Ref: PCC/D/2024/12
EXECUTIVE SUMMARY
The lease for the Safer Neighbourhood Team office the Winyates area of Redditch has been expired since 31 March 2014. The landlord has allowed the holding over of the premises on the same terms as the lease and has not enquired to renew the arrangement. The Police also lease cycle storage lockers on site under a rolling lease arrangement.
In September 2023, it has been confirmed by Chief Officers of West Mercia Police that the premises is no longer required for operational purposes. Thus, vacating the premises and surrendering the property back to the landlord is recommended.
PROPOSAL
For the PCC to authorise the vacation and the termination of the lease for Winyates SNO and the termination of the lease for the cycle storage lockers.
PROPOSAL
For the PCC to authorise the vacation and the termination of the lease for Winyates SNO and the termination of the lease for the cycle storage lockers.
SUPPORTING REPORT
West Mercia Police have been occupying 39 Winyates Centre, Redditch, B98 0NR since 2004. The two office rooms are around 66 sqm total and also offers use of a separate WC. It is located on the second floor of the building, above retail premises.
The asset is owned by Redditch Borough Council and was initially occupied under a tenancy at will from 30th June 2004 at around £2,700 per annum. On 15th Jan 2010 a new lease was signed between the parties. Its term was for 5 years commencing on 1st April 2009 at £4,700 per annum. Under this lease, the PCC holds full responsibility for compliance and maintenance of the premises and covers all utility charges, taxes and business rates.
On 23rd April 2014, the Police were offered by the landlord to take up cycle lockers in the Winyates North Car Park with rent being a peppercorn (if requested). The lease is a rolling arrangement and allows either party to give 2 weeks’ written notice at any time to vacate.
As OPCC Estates were advised that the landlord of the property (Redditch Borough Council) is intending to go into public consultation about the long-term plans to regenerate this part of the town, contact was made with the Force to establish their requirements for the area. In September 2023, Chief Officers confirmed that the premises in the Winyates area “is no longer a viable option as a base”. They advised that the site has not been used actively for at least 2-3 years.
Using the site was not helping the local SNT work effectively with other teams and a decision was made to have all SNT team members to work from one base at Redditch PS on Grove Street, B98 8DD. The existing Redditch Police Station (Grove) and the temporary Redditch Police Station in the Kingfisher Shopping Centre are within a mile of Winyates. As staff have access to electric bikes and a vehicle, there is a low risk of the vacation of the office in Winyates to have community impact. Chief Officers have also confirmed that when the new Redditch Police Station (Middlehouse Lane) is built, the SNT will be able to take up premises there as the provision in staff numbers has already been made.
Another reason for vacating the premises is the fact that there are plenty of alternative welfare options in the area. The Police also reported that the site is in need of repair (past water leaks) and the IT equipment on site is outdated.
It has also been highlighted that staff and branded police cars have been damaged purposefully on site.
Chief Officers have confirmed they do not expect for the vacation of the premises to have a negative impact on policing operations, presence, and response times in the area. As the Force have advised that there is no operational need for this leased asset, OPCC Estates recommend the property is surrendered back to the landlord and all agreements are terminated.
STRATEGIC CONSIDERATIONS
This decision supports the following element(s) of the Safer West Mercia Plan:
☐ Putting Victims and Survivors First ☒ Building a More Secure West Mercia
☒ Reforming West Mercia ☐ Reassuring West Mercia’s Communities
The decision supports the above listed objectives through the following:
• West Mercia manages its resources to maximise value, effectiveness, efficiency and meet demand
• Ensure West Mercia’s estate delivers the facilities police and communities need, in the most effective, efficient way possible.
• Resources will be prioritised towards front-line services to the public
BENEFITS AND THEIR REALISATION
Benefits include:
• The Police have adequate provision of accommodation for these officers to be located within both the temporary and new Redditch Police Station. This will lead to better utilisation of office space with no anticipated impact upon the presence of local Policing within the Winyates community.
FINANCIAL AND TREASURER COMMENTS
The asset is owned by Redditch Borough Council and since 1st April 2009, the rent charged has been £4,700 per annum. Under this lease, the PCC holds full responsibility for compliance and maintenance of the premises and covers all utility charges, taxes and business rates. The business rates were £2,500 per annum until March 2023 when they rose to just over £3,015 since 1st April 2023.
The following expenditure has been incurred for the asset in the last 2 financial years and the current one:
Expense 2021/2022 2022/2023 2023/2024
Cleaning £0 £904.70 £1,185.04
Planned M&E £1,504.03 £176.25 £0
Planned maintenance £0 £378.75 £723.25
Rates £2,470.05 £2,470.05 £2,593.55
Rent £0 £4,700 £9,400
Total £3,974.08 £8,629.75 £13,901.84
Based on this expenditure, by surrendering the premises, the PCC will be able to save around £8,835 per annum.
After a meeting on site with a representative of the landlord, it was confirmed that no dilapidations will need to be carried out before surrendering the premises. The landlord has no external or internal interest in the premises and has considered demolishing and redeveloping the whole Winyates Shopping Centre. The landlord wishes for all furniture, network, other IT and possessions to be removed and the space to be left in a clean and tidy condition.
The rent for the cycle lockers is a peppercorn and, according to the tenancy at will, the premises has to be left in a clean and tidy condition. It is not expected for this surrender to attract any dilapidations costs.
A quote has been obtained in connection with the projected Legal costs for the PCC for surrendering the lease. The estimation is £1,250 + VAT (£1,500) but depends on the time incurred in completing the deed of surrender and the licence termination.
IT have advised that removing the network from the site will not incur costs but removal of the printer will cost £380+VAT (£456). After the network is removed, they will ensure the site is fully decommissioned and all IT is removed.
TREASURER COMMENTS
As the lease is not required for operational policing then it should be surrender at the earliest opportunity to avoid incurring any further costs, for which there is no benefit to the public of West Mercia.
With an agreement of no dilapidation costs there is limited financial risk to the PCC in ending the lease.
I have received confirmation from estates that the legal and ICT costs are required to be incurred as part of the termination of the lease.
LEGAL CONSIDERATIONS
By virtue of schedule 11, paragraph 14 of the Police Reform and Social Responsibility Act 2011 the Police and Crime Commissioner may do anything which is calculated to facilitate, or is conducive or incidental to, the exercise of the functions of commissioner. That includes entering into contracts and other agreements (whether legally binding or not) and acquiring and disposing of property (including land).
PUBLIC ACCESS TO INFORMATION
Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation. Part 1 of this form will be made available on the West Mercia Commissioner’s website. Any facts and advice that should not be made automatically available on request are not included in Part 1 but instead in a separate Part 2 report.
OFFICER APPROVAL
Chief Executive Officer
