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Home , Conwy County Borough

These are the ideas and challenges raised by delegates during the seminar. We encourage you to get in touch with delegates if you want to find out more about their idea or can help them with their challenge.

1. Rationalising assets and strategy i. Ideas ii. Challenges 2. Co-locating i. Ideas ii. Challenges 3. Collaboration i. Ideas ii. Challenges 4. Funding i. Ideas ii. Challenges 5. Contracting and technology i. Ideas ii. Challenges 6. Planning and monitoring i. Challenges 7. Culture i. Ideas ii. Challenges

Rationalising asset and strategy – ideas

Idea Delegate

Forced rationalisation. Colin Jones Caerphilly Council [email protected] Service-level / partnerships for Tourist Information Centres. Matthew Williams Brecon Beacons National Park Authority [email protected] Civic Offices – to become customer-facing digital office by October 2014. Fiona Blick Council [email protected]

 Location Strategy (2010 – 15). 75 properties into 32. £18m savings Richard Baker over 5 years. £6m p/a savings from 2015. Welsh Government  Key enablers – Cabinet Approved Strategy, ICT Platform, Flexible richard.baker@.gsi.gov.uk Working Practices. Progress – on schedule, State of the Estate Report.  Welsh Government 2015 – 20. Early planning via: Departmental Location Plans being developed. Business informing the Asset Management Strategy. Local area reviews. Asset mappings. Collaboration meetings. Rationalisation Steve Morgan strategy. Asset Transfer Strategy. Service Asset Management Plans. County Council [email protected]

 Improving asset data – inform decisions. Nick Corrigan  Library review – innovation in delivery of the service. Council  Property underpins service delivery / potential for efficiencies – buy-in [email protected] from senior management.  Community have a space project in progress – office rationalisation. Project manager is John Deat. National Asset Working Group. Assets Cymru website. Richard Baker Majority of Welsh public sector estate is mapped on e-PIMS. Development Welsh Government and surplus / vacant space register – January 2014 there will be a public [email protected] access portal.

Representation from Welsh public sector bodies. Role to enable and encourage better use of existing Welsh public sector assets. Public sector hub – concept – how to ensure the reality / delivery. Mark Howland County Borough Council [email protected] Hot desking, home working, shared resources (video conference, IT, shared David Butler support, reception etc) NHS Wales Shared Services Partnership, Audit and Assurance Services [email protected] Property rationalisation through merger Chris Cowburn  Regional vision Higher Education Funding Council for Wales  Increased understanding across different educational sectors [email protected] Office rationalisation and flexible working. Simon Brennan Neath County Borough Council [email protected] Town and community council forum and asset transfer procedures. Jonathan Fearn Complex asset transfer to community church. Carmarthenshire County Council Clear asset review / collaboration programme. [email protected] Community regeneration objectives. John Thomas Caerphilly County Borough Council [email protected] Different working methods to enable rationalisation. Louise Attwood County Council [email protected] Lessons learnt from Council Community Hub and Community Asset Matthew Seymour Transfer Programmes. Cardiff Council [email protected] Reducing leased accommodation to assist in revenue costs. Matthew Harries Bridgend County Borough Council [email protected] As a best / good practice organisation focusing on the delivery of greater value Ed Evans through the construction process, the asset management / rationalisation Constructing Excellence Wales process in either a pre or post-cursor to the often constant process so much of our experiences and case studies could assist / support / inform and add [email protected] greater value.

The taking over of the Village Hall from County Council to Alistair Minton Community Council. Trefriw Community Council [email protected]

Asset management assessment process – all Wales +£5k to come via Bleddyn Evans Estates. Conwy County Borough Council Office accommodation strategy. [email protected] Liaising with public partners and acquisition and dispatch.

