The Chair introduced the item and outlined that some of the information pertaining to it was exempt and therefore sought the Committee’s consent to proceed with a public debate until the point at which questions needed to be raised in relation to exempt information.

The Director of Regeneration and Place then introduced the report, which provided recommendations to enable delivery of the phase 2 internal fit out works of the two new office buildings in central Birkenhead following the handover on 1st September 2023, and the exiting of the Council current main office at Cheshire Lines Building. The report also set out options for the future location of the Records and Archives Service and the data centre.

The Committee discussed the future of the archive service and encouraged its continued accessibility for members of the public. Members further discussed the reasons for the exemption of some of the information, where the Director of Regeneration and Place outlined that the information was the subject of commercial negotiations for fit out and marketing.

On a motion by Councillor Paul Stuart, seconded by Councillor Angie Davies, it was –

Resolved – That under section 100 (A) (4) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information as defined by paragraph 3 of Part I of Schedule 12A (as amended) to that Act. The Public Interest test has been applied and favours exclusion.

The matter was then debated in the exempt session. On a motion by Councillor Jo Bird, seconded by Councillor Paul Stuart, it was –

Resolved – That

(1)  the projected maximum capital costs for the full programme of works in relation to the Birkenhead Commercial District and the potential relocation of the Archives, Records Management, and other services within the Cheshire Lines building as summarised In Table 1 within the exempt Appendix 1 to this report be noted.

(2)  the Director of Regeneration and Place be authorised to award and agree a Joint Contracts Tribunal (JCT) contract and execution of:

a. Associated CAT B (fit out) capital works for building A1 and A2 within Birkenhead Commercial District with Overbury PLC at an indicative value as set out in Table 1 to the exempt Appendix 1 of this report with a works period of on or about 16 weeks commencing on or about 4th November 2023;

b. Delivery of any further necessary IT Infrastructure or other works within the same contract subject to any required approvals under the Council’s Contract Procedure Rules

(3)  the Director of Regeneration and Place in consultation with Director of Finance and Director of Law and Governance b authorised to:

a. Negotiate and enter a lease of the basement space at Cheshire Lines building for the Archive & Record Management Service and Council Data Centre with the parameters set out at paragraph 3.2 of the exempt Appendix 1 to this report;

b. In the event that the lease of the basement space at Cheshire Lines building does not progress, approve immediate implementation of a secondary serviced option to decant the Archives and records service to a verified external storage company;

(4)  Authorise the Director of Regeneration and Place with the Director of Finance to negotiate and enter into subleases for space at the Birkenhead Commercial District sites.