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From: Burtenshaw, Elaine 1352 Sent: 16 December 2010 17:54To: Stuart MitchenallCc: Linda Barnett; Goodridge, Matthew 1599; Hilary NewSubject: RE: Accomodating the Police.Dear Stuart Thank you very much for your e-mail regarding accommodation. I have shared its contents with the central team that are assisting in making it happen. We are keen to move forward, we need to look at how much space we need and set up a visit with the company we use to survey etc. So if we arrange this visit for early in the new year. In the meantime may I wish you a merry xams and happy new year Kind regards Elaine

Elaine Burtenshaw

Inspector 1352 Tandridge Neighbourhood Team

Surrey Police

Caterham Police Station

Timber Hill Road

Caterham Surrey CR3 6LD

0845 1252222 + 37432

www.surrey.police.uk

http://www.surrey.police.uk/

NOT PROTECTIVELY MARKED

-----Original Message-----From: Hilary New Sent: Thursday, December 16, 2010 13:07To: Burtenshaw, Elaine 1352Cc: Hilary New; Stuart Mitchenall; Linda BarnettSubject: FW: Accomodating the Police.

From: Stuart Mitchenall Sent: 16 December 2010 13:03To: Hilary NewCc: Linda BarnettSubject: RE: Accomodating the Police. Dear Elaine Following our recent meet to look at accommodating the Oxted Police presence at Tandridge’s Council Offices, we would be keen to move ahead with a view to providing for the seven officers and two cars discussed. How much detail do you need to take this forward? As a first step I would first need to establish the basis of the accommodation, so that we may advise a letting rate. The latest valuation of space, carried out in 2008, priced storage at £6 sq foot and office space at £18psf (equivalent in my calculation to £64.50 and £193.75 per sq mtr). We have not previously let car park space on a similar basis, so we would need to establish a figure for this. My initial impression is that if we were accommodating a small team, then the servicing of their requirements would be managed by yourselves (furniture, technology, etc) rather than Tandridge, and as such we would need to establish an arrangement based on accommodation area and reservation of car parking space. Do you wish to move forward to establish the area you require and hence the accommodation rental charge? Regards Stuart

Tandridge District CouncilThe Council OfficesStation Road EastOxted,SurreyRH8 0BT Tel: 01883 732724Fax: 01883 722015www.tandridge.gov.uk

Stuart MitchenallHead of Business SupportBusiness Support [email protected]

mailto:[email protected]


http://www.tandridge.gov.uk/

From: Stuart MitchenallSent: 25 January 2011 15:58To: '[email protected]'; '[email protected]'; '[email protected]'Cc: Hilary New; Linda BarnettSubject: Occupancy of the Oxted Offices by the Oxted teamMany thanks for your visit this afternoon which we found most helpful.

I’m afraid I don’t have Charlie’s details from the meeting arrangements, so would be grateful if you could pass our thanks to him and let us know contact information

As stated, Linda should be your first point of contact; we will also be liaising with our legal contacts to pursue the licence / occupancy arrangements.

I think we undertook to supply full plans of the building for your information; these can either be electronic or paper – Linda will liaise.

We are expecting further visits from your internal security team and Paula Davies, and look forward to these.

Should there be anything further I can do to assist, please let me know; we look forward to speedy progress to accommodate your needs amd reach agreement.

Regards

Stuart Mitchenall


Stuart MitchenallHead of Business SupportBusiness Support [email protected]: 07769931291




From: Stuart MitchenallSent: 17 December 2010 08:30To: Burtenshaw, Elaine 1352Cc: Linda Barnett; Goodridge, Matthew 1599; Hilary NewSubject: RE: Accomodating the Police.Elaine. Thats good news, look forward to hearing time of visit. I'll return you christmas wishes with the emphasis on quiet.

stuart

Sent from my Vodafone pda

From: Burtenshaw, Elaine 1352 <[email protected]>Sent: 16 December 2010 17:54To: Stuart Mitchenall <[email protected]>Cc: Linda Barnett <[email protected]>; Goodridge, Matthew 1599 <[email protected]>; Hilary New <[email protected]>Subject: RE: Accomodating the Police.

Dear Stuart Thank you very much for your e-mail regarding accommodation. I have shared its contents with the central team that are assisting in making it happen. We are keen to move forward, we need to look at how much space we need and set up a visit with the company we use to survey etc. So if we arrange this visit for early in the new year. In the meantime may I wish you a merry xams and happy new year Kind regards Elaine

Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432



-----Original Message-----From: Hilary New [mailto:[email protected]] Sent: Thursday, December 16, 2010 13:07To: Burtenshaw, Elaine 1352Cc: Hilary New; Stuart Mitchenall; Linda BarnettSubject: FW: Accomodating the Police.








From: Stuart MitchenallSent: 24 May 2011 14:23To: 'Paula Davies'; Sue HadidaCc: Ian Hermanowski; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Just to clarify, Insp Charlie Payne stated at our meet last Friday that the BT communication installation was likely to delay the occupancy date.

Otherwise, we now seem to be agreed.

Regards

Stuart



From: Paula Davies [mailto:[email protected]] Sent: 24 May 2011 13:06To: Sue HadidaCc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

Sue, Apologies for the delay in replying. I am just waiting to hear on the date but was not aware of a change form the 27th. On H&S, I think I can probably only reiterate my earlier comments in that SPA will do all that is necessary to deal with its own demise (PAT testing, risk assessments etc) but would expect H&S issues (and any action necessary) which arise relating to the whole building, common areas and common services to be part of the landlord's function and included within the agreed charge. I hope this makes sense and provides a workable solution. Regards Paula

Paula Davies BSC FRICS Registered Valuer

Bruton Knowles, 2 Paris, Parklands, Railton Road, Guildford, Surrey GU2 9JX Tel: 01483 238380 Direct Line: 01483 238388 Mob:07920 204303 Fax: 01483 238399www.brutonknowles.co.uk Please consider the environment before printing this e-mail




From: Sue Hadida [mailto:[email protected]] Sent: 20 May 2011 16:54To: Paula DaviesCc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255] (TDC: SH/1400/27)

Paula

Perhaps you can let me know whether you are happy with what Tandridge is proposing as outlined in Stuart’s e-mail immediately below.

Whilst it is always difficult to estimate how long a matter will take I confirm that the Council will accept £1500 (plus VAT and disbursements) for its legal costs in relation to the lease.