Rationalisation of leased accommodation following merger of 9 organisations. Andrew Williams Betsi Cadwaladr University Health Board [email protected]

Community asset transfer success – 3 transfers Dafydd Gibbard Corporate asset strategy – 10 year plan fully funded Council Office building rationalisation – approx 10 buildings done. [email protected]

Building rationalisation programme in place / undergoing review. Andrew Ginn County Council [email protected] Interesting comparison with Natural Resources Wales ‘accommodation plans’ Chris Wilcock and how we have developed our rationalisation proposals. Betsi Cadwaladr University Health Board [email protected]

Asset backed vehicle (currently on hold). Rhys Griffith Community asset transfer in leisure / library sector. Isle of County Council Smart working group. [email protected]

Community asset transfer. Lee Robinson Community asset review. Council Property review. [email protected]

Major programme of office rationalisation currently being undertaken. Asset Gareth Peters management programme implemented and rolled out. Conwy County Borough Council [email protected] Carbon management; total facilities management solution; risk evaluation; Rod Taylor estate rationalisation; backlog and risk. Betsi Cadwaladr University Health Board Via [email protected]

Rationalising asset and strategy – challenges

Challenge Delegate

Space utilisation (inefficient) Paul Davies Coleg y Cymoedd [email protected] Restructures, political aspirations and surplus furniture and Facilities Angela Withey management role. Cardiff Council [email protected] Finding out about ‘unofficial’ or ‘off the radar’ opportunities to share Adrian Griffiths space. Natural Resources Wales [email protected] Managing expectations. Understanding service area / business Helen Leighfield needs. County Council [email protected] Riming. Expectation. Waking practices. Communication. Scale. Hilary Reid Diversity (needs / building). County Borough Council [email protected] Paperless environment / office. Matthew Harries Bridgend County Borough Council [email protected] Generic problems observed in public sector. Excess capacity is Paul Goodlad located where market demand for space is weak – low capital receipt Wales Audit Office potential. Reluctance to invest until Williams review outcome known. Lack of integration with workforce strategy. [email protected] Links between asset management and local service board agenda – how integrated? Tensions between quick fixes and long-term sustainability. Lack of experience / expertise in project management. Where can we Valerie Hannah get help?? Trefriw Community Council [email protected] Economic / property value limitations. Lack of potential. Meilir Hughes Gwynedd Council [email protected]

Co-locating – Ideas

Idea Delegate

Joint vehicle maintenance service / depot project – Council / Police. Fiona Blick Bridgend County Borough Council [email protected] Developing ‘Shared Accommodation Protocol’ based on National Fiona Blick Asset Working Group work. Bridgend County Borough Council [email protected] Shared accommodation within colleague buildings occupied by local Paul Davies council. Coleg y Cymoedd [email protected] Joint use of buildings. Progressing depot rationalising. Mapping of John Thomas services / buildings. Site information. Caerphilly County Borough Council [email protected] Sharing space with health. Simon Brennan County Borough Council [email protected] Joint social care and health offices. Jonathan Fearn Carmarthenshire County Council [email protected] Co-use of a civic office by Police / NHS / Nigel Highfield County Council staff. Denbighshire County Council [email protected] Incorporating leisure within 21st century schools for community use. Andy Smith Safeguarding. County Council [email protected]

Flintshire Connects Project – co-location of police stations with other Liz Bryan agencies in council or private buildings. [email protected] Office accommodation strategy partnership with public / private / Steve Lea voluntary sector all in one central building about 12 organisations, Conwy County Borough Council more welcomed. [email protected]

Co-location, community asset transfer, siop Gwynedd, looking at Meilir Hughes channel shift. Gwynedd Council [email protected] Office accommodation strategy. Conwy Council office needs working Bleddyn Evans rd with DWP and HMRC and local college as well. Looking to bring in 3 Conwy County Borough Council sector voluntary organisations. [email protected] Merger of 3 libraries to provide an area library, modern, accessible.

