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STATES OF JERSEY
r
ROYAL COURT HOUSE/STATES BUILDING: ALLOCATION OF ACCOMMODATION
Lodged au Greffe on 20th April 2004
by the Environment and Public Services Committee
STATES GREFFE
PROPOSITION
THE STATES are asked to decide whether they are of opinion
to re f er to their Act dated 19th July 2000, in which they approved drawing Nos. 2980/13, 21(A), 22(A), 24
(A), 25(A) 101(C), 102(L), 103(B), 104(A), 105(B), 200, 201(D), 202(F), 300(A) showing Phase One and Phase Two of the proposed refurbishment of the Royal Court/States Building excepting that the proposed usage and allocation of space described with the drawings should not be fixed until the needs of the legislature could be assessed in the light of the recommendations of the Review of the Machinery of Government, and –
(a ) to authorise the use and allocation of the Royal Court/States Building as set out in Drawing Nos.
2980:130/131/132/133/134;
(b ) to authorise the Greffier of the States to sign the said drawings on behalf of the States;
(c ) to agree that the second floor "Open Plan Office" be occupied by the Shadow Scrutiny panels until
the introduction of Ministerial Government, at which time the use can be reassessed in line with the developing needs of the legislature.
ENVIRONMENT AND PUBLIC SERVICES COMMITTEE
Notes: 1. F i n ance and Economics Committee comment
In t h e e v e n t that growth funding is not secured through the 2005 Fundamental Spending Review,
the Privileges and Procedures Committee and the Finance and Economics Committee will be required to fund the maintenance costs of the refurbished Royal Court and States Building from within their existing cash limit.
2 . T h e Privileges and Procedures Committee's comments are to follow.
REPORT
The States at their meeting of 19th July 2000, adopted proposition P.119/2000, as amended, of the Environment and Public Services Committee approving the drawings showing Phase One and Two of the proposed refurbishment of the Royal Court/States Building. The amendment of Senator Stuart Syvret reads as follows –
"excepting that the proposed usage and allocation of space described with the drawings shall not be fixed until the needs of the legislature can be assessed in the light of the recommendations of the Review of the Machinery of Government"
The proposed usage and allocation of the building is set out in the new drawings and has been reviewed by the Royal Court/States Building User Group, comprising officer representation of the Judicial Greffe, Bailiff 's Chambers, the Privileges and Procedures Committee (on behalf of the States Members) as occupants of the building together with the Environment and Public Services Committee as Landlord. Although the Privileges and Procedures Committee has raised objection to the re allocation of the ground floor Members lounge for the use of the Jurats the Environment and Public Services Committee has concluded that the proposed allocation and use of accommodation as set out in drawing Nos. 2980:130/131/132/133/134 meets the needs of all users without compromising on the key services delivered by the individual departments concerned.
Members will recall that the Privileges and Procedures Committee conducted an in-depth consultation process with all States members prior to the official publication of its First Report dated 22nd October 2002, which is attached at the Appendix. This has formed the basis of the proposed facilities for States Members.
The Privileges and Procedures Committee established a Consultation Group to ensure that the needs of the legislature were being met; this group was made up of a Senator, Deputy and Connétable therefore all seats of the Assembly were represented in order to provide a balanced mix of views.
At their meeting of 24th July 2003 the States adopted P.79/2003 in which they approved the formation of Shadow Scrutiny Panels which were to be supported by a small number of seconded Civil Servants. It is recommended that the second floor "Open Plan Office" (as illustrated on Drawing No.2980:133) be used temporarily to accommodate the Shadow Scrutiny function after which time the needs of future Scrutiny Panels will be reviewed and accommodated within the Office Strategy managed by the Department of Property Services. After consultation with Officers reporting to the Privileges and Procedures Committee, it was felt that it was important to retain the long term occupancy of this area in order to accommodate the future needs of the Legislature once they are reassessed in line with the introduction of Ministerial Government.
There are no manpower or further financial implications for the States arising from this proposition.