I understand that due to IT issues your clients will not now be taking occupation on 27 May. Please confirm and let me know when this date has been put back to (if known).

Please update the Heads of Terms if this helps to keep up with changes.

I look forward to hearing from you.

Regards


Sue HadidaSenior LawyerLegal [email protected]

From: Stuart Mitchenall Sent: 19 May 2011 15:46To: 'Paula Davies'; Linda BarnettCc: Sue Hadida; Ian HermanowskiSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]

Paula

Linda is out of the office until next week, and I hope Sue will be able to progress this tomorrow.

In essence, we are quite happy to bear what might be regarded as the landlords fixed responsibilities but would differentiate these from the variable commodities.

Equally, we accept our Landlord responsibilities for H&S and as you advise, SPA would accept the employer responsibilities.

The important area is the bit in the middle where local arrangements can be much more sensible and pragmatic. Pat testing is a good example; if we are testing the rest of the building, do the police actually want us to exclude or include (at a small charge)



We wish to clear this matter as soon as possible, but we either work to a reasonable view (there may be charges which can be discussed) or a strictly defined view (which necessarily covers all charges which might ever be incurred and exludes anything else).

In the interests of expediency, I am sure a wording can be agreed which does not remove the possibility of a charge being made for a new or significant cost, but never the less clearly covers the expected routine charges.

I am happy that Sue Hadida and you use your good judgement to come to an agreement on these lines

Regards

Stuart Mitchenall



From: Paula Davies [mailto:[email protected]] Sent: 19 May 2011 14:24To: Linda BarnettCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]

Linda, Apologies. I had forgotten those items mentioned by you. I have no objections to them being included as a 'service charge'. My main concern was that day to day services supplied by the landlord (such as utilities, repairs decs, cleaning, waster disposal etc) were adequately covered. H&S. Naturally SPA would have regard to H&S issues within their demise and would carry out PAT testing. However, I would not expect them to deal with wider H&S matters affecting the whole building, external areas, common parts or shared services. Hope this helps. Paula






From: Linda Barnett [mailto:[email protected]] Sent: 19 May 2011 10:47To: Paula DaviesCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]

Hi Paula,

Sue will be back in tomorrow and I shall be at an off site meeting.

I do have a view with regards to some of your points:- TDC have the right to recharge a service charge with all our other tenants (to name a

few services – there are many see below) the Police have indicated that their use of our internal facilities will be limited – what’s to say this will not grow during their occupation and TDC have no income to service the new demand(s). I am reluctant to remove this caveat from the lease.

o Confidential waste o Post in / out o Meeting room use / tape recording o Front of house meet and greet services o Out of hours call outs – access / egress problems o Etc etc

The Police owe a legal duty of care to their staff, and as such must conduct their own risk assessments and manage their staff’s welfare. We would expect that any issues (accident reporting) are communicated to TDC for joint action / resolution, but the liability cannot be discharged. We would expect someone to represent the Police at TDC’s H&S committee meetings. TDC carry out fire alarm testing, electrical testing which YES does cover all aspects of the building. TDC conduct PAT testing but it DOES NOT include equipment owned or supplied by tenants, unless we are specifically requested to do so and if that is the case a recharge will be made via the Service Charge, I would expect to receive evidence of this testing to ensure that the building integrity is upheld.

o The PAT testing is a good example of why the Service Charge clause must remain in the lease.

Sue to address the last point.

I hope this provides some clarification.


Linda BarnettFacilities/Health & Safety ManagerFacilities [email protected]: 07770346260

From: Paula Davies [mailto:[email protected]] Sent: 17 May 2011 17:14To: Sue HadidaCc: Linda Barnett



Subject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]

Sue, Thanks for this. Just a couple of points. Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that. As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area. Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it. Regards Paula. Paula Davies BSC FRICS Registered Valuer


From: Sue Hadida [mailto:[email protected]] Sent: 16 May 2011 14:24To: Paula DaviesCc: Linda BarnettSubject: Lease of part of the ground floor of the Council Offices, Oxted

Dear Ms Davies

I have been instructed to deal with the legal work on behalf of the Council and I have been copied in to a number of e-mails about the matter by the Council’s Facilities Manager, Linda Barnett. I understand that you are have requested Heads of Terms from the Council so I set out below what I understand those to be, together with four plans which I attach herewith:

1. Parties – The District Council of Tandridge (Landlord)(1) Surrey Police Authority (Tenant)(2)

2. Premises - Part of Ground Floor of Council Offices, Oxted, Surrey (consisting of office space/store room/2 parking spaces/bike store)

3. Term – 5 years (business tenancy; contracted out of Landlord and Tenant Act 1954)

4. Commencement date - 27 May 2011 5. Rent - £6,700 pa 6. Rent Review – annual, calculated by reference to RPI on 40% of rental figure7. User – Police Office Use8. Alienation – none permitted9. Alterations – with Landlord’s consent10. Break option – for Tenant in 3rd year of term upon 6 months’ written notice

11. Parking – 2 designated spaces in mains staff car park available 24/7 as shown on plan

12. Common parts – use of reception, rest area, toilets, showers, kitchen areas, lift and meeting rooms as designated on plan

13. Cycle store – part of demise to Tenant for its exclusive use as agreed and shown on plan

14. Service charge – included in rent which covers cleaning, heating/lighting, business rates, utilities (H & S is Tenant’s responsibility)

15. Access to Premises – 24/716. Maintenance, repairs, decoration etc – Landlord’s responsibility17. Access rights – a right to enter the main car park to access parking spaces/cycle

store18. Plans - 4 (attached)19. Works/Responsibility – The Landlord’s facilities Manager (Linda Barnett) is

awaiting written confirmation that the Tenant will pay for the all the pre-occupation works, e.g. bike store, car park marking all previously communicated via email with written quotations attached

20. Security/alarms – as existing21. Costs – Tenant to pay Landlord’s reasonable legal costs, VAT and

disbursements (charge out rate of Landlord’s solicitor is £213 ph)

If you can let me know if this is agreed I can let Surrey Police Authority’s solicitors have a draft lease for approval.


Regards



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From: Stuart MitchenallSent: 25 May 2011 19:21To: Linda Barnett; Paula DaviesCc: Sue Hadida; Ian HermanowskiSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]I will ask Clive whether this can be progressed; please assume we will be able to

Stuart



From: Linda Barnett Sent: 25 May 2011 17:14To: Paula DaviesCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

Hi Paula,

Unfortunately Sue is not in until Friday, unless someone else can pick it up tomorrow – Stuart do you think Clive could assist?