Co-locating – Challenges

Challenge Delegate

Managing multi-occupancy buildings. ‘Silo’ thinking / policies within Nigel Highfield Denbighshire County Council. Denbighshire County Council [email protected] Inequalities in accommodation demands in integration. Facilities is an Chris Wilcock issue. Betsi Cadwaladr University Health Board [email protected]

Managing joint / shared buildings / facilities. John Dickson Denbighshire County Council [email protected]

Collaboration - ideas

Idea Delegate

National Parks – share knowledge and good practice. Matthew Williams Brecon Beacons National Park Authority [email protected] Early days joint working with other public sector parties – but Barry Cooke hindered by need for senior level buy-in. Pembrokeshire County Council [email protected] Bridgend County Borough Council joint vehicle workshop Christopher Shattock or Clare Jones collaboration – shared build and services. South Wales Police Via [email protected] Mid and West Wales Fire and Rescue Service – Shared build. Christopher Shattock or Clare Jones South Wales Police Via [email protected] Using local service boards for driving collaboration / co-location etc. Nick Corrigan Vale of Glamorgan Council [email protected] Working with the police. Helen Leighfield Pembrokeshire County Council [email protected] Collaborative working with local authority bids for training facilities, Paul Davies new capital projects, shared services. Coleg y Cymoedd [email protected] Currently looking at new procurement methods to partner with other Paul Davies private sector organisations to develop new facilities. Coleg y Cymoedd [email protected] Local authority and housing Steve Dinnick  Combining adjoining parcels of land Rhondda Cynon Taf County Borough Council  Housing association to build new care home [email protected]  Local authority to run new library in the facility Fundamental problem when a project involves various (large) Steve Dinnick organisations is bringing programmes into alignment. Allow plenty of Rhondda Cynon Taf County Borough Council time for planning. [email protected] Touch Down Points to allow reduced mileage and maximised time. Angela Withey Staff categorisation to reduce desk ratios. Office etiquette to assist Cardiff Council with culture change. Office moves to ensure business continuity. [email protected] Strong communities. Connecting Service Board – Service / Property Fiona Blick Asset Board – Council and partner organisations. Bridgend County Borough Council [email protected] Facilities department has SLA with Fire Service for Capital and R & Liz Bryan M. North Wales Police [email protected] Combine services and rationalise accommodation – internally, 3rd Gareth Peters parties, public sector, private sector. Conwy County Borough Council Manage phased disposals from surplus properties. [email protected]

Bringing a community building back into use for the community – Jenn Jones providing as many services as possible. Newtown Town Council Managing the objectives of the County Council to devolve services / [email protected] assets / land.

Collaboration – challenges

Challenge Delegate Increase community involvement in projects. Louise Attwood Monmouthshire County Council [email protected]

Difficulty in aligning funding routes / processes between different Andrew Williams public sector bodies. Getting public bodies to align objectives, Betsi Cadwaladr University Health Board timelines, approvals, funding etc. [email protected] Very little in the way of ‘joint use’ at present. Jon Burr Don’t currently have corporate ownership of property. Ceredigion County Council Looking to implement corporate landlord. [email protected] Small rural communities – no too many opportunities to share property. Getting own house in order first. Join up with partners. Global / holistic view. Working practices. Lee Robinson Wrexham County Borough Council [email protected] Aligning other public body needs with our own without compromising Bleddyn Evans our own drivers. Conwy County Borough Council [email protected] How can partnership be best established to get the process moving? Ed Evans Formal, informal, start small, pick winners. Constructing Excellence Wales [email protected]

Funding – ideas

Idea Delegate

Salix funding, experience with BREEAM rated new buildings Paul Davies (excellent), funding applications. Coleg y Cymoedd [email protected]

Funding – challenges

Challenge Delegate How can higher education better integrate with further education? Chris Cowburn Higher Education Funding Council for Wales [email protected] Business cases John Thomas Caerphilly County Borough Council [email protected] Good practice / case studies for determining how / who is best places Matthew Seymour to joint fund and collabrate on shared property asset projects. Cardiff Council [email protected] Anticipated funding sources (and changes) over next planning period. Steve Dinnick Rhondda Cynon Taf County Borough Council [email protected] Any private finance project management / priming. Assistance. David Butler NHS Wales Shared Services Partnership, Audit and Assurance Services [email protected] Retail management. We have sizeable opportunities for creating and Brendan Sadka perating high-performing retail units on our sites (given footfall etc). Cardiff and Vale University Health Board We also have a strong ethical and public health agenda. How can we best combine the commercial and public needs. How are retail [email protected] operations best strategised and managed? Role of external advisors, agents, operators, etc. Potential to share till / profits Optimising sites, maximum commercial opportunities for public benefit. Other people’s experience of using WEFO to fund a gap. Karen Phillips Coleg y Cymoedd [email protected] Funding for estates rationalisation. Paul Davies Coleg y Cymoedd [email protected] Funding challenges – revenue and capital. Reduction in capital. Rod Taylor Betsi Cadwaladr University Health Board Via [email protected] Grants tend to be difficult to get because 1) We are in North Wales Alistair Minton and in rural area 2) Red tape in application 3) Small projects tend not Trefriw Community Council to get grants. Also the need to complete too much form filling. [email protected]