APPENDIX
MEMBERS' RESPONSE TO CONSULTATION ON FACILITIES
Privileges and Procedures Committee - Members' facilities questionnaire SUMMARY
Member responses to date (29.07.02): 36
Don't want facilities 4 Use on States day only 14 Use once/twice a week 14 Use as principal office 4 36
Disagree More disagree No More Agree/ Total view agree priority members
Common room 5 11 7 12 35
Library/research room 4 1 3 5 22 35 Interview rooms (3) 8 3 5 6 13 35 Interview rooms (2)+smoking 16 3 8 1 7 35 room
Kitchen/toilets 3 4 10 18 35
Office 9 2 9 7 8 35 Reception area 8 11 10 6 35
Workstation 5 4 3 9 14 35 Lockers 10 3 8 6 8 35 Computer stations 6 2 8 3 16 35 Telephone 2 2 3 28 35
Fax 2 2 6 25 35
Photocopier 3 1 1 3 27 35 Filing cabinets/storage 8 5 10 3 9 35
Total (Points) 89 28 81 79 213 High Priority order Low Priority order
28 - Telephone 16 - Interview/smoking 27 - Photocopier 10 - Lockers
25 - Fax 9 - Office
22 - Library/research 8 - Reception area
18 - Kitchen/toilets 8 - Interview rooms 16 - Computer stations 8 - Filing cabinets
14 - Work stations 6 - Computer stations 13 - interview rooms 5 - Common room
12 - Common room 5 - Workstations
9 - Filing Cabinet 4 - Library/Research 8 - Lockers 3 - Kitchen/Toilets
8 - Office 3 - Photocopier
6 - Interview/smoking 2 - Telephone
6 - Reception 2 - Fax
SENATORS
Senator responses to date (29.07.02): 8
Don't want facilities 1 Use on States day only 2 Use once/twice a week 5 Use as principal office
8
Disagree More disagree No More Agree/ Total view agree priority members
Common room 1 3 2 2 8 Library/research room 1 1 1 5 8 Interview rooms (3) 1 1 2 4 8 Interview rooms (2)+smoking 3 2 1 2 8
room
Kitchen/toilets 1 3 4 8 Office 1 5 2 8 Reception area 1 4 3 8 Workstation 1 3 4 8 Lockers 3 1 2 1 1 8
Computer stations 1 1 6 8
Telephone 1 7 8 Fax 1 7 8 Photocopier 1 7 8 Filing cabinets/storage 2 5 1 8
Total (Points) 10 11 24 16 51
High Priority order 7 - Telephone
7 - Fax
7 - Photocopier
6 - Computer stations 5 - Library/research 4 - Interview rooms 4 - Kitchen/toilets
4 - workstation
2 - Office
2 - Interview/smoking rms.
2 - Common Room
1 - lockers
0 - filing cabinets 0 - reception area
Low Priority order 3 - Lockers
3 - Interview/smoking rms.
1 - Common room
1 - Interview rooms 1 - Reception area 1 - Photocopier
0 - Library/research 0 - kitchen/toilets
0 - Office
0 - workstation
0 - computer station 0 - telephone
0 - fax
0 - filing cabinets
CONSTABLES
Constable responses to date (29.07.02): 7 - see notes below
Don't want facilities 2 Use on States day only 4 Use once/twice a week 1 Use as principal office
7
Disagree More disagree No More Agree/ Total view agree priority members
Common room 1 1 4 6 Library/research room 1 2 3 6 Interview rooms (3) 1 1 3 1 6 Interview rooms (2)+smoking 2 1 2 1 6
room
Kitchen/toilets 1 5 6 Office 2 1 2 1 6 Reception area 1 4 1 6 Workstation 1 1 2 2 6 Lockers 1 2 1 2 6 Computer stations 1 4 1 6 Telephone 1 5 6 Fax 2 4 6 Photocopier 1 1 4 6 Filing cabinets/storage 2 1 2 1 6
Total (Points) 13 4 23 10 34
High Priority order Low Priority order
5 - Kitchen/toilets 2 - Interview/smoking
rms.
5 - telephone 2 - Office
4 - Common Room 2 - Filing
4 - Fax 1 - Lockers
4 - photocopier 1 - Common room
3 - Library/research 1 - Library/research room
2 - Lockers 1 - Interview rooms (3)
2 - Work station 1 - Computer stations
1 - Office 1 - Reception area
1 - Reception area 1 - Workstation
1 - Interview rooms 0 - Kitchen/toilets
1 - Computer station 0 - Telephone
1 - Filing 0 - Fax
0 - Interview/smoking 0 - Photocopier
rms.
Privileges and Procedures Committee - Members' facilities questionnaire DEPUTIES
Deputy responses to date (29.07.02): 21
Don't want facilities
Use on States day only 8 Use once/twice a week 9 Use as principal office 4 21
Disagree Common room
Library/research room 2
Interview rooms (3) 3 Interview rooms (2)+smoking 8 room
Kitchen/toilets 1
Office 3 Reception area 2
Workstation 3 Lockers 4 Computer stations 4 Telephone 1
More disagree No view
8 2
2 2 8
2 1 8
8
2 1 2 5 1 3 1
More Agree/ Total agree priority members
5 8 21
2 15 21 4 10 21
5 21
7 11 21
5 4 21 7 4 21
6 9 21 4 6 21 3 10 21 3 16 21
Fax
Photocopier
Filing cabinets/storage
Total (Points)
1 1 4 15 21
1 1 2 17 21
5 2 3 3 8 21 38 13 50 55 138
High Priority order Low Priority order
17 - Photocopier
16 - Telephone
15 - Fax
15 - Library/research 11 - Kitchen/toilets 10 - interview rms. 10 - computer stations 9 - workstation
8 - common room
8 - filing cabinet
6 - lockers
5 - interview/smkg rm.
4 - office
4 - reception area
8 - interview/smkg rm. 5 - Filing cabinets
4 - Computer stations 4 - Lockers
3 - Interview rooms
3 - Workstation
3 - Office
2 - Library/research
2 - reception area
1 - kitchen/toilets
1 - Telephone
1 - Fax
1 - Photocopier
0 - common room
.