From: Paula Davies [mailto:[email protected]] Sent: 25 May 2011 16:52To: Linda BarnettCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

Linda, I can provide but I really need a copy of the final Heads of Terms.






Paula



From: Linda Barnett [mailto:[email protected]] Sent: 25 May 2011 16:48To: Paula DaviesCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

Good afternoon Paula,

I’ve spoken to Stuart and we both agree that there is no reason why the police cannot occupy on 27th provided we receive the following:-

Written commitment / intent to the Lease Written directive that the police will fund

o The bike store o Car park marking o Anything else they require i.e. external sign has been mentioned etc etc




From: Paula Davies [mailto:[email protected]] Sent: 25 May 2011 08:59To: Linda BarnettSubject: FW: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

I got a bounce back on your copy. Hope this arrives. Paula





From: Paula Davies Sent: 25 May 2011 08:56To: 'Stuart Mitchenall'; Sue HadidaCc: Ian Hermanowski; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

All, SPA would still like to move in (albeit possibly not everyone and without IT). If that is OK, I assume detailed arrangements can be sorted locally. Paula


Bruton Knowles, 2 Paris, Parklands, Railton Road, Guildford, Surrey GU2 9JX Tel: 01483 238380 Direct Line: 01483 238388 Mob:07920 204303 Fax: 01483 238399

www.brutonknowles.co.uk Please consider the environment before printing this e-mail

From: Stuart Mitchenall [mailto:[email protected]] Sent: 24 May 2011 14:23To: Paula Davies; Sue HadidaCc: Ian Hermanowski; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

Just to clarify, Insp Charlie Payne stated at our meet last Friday that the BT communication installation was likely to delay the occupancy date.


Regards

Stuart

Tandridge District CouncilThe Council OfficesStation Road EastOxted,SurreyRH8 0BT




Tel: 01883 732724Fax: 01883 722015www.tandridge.gov.uk






Paula







Regards




Paula








Regards

Stuart Mitchenall

Tandridge District CouncilThe Council OfficesStation Road EastOxted,Surrey






RH8 0BT Tel: 01883 732724Fax: 01883 722015www.tandridge.gov.uk

Mob: 07769931291






Hi Paula,




o Confidential waste


o Post in / out o Meeting room use / tape recording o Front of house meet and greet services o Out of hours call outs – access / egress problems o Etc etc







From: Paula Davies [mailto:[email protected]] Sent: 17 May 2011 17:14To: Sue HadidaCc: Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]

Sue, Thanks for this. Just a couple of points. Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that. As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area. Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it. Regards



Paula. Paula Davies BSC FRICS Registered Valuer



Dear Ms Davies





4. Commencement date - 27 May 2011 5. Rent - £6,700 pa 6. Rent Review – annual, calculated by reference to RPI on 40% of rental figure7. User – Police Office Use8. Alienation – none permitted9. Alterations – with Landlord’s consent10. Break option – for Tenant in 3rd year of term upon 6 months’ written notice11. Parking – 2 designated spaces in mains staff car park available 24/7 as shown

on plan12. Common parts – use of reception, rest area, toilets, showers, kitchen areas, lift

and meeting rooms as designated on plan 13. Cycle store – part of demise to Tenant for its exclusive use as agreed and

shown on plan14. Service charge – included in rent which covers cleaning, heating/lighting,

business rates, utilities (H & S is Tenant’s responsibility)15. Access to Premises – 24/716. Maintenance, repairs, decoration etc – Landlord’s responsibility17. Access rights – a right to enter the main car park to access parking spaces/cycle







Regards


















From: Gavan, Judy 9563 [[email protected]]Sent: 14 March 2011 13:28To: Linda BarnettCc: Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091Subject: RE: Basic requirements for Oxted Police PostLinda Apologies for the delayed response, Lynda Partridge is currently on leave. With regard to your first two bullet points - I have referred these back to our Security Manager and will get back to you as soon as possible. Regarding the last bullet point - I will chase our IT lead to make contact. Regarding the remainder of your queries the most pragmatic approach would be to meet with Elaine on site then she can discuss detailed requirements/options and agree a way forward with you. Elaine - would you be able to liase with Linda regarding a further site visit to thrash out the details? I'm sure Lynda Partridge will be happy to come along as well if this would help but i think most of the decisions to be made relate to operational issues. Kind Regards Judy

Judy Gavan EstateStrategy Manager Finance and Services Dept Surrey Police

Tel: 01483 632660 Mobile: 07967 986555 Email: mailto:[email protected]

-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Friday, March 04, 2011 11:44To: Partridge, Lynda 2091Cc: Gavan, Judy 9563; Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352; Stuart Mitchenall; Hilary New; Ian HermanowskiSubject: RE: Basic requirements for Oxted Police Post

Good morning Lynda,

I expected a detailed specification not a list.

There is insufficient detail for me to progress your occupation, some examples where I require more detail is as follows:-

Window locks – as your request is now for open plan, there is little point installing a lock onto the window solely within your area of occupation, does this now mean the


whole ground floor require a lock? I presume the police have a policy (and insurance directive) which defines the correct BS standard. I require this level of detail please

Film on the windows – similar to above now you will occupy on an open plan basis, do all the ground floor windows require film, if so please define the standard

Bike store – your previous emails indicate two choices, which is the preferred approach and how many bikes are to be stored?

Car spaces – how many and define your preferred location as several options have been discussed

24/7 – what is the exact traffic route and access frequencies etc I require far more detail in order to correctly re-programme our existing security system

CS spray locker – we discussed that you could use of the room adjacent to the council chambers for the CS spray locker, personal lockers and drying room. Please define exactly what this room will be used for and how it needs to be laid out ?

Your emails mention an external sign; this is not on the list? IT and Telephony – the BT terminations come in via our Computer Room the

Tandridge IT team would prefer that any new lines follow the same route, there are security benefits with this approach

o To date we have received no contact from your technology team, again a detailed specification is required please?

I have similar questions for every item, hopefully the above provides enough reason why I require a detailed specification, I do not feel that I have sufficient knowledge about the police directives e.g. government, HQ, legal, insurance etc to second guess your requirements.




From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 01 March 2011 16:02To: Linda BarnettCc: Gavan, Judy 9563; Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352Subject: Basic requirements for Oxted Police Post

LindaHere is the list detailing our basic requirements for the office at Tandridge. Please let me know if you need any more information Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG.



Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk

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From: Burtenshaw, Elaine 1352 [[email protected]]Sent: 15 March 2011 08:37To: Gavan, Judy 9563; Linda BarnettCc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977Subject: RE: Basic requirements for Oxted Police PostColleagues I will try and a pull a meeting together next week - can people let me know their availability next Wednesday and Thursday please Kind regards

Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432


I predominantly work Monday to Friday but do monitor e-mails outside these alternatively contact !E Tandridge SNT For non-urgent notification of a minor crime you can also use the online crime reporting facility available at www.surrey.police.uk

For local news, dates of local surgeries or your next Police-Public panel meeting please visit www.surrey.police.uk and go to ‘My Neighbourhood’.

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-----Original Message-----From: Gavan, Judy 9563 Sent: Monday, March 14, 2011 13:28To: 'Linda Barnett'Cc: Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091Subject: RE: Basic requirements for Oxted Police Post



Linda Apologies for the delayed response, Lynda Partridge is currently on leave. With regard to your first two bullet points - I have referred these back to our Security Manager and will get back to you as soon as possible. Regarding the last bullet point - I will chase our IT lead to make contact. Regarding the remainder of your queries the most pragmatic approach would be to meet with Elaine on site then she can discuss detailed requirements/options and agree a way forward with you. Elaine - would you be able to liase with Linda regarding a further site visit to thrash out the details? I'm sure Lynda Partridge will be happy to come along as well if this would help but i think most of the decisions to be made relate to operational issues. Kind Regards Judy




Good morning Lynda,



Window locks – as your request is now for open plan, there is little point installing a lock onto the window solely within your area of occupation, does this now mean the whole ground floor require a lock? I presume the police have a policy (and insurance directive) which defines the correct BS standard. I require this level of detail please















LindaHere is the list detailing our basic requirements for the office at Tandridge. Please let me know if you need any more information Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk

















From: Gavan, Judy 9563 [[email protected]]Sent: 26 January 2011 10:39To: Stuart Mitchenall; Partridge, Lynda 2091; Goodridge, Matthew 1599Cc: Hilary New; Linda BarnettSubject: RE: Occupancy of the Oxted Offices by the Oxted teamStuart Many thanks for your time yesterday. I agree it was a productive meeting and I think we are all now clear on the way forward and ready to start pushing ahead. We will liase with Linda as agreed regarding further visits and plans etc. Regards Judy

Judy Gavan Capital Strategy Manager Finance and Services Dept Surrey Police


-----Original Message-----From: Stuart Mitchenall [mailto:[email protected]] Sent: Tuesday, January 25, 2011 15:58To: Partridge, Lynda 2091; Gavan, Judy 9563; Goodridge, Matthew 1599Cc: Hilary New; Linda BarnettSubject: Occupancy of the Oxted Offices by the Oxted team

Many thanks for your visit this afternoon which we found most helpful.






Regards


Stuart Mitchenall














From: Gavan, Judy 9563 [[email protected]]Sent: 14 April 2011 10:33To: Linda Barnett; Austin, Angie Marie 1921; 'Paula Davies'Cc: Stuart Mitchenall; Hilary New; Simmonds, Mike 1977; Payne, Charles 719Subject: RE: Summary agreed locallyLindaThank you. I confirm that the wall is not required. With regard to the window locks I have referred again to our security manger to see if we can waive this requirement. We had not realised that the office was open plan to the whole floor and that locks would therefore be required on all the ground floor windows. I'll get back to you as soon as I have a response. Kind RegardsJudy

Judy Gavan Estate Strategy Manager Finance and Services Dept Surrey Police


-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, April 13, 2011 17:25To: Austin, Angie Marie 1921; Gavan, Judy 9563; Partridge, Lynda 2091; 'Paula Davies'Cc: Stuart Mitchenall; Hilary New; Simmonds, Mike 1977Subject: Summary agreed locally

Good afternoon everyone,

This might create some duplication following other emails today, attached is a document summarising the local team’s requirements.

I also attach a quote for a wall if required? Otherwise potentially there are 67 windows that require a lock ?

Do give me a call if you need to discuss.

Thank you.












From: Moss, Steven 11592 [[email protected]]Sent: 17 March 2011 10:15To: Stuart Mitchenall; Partridge, Lynda 2091Cc: Ian Hermanowski; Linda Barnett; Matthew MitchellSubject: RE: Surrey Police Co-location IT Installation.....Stuart The comms link that BT are to install is a Basic Business Broadband Circuit which we expect will be delivered over a copper exchange line, this circuit is only to support up to four connections. The Tandridge site is classed by Surrey Police as a Small Police Post site and not a Co-Location Site, at the larger Co-Location sites a 10meg Fibre Les Circuit has been installed which is a point-to-point routed link to support a larger number of users.

The PC's and phones to be connected to the Broadband Router at Tandridge are to be VPN connections, my colleagues have expressed security concerns regarding allowing patching of Surrey Police VPN connected machines over Tandridge internal cabling.

We can arrange another visit to site if you would like to discuss what is proposed in more detail. Regards Steven Moss-----Original Message-----From: Stuart Mitchenall [mailto:[email protected]] Sent: Tuesday, March 15, 2011 11:37To: Moss, Steven 11592; Gavan, Judy 9563; Partridge, Lynda 2091Cc: Ian Hermanowski; Linda Barnett; Matthew MitchellSubject: RE: Surrey Police Co-location IT Installation.....

Steven

We have no problems with the installation of a Police Connection to these offices, but the details of how that connection is to be made have not been agreed in detail. Following the earlier discussion, and the minutes of the meeting of the 9th February, all that is recorded is that BT would be commissioned to install a comms link.

This does not cover the installation of new Cat5e cabling or a wall mounted comms cabinet, neither of which TDC considers necessary. Such separate cabling has been avoided at other Council co-locaton sites, as it restricts flexibility within the offices and incurs additional costs that can be avoided. We are aware that in other co-location sites (Guildford Borough Council in particular) that the use of dedicated existing cabling within the building has been used rather than new installation.

We are aware that you require dedicated links and we believe these can be provided using the existing cable infrastructure of the building.

As none of the details seem to have been discussed, can I ask that we have a more detailed discussion before any SEC installation proceeds.

The existing BT terminations into the building are in the far side of the building from the Police occupancy site. The BT cabling to the building enters via an underground duct and all existing circuits enter the building via that route. They are then routed via the buildings structured cabling infrastructure.