Funding schemes to help facilitate SMEs. Andy Smith Flintshire County Council [email protected] Capital funding, revenue funding reductions. Liz Bryan North Wales Police [email protected]

Contracting and technology – ideas

Idea Delegate

Design and build approach to contract (performance issues). John Thomas Caerphilly County Borough Council [email protected]

Contracting and technology – challenges

Challenge Delegate Build social clauses intro contracts. Louise Attwood Monmouthshire County Council [email protected] Efficient use of video conferencing and reducing travel. Paul Davies Coleg y Cymoedd [email protected]

Planning and monitoring – challenges

Challenge Delegate

Medium- to long-term service planning. Simon Brennan Neath Port Talbot County Borough Council [email protected] Consistent data collection and benchmarking. Jonathan Fearn Carmarthenshire County Council [email protected]

Culture – Ideas

Idea Delegate

‘Just in case’ culture, we have managed to get the ‘just in case Tye Whithear attitude’ removed so rationalisation has become easier. Cardiff Council [email protected] Agile / home working policies. Nigel Highfield Denbighshire County Council [email protected] Service changes, estate review, risk management, carbon Rod Taylor management, organisational change. Betsi Cadwaladr University Health Board Via [email protected] Modernisation project, corporate hot desking. Bryn Williams Denbighshire County Council [email protected] Agile working trials, office desk usage surveys (result 40-50% used). Steve Lea ICT trials – CITRIX. Conwy County Borough Council [email protected]

Culture – Challenges

Challenge Delegate Changing culture, systems, geography, pace. Loss of skilled staff. Rod Taylor Increased demand for services. Betsi Cadwaladr University Health Board Via [email protected] Resources, senior management support. Culture change, political Bryn Williams hurdles. Denbighshire County Council [email protected] Full manager support, building teams. Steve Lea Conwy County Borough Council [email protected] Dealing with ‘cultural’ different in integrating different organisations – Chris Wilcock was this an issue for Natural Resources Wales? Betsi Cadwaladr University Health Board [email protected] Insufficient level of communication. Lack of promotion of home Andrew Ginn working for staff. Public perception – not promoted enough. Ceredigion County Council [email protected] IT – mobile working. Collaboration – in house and external. John Dickson Denbighshire County Council [email protected] Continued resistance by services to appreciate actual cost to Bleddyn Evans occupancy of assets and the potential savings from co-locating / Conwy County Borough Council rationalising. [email protected] Parochial view of local Members when looking at co-locating / rationalising / disposal of assets. Resistance to desk sharing, shift from 1:1 desk ratio. Reliance on cars to come to work. Concern by upper management to agile working. Empowerment of local Natural Resources Wales staff. Roger Davies Development of the public Natural Resources Wales assets. Golygfa Gwydyr Local management of assets. Via [email protected] Acknowledgement of asset value other than monetary value. Public / community resistance to change proposals. Andrew Williams Betsi Cadwaladr University Health Board [email protected] Rationalising and flexible working going well as per agreed strategy. Liz Bryan But changes in force strategic direction and partnering putting huge North Wales Police pressures on estate (might be resolved with staff cuts??) [email protected]

Flexible working, ICT, paperless. Meilir Hughes Gwynedd Council [email protected] Resources and political buy-in. Gareth Peters Conwy County Borough Council [email protected] Changing perspectives of partners / groups / occupiers / council. Jenn Jones Dealing with the ‘red tape’ process in getting those assets transferred Newtown Town Council and taking over service delivery. [email protected]