Relocation to Parc Dewi Sant

Frequently Asked Questions

FAQ Update September 2008

Why relocate a large number of the Department’s staff to Parc Dewi Sant?

The County Council acquired the Parc Dewi Sant site in 2003 as part of its asset management strategy to meet a number of corporate accommodation challenges and to secure a viable future for the prominent and historic site above the town of Carmarthen, in the wake of its progressive decommissioning by the health service.

One of the major accommodation challenges facing the Council was, and remains, the desperate need to improve the quality of accommodation for large numbers of staff, including those located at Pibwrlwyd.

The creation of the new integrated Education and Children’s Services Department in 2005 was seen as a critical step in improving the quality of services delivered to young people. For the new Department to be able to function as effectively as possible and deliver an improving standard of service centred around the child and family it is considered critical that staff from across the Department be brought together in one location.

How many of the Department’s staff will be accommodated at Parc Dewi Sant?

Approximately 360 members of the Education and Children’s Services Department will be located at Parc Dewi Sant. Central headquarters based staff from each of the Department’s six Division’s will be located together in close proximity to each other.

Is there sufficient space for all the staff due to be relocated?

Yes, the indications are that there will be ample office and ancillary space for the people planned to be located in Parc Dewi Sant. Heads of Service continue to refine their requirements and confirm numbers and by the summer of 2008 the pattern of accommodation will be known.

Has funding for the refurbishment work been confirmed?

Yes, funding has been confirmed. The Chief Executive confirmed this in his bulletin in the May 2008 issue of Y Gair. A budget of £3 million has allocated to the project.

What is the status of the project?

An organisational framework has been agreed and an initial exercise to allocate space to each of the Department’s Divisions is well advanced. Heads of Service are considering how best to fit their teams into the space allocated and how the space can be best configured to facilitate effective working, e.g. open plan, individual offices, storage, meeting areas, etc.

Architects have been appointed to undertake the detailed design work and discussions between the lead architect and DMT are taking place.

A contractor has been appointed and will be included in the ongoing design and project planning work from late May 2008.

When will construction works be undertaken?

Construction is expected to start in September 2008 and be completed by September 2009.

When will staff move?

It is expected that staff will move from their present locations to the newly refurbished accommodation at Parc Dewi Sant in a phased manner, commencing possibly in July 2009. All staff moving to Parc Dewi Sant are expected to have relocated before Christmas 2009. A detailed relocation plan will be prepared once the contractor’s works programme has been finalised. Staff will be informed of the relocation plan once it has been drawn up.

How will the refurbishment and relocation project be managed?

The refurbishment works will be managed by the Corporate Property Division but our Department will have close involvement in finalising the details. DMT has approved the appointment of a temporary Project Officer to co-ordinate all aspects of the relocation. The Project Officer is expected to take up post at the end of June 2008 and will support DMT in managing the project up to its completion.

How will staff be involved in the preparations for the move?

The Departmental Task and Finish Group, comprising representatives from each Division, that has been guiding much of the planning work to date but has lain dormant for many months, will be re-established in June 2008. The Group will work with the Project Officer to drive the relocation process forward. Divisional representatives will be asked to provide input into the continuing planning process and to support the feedback of information to their respective Divisions.

A key activity for the project officer will be to produce regular briefings to keep staff across the Department informed of progress.

Have all the planning consideration required to complete the move been finalised?

Not yet. Heads of Service are continuing to refine their preferred operational configuration and this will inform the final requirements at Parc Dewi and other locations that are to be retained for service delivery purposes. This process will need to be complete by the end of June 2008.

Will there be sufficient car parking space for staff at Parc Dewi Sant?

Space for car parking at Parc Dewi Sant is likely to be restricted. The conservation status of the buildings and their setting create restrictions for the amount of space that can be allocated for parking. Expected large numbers of visitors to the Department will exacerbate the position. This issue is under active consideration but it is likely to be some time yet before the matter is resolved.

Alternative travel options are being considered, such as a travel plan for staff, park and ride, improved bus links with the town and railway station, facilities for cyclists, etc, in an effort to reduce demand for car parking.

Will access to the Parc Dewi site be improved?

The County Council is preparing a strategic development master plan for West Carmarthen covering the area around Parc Dewi Sant and extending to Travellers Rest. This scheme includes for the construction of a new road, the Carmarthen West Link Road, and when completed this will significantly improve road access to the site. The current plans are for construction of the road to commence around October 2009 and be completed by September 2010. This timing is dependent upon the satisfactory completion of statutory procedures and a funding package being put in place.

The construction of the road will open up land that could potentially be used to alleviate car parking pressures at Parc Dewi Sant for a number of years, until the land is eventually developed.

The phasing of the traffic signals at the Jobs Well junction have been revised to ease the flow of traffic existing from Parc Dewi and Trinity College towards the trunk road and this has significantly reduced the length of ques and waiting times at this junction. This situation will be reviewed and further adjustments may be made should this become necessary.

Will there be catering and staff welfare facilities available?

Along with the refurbishment of office space for this Department a project is being developed to create a conference centre at the heart of the main block at Parc Dewi Sant. This will include a full service kitchen and dining area and there will also be a coffee shop for lighter meals and snacks.

Sufficient numbers of tea kitchens will be provided within the new office spaces for the convenience of staff. These are likely to be equipped with a kettle, microwave oven, small fridge and sink.

Where practicable, informal seating areas will be provided within or near to working spaces for the comfort of staff during breaks.

How will existing furniture, materials and equipment be moved to the new premises?

A professional removals company will be employed to pack and physically move all furniture, materials and equipment. Staff will be asked to guide the process by indicating which items are to be directed where, probably be reference to room numbers. Staff may be asked to personally pack confidential or sensitive materials if necessary.