The existing Cat5e infrastructure in the building is able to provide a dedicated secure link from Computer room to the area planned for the police, all patching is in locked rooms inside the building.

Tandridge would prefer that the new work is limited to the Installation of the BT circuit to the Computer room, from where secure patching can route the service to the Police desktops.

We would wish to agree this or any other approach before any work is commenced.

Stuart MitchenallHead of Business Support Tandridge01883 732724

From: Moss, Steven 11592 [mailto:[email protected]] Sent: 14 March 2011 14:25To: Linda BarnettCc: Partridge, Lynda 2091; Gavan, Judy 9563Subject: Surrey Police Co-location IT Installation.....

Linda As discussed at the Tandridge District Council Office Co-location Meeting on the 9th February Surrey Police plan to install a BT Broadband Circuit to Support 3 PCs, 3 Phones and a Printer. An order has been placed with BT for the circuit but we do not currently have a date for installation.The route for the circuit within the building will need to be discussed and confirmed with the BT engineers when they visit site to carry out the installation, BT planners do not carry out site surveys for Broadband Circuits as they currently normally operate over standard copper pairs. Prior to the installation of the BT Circuit SEC (SEC are cabling contractors to Surrey Police) will visit site to install a wall mounted Comms Cabinet within the proposed Surrey Police office area which will house the BT Termination unit and a Router. While on site SEC will also install Cat5e Cabling from the Surrey Police Comms Cabinet to the proposed Surrey Police Desk positions. Please do not hesitate to contact me if you require any additional information regarding the planned Surrey Police IT Installation. Regards Steven MossSenior Systems AdministratorICT Network ControlSurrey Police Tel: 01483 638103

[email protected]












From: Stuart MitchenallSent: 15 March 2011 11:37To: '[email protected]'; '[email protected]'; '[email protected]'Cc: Ian Hermanowski; Linda Barnett; Matthew MitchellSubject: RE: Surrey Police Co-location IT Installation.....Steven











Linda As discussed at the Tandridge District Council Office Co-location Meeting on the 9th February Surrey Police plan to install a BT Broadband Circuit to Support 3 PCs, 3 Phones and a Printer. An order has been placed with BT for the circuit but we do not currently have a date for installation.The route for the circuit within the building will need to be discussed and confirmed with the BT engineers when they visit site to carry out the installation, BT planners do not carry out site surveys for Broadband Circuits as they currently normally operate over standard copper pairs. Prior to the installation of the BT Circuit SEC (SEC are cabling contractors to Surrey Police) will visit site to install a wall mounted Comms Cabinet within the proposed Surrey Police office area which will house the BT Termination unit and a Router. While on site SEC will also install Cat5e Cabling from the Surrey Police Comms Cabinet to the proposed Surrey Police Desk positions. Please do not hesitate to contact me if you require any additional information regarding the planned Surrey Police IT Installation. Regards Steven MossSenior Systems AdministratorICT Network ControlSurrey Police Tel: 01483 638103 [email protected]






From: Gavan, Judy 9563 [[email protected]]Sent: 27 April 2011 10:32To: Linda Barnett; 'Paula Davies'; Payne, Charles 719Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian Hermanowski; Austin, Angie Marie 1921Subject: RE: UpdateLindaThank you. I have now had confirmation from our security manager that we do not require any window locks to be fitted, and just to re-confirm the dividing wall is not required.Many thanksJudy



-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Thursday, April 21, 2011 12:11To: 'Paula Davies'; Payne, Charles 719; Gavan, Judy 9563Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian HermanowskiSubject: Update

Good morning Paula,

Here is confirmation of our telephone conversation, and provision of the local team’s requirements which require HQ authorisation and funding.

In principle without prejudice and subject to contract the Tandridge District Council Management (TDC) accept the rent £6,700 p.a. with a 5 year lease as detailed in your email of 18th April.

I will instruct our solicitor (Sue Hadida) to draw up a lease and Sue will respond to the questions detailed in your email of 21st March.

Information update Spare TDC desks and 4 x filing cabinets / cupboards reside in the area to be

occupied Electrical perimeter trunking will be installed on Tuesday 26th April Davis, Nigel 11340 [[email protected]] is scheduled to install the

network services on Tuesday 26th April

Local Police Team’s requirements 1 x Mini BDS bike shelter (doc 20110421112028 attached) Highway marking “reserved” in front of the two allocated car parking spaces (to be

used solely for police vehicles). I have a verbal quote of £375 and should receive a written quote shortly


All the other requirements can be dealt with at a local level e.g. C.S locker, personal lockers

Police to supply their own chairs

Other issues Window locks – Lynda Partridge suggested something (nothing has been specifically

specified) from the attached link. If someone should gain access they can travel around most of the building. There are pockets on the ground floor where the intruder will be trapped as the door access system will prevent free passage. The PIR sensors will pick up an intruder at every vulnerable point. As a point of intrusion is unknown potentially all 67 windows will require a lock, the cost will be significant once you include an installation cost – I require a steer?

If desired attached is a copy of the quote to build a wall (doc SKMBT)

An overview of the alarm system in situ at TDCIt’s an ADT intruder alarm system with PIR detection at all vulnerable points and access doors, the system is monitored by Redcare. There are 2 zones one sets the whole building and another partial setting allows free access to the public areas for member / committee meetings. Sgt Mike Simmonds and I have agreed that his team will operate the system in the same way as our existing Civic process.

Implementing new zones will be a challenge (although not impossible) as the police team need to access large parts of the building, any new zones will be complex segregation, the more complex the system the higher the risk of false activation caused by movement around the building. Extra zones will be expensive to implement (several thousand), making the existing set up work should be an easier solution.

Please do give me a call if you need to discuss any matter further.

Thank you.

Information for others: Charlie Payne has taken over Lynda Partridge’s role.










Surrey

From: Stuart MitchenallSent: 27 April 2011 11:07To: 'Gavan, Judy 9563'; Linda Barnett; 'Paula Davies'; Payne, Charles 719Cc: Hilary New; Sue Hadida; Ian Hermanowski; Austin, Angie Marie 1921Subject: RE: UpdateJudy

Linda is away this week, but your response is most helpful and we can now progress on this basis.

