well placed to become an early adopter of the new Members Charters in 2024. In conclusion the Head of Democratic Services confirmed that the accommodation provided to Elected Members was ‘sufficient’ and would be remarkably enhanced following the relocation to Pontypridd.

Members of the Committee spoke positively of the relocation and the improved accessibility to the new headquarters for members of the public and the positive impact the relocation would have on the town centre and the positive impact on Members through improved networking provision.

One Member queried some aspects of the proposed new layout for Members facilities in respect of toilet facilities and concern was highlighted in respect of parking provision although the improved public transport links was noted.  The Head of Democratic Services responded and agreed to take forward the comments to colleagues in Corporate Estates and Highways.

The importance of sufficient political rooms within the Members facilities was also highlighted and the continued provision of hotdesking facilities was also welcomed. 

Members queried whether the Chamber facilities within the Pontypridd Municipal Building could also be utilised going forward for some Committee meetings.  The Head of Democratic Services agreed that there could be further future use of the old Chamber, although this usage could be potentially restricted due to the technological equipment needed to support hybrid meetings and the fact that the building was a listed building.

Following detailed discussions, it was RESOLVED:

1.     To note the work undertaken to date in respect of the relocation of the Council Chamber; and that the Head of Democratic Services takes forward Members concerns in respect of:

                           I.          Sufficient Toilet Provision

                         II.          Parking Provision for Elected Members

                       III.          Sufficient Political Rooms.

2.     To note the revised statutory opinion in respect of accommodation resources available to Members as set out in paragraph 8.

3.      To receive further updates as appropriate to ensure Members are kept abreast of the office move and for a site visit to be undertaken by the Committee when deemed appropriate.