Agenda item

The Sub Committee considered a report of the City Surveyor relating to the Chairmen and Deputy Chairmen’s Room on the second floor of Guildhall West Wing.

Members were divided as to whether this room was being fully utilised, thus could be left as it currently is, or whether this room needed to be refurbished to allow the space to be more actively used. Discussion ensued as to the average number of Members who typically used that space and it was agreed that more impartial analysis needed to be carried out.

There was disagreement as to whether there was more need for Members to have a quiet area for work that requires heavy concentration (in contrast to the Members’ Computer Room on the third floor, which allows for conversation) or for there to be more meeting rooms.

One Member reported that the equipment in the room, including the computers and chairs, were not fit for purpose and needed to be updated.

Members discussed current arrangements for meeting space and it was discussed that the small room on the edge of the dining area in the Guildhall Club could also be booked for meetings for Members in addition to Chairman’s Room 1. The Chairman of Policy and Resources Committee also agreed that his meeting room could be used if booked through his Executive Assistant. Despite this, some Members continued to ask for a partitioning in the Chairmen and Deputy Chairmen’s Meeting Room to create further meeting room space.

Overall, it was agreed that the Members did not have enough information to make an informed recommendation to the Policy and Resources Committee on this issue and asked the City Surveyor to come back to the next meeting with further information.

RESOLVED, that:-

·         The City Surveyor’s Department to measure more accurately the usage of the Chairmen and Deputy Chairmen’s Computer Room and include this in a report back to Member Privileges Sub Committee,

·         The City Surveyor’s Department to review the proposed costings of the refurbishment of the Chairmen and Deputy Chairmen’s Computer Room

·         The Town Clerk’s Department to ensure that only Chairmen and Deputy Chairmen use Chairmen’s Room 1 and to enquire into how the small meeting room in the dining room of the Guildhall Club can be booked