Regards

Stuart Mitchenall



From: Gavan, Judy 9563 [mailto:[email protected]] Sent: 27 April 2011 10:32To: Linda Barnett; 'Paula Davies'; Payne, Charles 719Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian Hermanowski; Austin, Angie Marie 1921Subject: RE: Update

LindaThank you. I have now had confirmation from our security manager that we do not require any window locks to be fitted, and just to re-confirm the dividing wall is not required.Many thanksJudy



-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Thursday, April 21, 2011 12:11To: 'Paula Davies'; Payne, Charles 719; Gavan, Judy 9563





Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian HermanowskiSubject: Update

Good morning Paula,

















Thank you.












Subject: Site meeting for Police Post Oxted (Tandridge District Council)Location: Tandridge District Council, Oxted

Start: Wed 09/02/2011 13:30End: Wed 09/02/2011 14:30Show Time As: Tentative

Recurrence: (none)

Meeting Status: Not yet responded

The full postal address is:


www.tandridge.gov.uk

This is the second formal meeting to discuss local requirments and for the police specialist to conduct a local survey with a view to check suitability. LindaIs it possible to have someone from your IT department in attendance to allow our IT to have a technical discussion around the requirments of each others systems? Thank you.Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk






_____________________________________________________________________This e-mail has been scanned for all known viruses by MessageLabs on behalf of


Tandridge District Council

From: Sue HadidaSent: 16 May 2011 14:24To: '[email protected]'Cc: Linda BarnettSubject: Lease of part of the ground floor of the Council Offices, Oxted

Attachments: doc20110516140944.pdf Dear Ms Davies





4. Commencement date - 27 May 2011 5. Rent - £6,700 pa 6. Rent Review – annual, calculated by reference to RPI on 40% of rental figure7. User – Police Office Use8. Alienation – none permitted9. Alterations – with Landlord’s consent10. Break option – for Tenant in 3rd year of term upon 6 months’ written notice11. Parking – 2 designated spaces in mains staff car park available 24/7 as shown on

plan12. Common parts – use of reception, rest area, toilets, showers, kitchen areas, lift

and meeting rooms as designated on plan 13. Cycle store – part of demise to Tenant for its exclusive use as agreed and shown

on plan14. Service charge – included in rent which covers cleaning, heating/lighting,




20. Security/alarms – as existing21. Costs – Tenant to pay Landlord’s reasonable legal costs, VAT and disbursements

(charge out rate of Landlord’s solicitor is £213 ph)



Regards





From: Sue HadidaSent: 27 May 2011 15:15To: 'Paula Davies'Cc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Thanks for your e-mail of 24 May, Paula. Obviously that e-mail was copied to Linda, who will no doubt let you know if you she has any comments to make on the H & S aspect.

I believe the terms are now agreed on the basis of the exchange of correspondence and that you have confirmed that SPA will still be taking occupation from today.

When the Council is ready to forward a draft lease reflecting the agreed terms, would you like it sent to you first or directly to the SPA’s solicitor whose details you have already provided?

Regards






Bruton Knowles, 2 Paris, Parklands, Railton Road, Guildford, Surrey GU2 9JX



Tel: 01483 238380 Direct Line: 01483 238388 Mob:07920 204303 Fax: 01483 238399www.brutonknowles.co.uk Please consider the environment before printing this e-mail


Paula






Regards




Paula










Regards

Stuart Mitchenall











Hi Paula,

















Dear Ms Davies

















Regards



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From: Sue HadidaSent: 27 May 2011 17:22To: 'Paula Davies'Subject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Hi Paula

I have now been instructed that occupation is to be some time next week; I have asked Linda to confirm the actual date.

I am on holiday next week but I will progress the matter on my return.

Regards




Sue, Thanks for that. Any draft documentation should go to Richard Goldsworthy. Regards Paula



From: Sue Hadida [mailto:[email protected]] Sent: 27 May 2011 15:15To: Paula DaviesCc: Ian Hermanowski; Stuart Mitchenall; Linda Barnett



Subject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

Thanks for your e-mail of 24 May, Paula. Obviously that e-mail was copied to Linda, who will no doubt let you know if you she has any comments to make on the H & S aspect.



Regards










Paula






Regards




Paula










Regards

Stuart Mitchenall











Hi Paula,











From: Paula Davies [mailto:[email protected]] Sent: 17 May 2011 17:14To: Sue Hadida



Cc: Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]




Dear Ms Davies





4. Commencement date - 27 May 2011 5. Rent - £6,700 pa 6. Rent Review – annual, calculated by reference to RPI on 40% of rental figure7. User – Police Office Use8. Alienation – none permitted9. Alterations – with Landlord’s consent

10. Break option – for Tenant in 3rd year of term upon 6 months’ written notice11. Parking – 2 designated spaces in mains staff car park available 24/7 as shown











Regards
















From: Sue HadidaSent: 20 May 2011 16:54To: 'Paula Davies'Cc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255] (TDC: SH/1400/27)Paula






Regards




Paula










Regards

Stuart Mitchenall











Hi Paula,











From: Paula Davies [mailto:[email protected]] Sent: 17 May 2011 17:14To: Sue HadidaCc: Linda Barnett







Dear Ms Davies





4. Commencement date - 27 May 2011 5. Rent - £6,700 pa 6. Rent Review – annual, calculated by reference to RPI on 40% of rental figure7. User – Police Office Use8. Alienation – none permitted9. Alterations – with Landlord’s consent10. Break option – for Tenant in 3rd year of term upon 6 months’ written notice

11. Parking – 2 designated spaces in mains staff car park available 24/7 as shown on plan











Regards












From: Paula Davies [[email protected]]Sent: 26 May 2011 17:14To: Linda BarnettCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Linda, I have discussed with SPA and confirm that I have instructions to agree payment of the items of expenditure as set below. I can also confirm that subject to the final HOT's reflecting our correspondence to date, these can also be agreed and I am authorised to instruct SPA's solicitors. Regards Paula









Tandridge District CouncilThe Council OfficesStation Road EastOxted,SurreyRH8 0BT Tel: 01883 732899Fax: 01883 722015

















Regards

Stuart











Subject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255] (TDC: SH/1400/27)

Paula






Regards




Paula










Regards

Stuart Mitchenall







From: Linda Barnett [mailto:[email protected]] Sent: 19 May 2011 10:47




To: Paula DaviesCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]

Hi Paula,












Sue,



Thanks for this. Just a couple of points. Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that. As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area. Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it. Regards Paula. Paula Davies BSC FRICS Registered Valuer



Dear Ms Davies







and meeting rooms as designated on plan










Regards













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From: Paula Davies [[email protected]]Sent: 27 May 2011 16:21To: Sue HadidaCc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Sue, Thanks for that. Any draft documentation should go to Richard Goldsworthy. Regards Paula



From: Sue Hadida [mailto:[email protected]] Sent: 27 May 2011 15:15To: Paula DaviesCc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]




Regards










Paula






Regards




Paula








Regards

Stuart Mitchenall













Hi Paula,




o Confidential waste o Post in / out o Meeting room use / tape recording o Front of house meet and greet services

o Out of hours call outs – access / egress problems o Etc etc








Sue, Thanks for this. Just a couple of points. Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that. As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area. Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it. Regards Paula.






Dear Ms Davies
















Regards
















From: Paula Davies [[email protected]]Sent: 24 May 2011 13:06To: Sue HadidaCc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255] Sue, Apologies for the delay in replying. I am just waiting to hear on the date but was not aware of a change form the 27th. On H&S, I think I can probably only reiterate my earlier comments in that SPA will do all that is necessary to deal with its own demise (PAT testing, risk assessments etc) but would expect H&S issues (and any action necessary) which arise relating to the whole building, common areas and common services to be part of the landlord's function and included within the agreed charge. I hope this makes sense and provides a workable solution. Regards Paula




Paula






Regards




Paula








Regards

Stuart Mitchenall













Hi Paula,




o Confidential waste o Post in / out o Meeting room use / tape recording o Front of house meet and greet services

o Out of hours call outs – access / egress problems o Etc etc








Sue, Thanks for this. Just a couple of points. Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that. As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area. Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it. Regards Paula.






Dear Ms Davies
















Regards














From: Stuart MitchenallSent: 24 May 2011 14:23To: 'Paula Davies'; Sue HadidaCc: Ian Hermanowski; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Just to clarify, Insp Charlie Payne stated at our meet last Friday that the BT communication installation was likely to delay the occupancy date.


Regards

Stuart











Paula






Regards




Paula










Regards

Stuart Mitchenall












Hi Paula,

















Dear Ms Davies





4. Commencement date - 27 May 2011 5. Rent - £6,700 pa

6. Rent Review – annual, calculated by reference to RPI on 40% of rental figure7. User – Police Office Use8. Alienation – none permitted9. Alterations – with Landlord’s consent10. Break option – for Tenant in 3rd year of term upon 6 months’ written notice11. Parking – 2 designated spaces in mains staff car park available 24/7 as shown











Regards














From: Paula Davies [[email protected]]Sent: 25 May 2011 08:56To: Stuart Mitchenall; Sue HadidaCc: Ian Hermanowski; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]All, SPA would still like to move in (albeit possibly not everyone and without IT). If that is OK, I assume detailed arrangements can be sorted locally. Paula






Regards

Stuart



From: Paula Davies [mailto:[email protected]] Sent: 24 May 2011 13:06To: Sue HadidaCc: Ian Hermanowski; Stuart Mitchenall; Linda Barnett









Paula






Regards

Tandridge District CouncilThe Council Offices

Sue HadidaSenior LawyerLegal Services

Station Road EastOxted,SurreyRH8 0BT Tel: 01883 732752Fax: 01883 722015www.tandridge.gov.uk

[email protected]


Paula








Regards

Stuart Mitchenall



From: Paula Davies [mailto:[email protected]] Sent: 19 May 2011 14:24To: Linda Barnett






Cc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]





Hi Paula,





The Police owe a legal duty of care to their staff, and as such must conduct their own risk assessments and manage their staff’s welfare. We would expect that any issues (accident reporting) are communicated to TDC for joint action / resolution, but the

liability cannot be discharged. We would expect someone to represent the Police at TDC’s H&S committee meetings. TDC carry out fire alarm testing, electrical testing which YES does cover all aspects of the building. TDC conduct PAT testing but it DOES NOT include equipment owned or supplied by tenants, unless we are specifically requested to do so and if that is the case a recharge will be made via the Service Charge, I would expect to receive evidence of this testing to ensure that the building integrity is upheld.












Dear Ms Davies
















Regards
















From: Linda BarnettSent: 21 April 2011 12:11To: 'Paula Davies'; '[email protected]'; '[email protected]'Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian HermanowskiSubject: Update

Attachments: Window Locks UPVC Wood and Metal Window Locks Chubb Yale ERA.HTM; doc20110421112028.pdf; SKMBT_C36011040514051.pdfGood morning Paula,















Implementing new zones will be a challenge (although not impossible) as the police team need to access large parts of the building, any new zones will be complex segregation, the more complex the system the higher the risk of false activation caused by movement around

the building. Extra zones will be expensive to implement (several thousand), making the existing set up work should be an easier solution.


Thank you.






From: Linda BarnettSent: 26 January 2011 16:08To: Partridge, Lynda 2091Subject: Accepted: Site meeting for Police Post Oxted (Tandridge District Council)

From: Linda BarnettSent: 10 February 2011 10:59To: [email protected]; [email protected]: Co-location at TandridgeGood morning ladies,

Thank you for your time yesterday.

I will issue notes from yesterdays meeting, but have been tied up so far.

Could you provide me with a comprehensive list identifying all your requirements ASAP, so that I can obtain estimate costs to you for agreement before I commit to procuring the relevant contractors?

If you need to discuss please do give me a call on the direct numbers listed below.

Thank you.





From: Linda BarnettSent: 29 March 2011 17:11To: 'Austin, Angie Marie 1921'Cc: '[email protected]'Subject: FW: Basic requirements for Oxted Police Post

Attachments: Basic Requirements for Police Post Oxted Tandridge District Council1.docGood afternoon,

I received this email last week, and note that you are not copied.

There is no mention about building a wall? If there is a wall and swipe card access the extra cost to install window locks throughout the ground floor will not be required. I will have a quote to build the wall by the end of the week and this option seems a more sensible way forward.

If I read Lynda’s summary correctly it seems to imply that your requirements can be made locally between us, if that is how you read it I will be happy to accelerate this as soon as it is convenient.


Thank you.



From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 24 March 2011 14:30To: Linda BarnettCc: Gavan, Judy 9563; Terris, John 7571Subject: RE: Basic requirements for Oxted Police Post

LindaI have attached a more detailed list, which I hope assists in answering some of your questions. However, there are a number of issues which remain outstanding and will need to be resolved locally. I know that you have been in contact with both Insp. Angie Austin and PS Simmonds, who obviously have an excellent knowledge of the location and their team requirements and operating practice. They will be able to agree the car park spaces and cycle storage directly with you. I am also aware that Paula Davies from Bruton Knowles, has made some constructive comment around the wording of the lease agreement. Thank you for your continued support. Please let me know whether you require any more detail from me



Lynda Partridge - Inspector

Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG.


-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Tuesday, March 15, 2011 11:56To: Burtenshaw, Elaine 1352; Gavan, Judy 9563Cc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977; Matthew MitchellSubject: RE: Basic requirements for Oxted Police Post Good morning Elaine, Thank you for offering to push this forward but I do not believe another site meeting will be of any value? What I require is a specification as requested in previous correspondence to Lynda Partridge and summarised in my email of 4th March (attached) Lynda has sent several emails containing questions:-

Bike store Signs CS spray cabinet

I remain positive and do not believe any of the requirements are insurmountable, but I need a clear brief of what is required (a specification which includes quantity sizes etc etc) the list supplied (attached) does not contain any detail and I am not prepared to second guess the Police’s exacting requirements. Once I am in receipt of a written specification I will create an installation plan for the Police to agree. The occupation date of 31st March did not present me with a problem, @ 24th February I had not received a directive or specification from Lynda so I issued an email to advise that unless I received a directive I would commence other Tandridge projects (attached). I received an email from Steve Moss yesterday regards technology, he has not contacted our IT manager (Matt Mitchell) to discuss the feasibility – Stuart will respond separately, I’ll forward this information as soon as I am in receipt of it. A DRAFT discussion only lease was issued to Paula Davis on 23rd February, I’ve heard nothing. All I require is a written specification and progress can begin, any intervention by you to move this forward will be appreciated. Thank you.



From: Burtenshaw, Elaine 1352 [mailto:[email protected]] Sent: 15 March 2011 08:37To: Gavan, Judy 9563; Linda BarnettCc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977Subject: RE: Basic requirements for Oxted Police Post Colleagues I will try and a pull a meeting together next week - can people let me know their availability next Wednesday and Thursday please Kind regards

Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432
















Good morning Lynda, I expected a detailed specification not a list. There is insufficient detail for me to progress your occupation, some examples where I require more detail is as follows:-







Your emails mention an external sign; this is not on the list? IT and Telephony – the BT terminations come in via our Computer Room

the Tandridge IT team would prefer that any new lines follow the same route, there are security benefits with this approach


I have similar questions for every item, hopefully the above provides enough reason why I require a detailed specification, I do not feel that I have sufficient knowledge about the police directives e.g. government, HQ, legal, insurance etc to second guess your requirements. I look forward to hearing from you.


























From: Linda BarnettSent: 02 June 2011 16:47To: 'Austin, Angie Marie 1921'; 'Simmonds, Mike 1977'Cc: 'Paula Davies'Subject: FW: New Tenants - PoliceFYI



From: Linda Barnett Sent: 02 June 2011 16:45To: _TDC; '[email protected]'Subject: New Tenants - Police

Dear colleagues,

You will start to see the Police at Tandridge from Monday 6th June; they will reside within their allocated area on the ground floor adjacent to Housing.

The team work shift patterns they will use all our facilities; rest room, kitchen(s), meeting rooms, shower, toilets etc etc As the shower will now be a shared facility please leave it in a manner in which you would expect to find it and avoid storing personal items in this room.

2 Police cars will reside here and the team have been allocated the sole use of 2 designated car parking spaces, which are located just inside the last exit barrier besides the emergency exit door from Planning. The spaces have been marked “reserved” with hatch lines please DO NOT use these spaces.

In addition they will use a designated bike store located (scheduled for installation in the next 2 weeks) in the corner of the car park opposite the Original Factory Shop, a yellow hatched area will identify where the door opens, please do not park your car in the hatched area.

I am sure you will make the team feel welcome and support their specific needs.

In advance thank you for you cooperation.







From: Linda BarnettSent: 10 February 2011 17:25To: [email protected]: FW: Notes from yesterday's meeting

Attachments: Notes 9 Feb 11.docGood afternoon Lynda,

Please accept my apologies I do have your email address and omitted you from the original email.



From: Linda Barnett Sent: 10 February 2011 17:22To: '[email protected]'; '[email protected]'; '[email protected]'; Ian Hermanowski; Hilary New; '[email protected]'Cc: Stuart MitchenallSubject: Notes from yesterday's meeting


Here is a copy of the notes taken at yesterday’s meeting.

I do not have some email addresses, can you please forward this message to those who are missing from the To list – thank you.







From: Linda BarnettSent: 20 April 2011 10:29To: 'Moss, Steven 11592'; 'Nigel Davis'Subject: FW: Oxted data cabinet install Surrey Police/N Davis SEC DatacomFYI



From: Linda Barnett Sent: 20 April 2011 10:23To: 'Davis, Nigel 11340'Cc: Matthew Mitchell; Martin GubbySubject: RE: Oxted data cabinet install Surrey Police/N Davis SEC Datacom

Good morning Nigel,

As these documents are not site specific, here are a few instructions to follow whilst working at our premises:-

The duty Civic Supervisor (Martin) must be contacted as soon as your team arrive on site (Matt Mitchell will be the directing mind from IT) Martin will be your liaison point for all building related queries, do not switch any off or commence work until he has delivered a de-brief

Martin will ensure that you are aware of the security and safety arrangements – and the liaison for the following instructions:

o If there is to be any drilling where dust is involved the smoke detectors MUST be capped off and if necessary place the building fire alarm system into test mode

o I guess that you will be drilling through from the perimeter walkway into the building, this is a public access path and it must be cordoned off with appropriate signage

o Your team should use battery tools and therefore negate the need to plug into our internal mains supply

o Do not use radios, swear or smoke anywhere in the vicinity of the building o You can use our facilities but they must be left in the condition they were

found in o Your team must use dust sheets and clear up after them

I know that Martin will assist if any other queries emerge.

In advance thank you for your cooperation.


Linda BarnettFacilities/Health & Safety Manager




Facilities [email protected]: 07770346260

From: Davis, Nigel 11340 [mailto:[email protected]] Sent: 19 April 2011 15:55To: Linda BarnettSubject: FW: Oxted data cabinet install Surrey Police/N Davis SEC Datacom

Linda,Would help if I put the email address in correctly.!, re emailed.Nig SEC _____________________________________________From: Davis, Nigel 11340 Sent: Tuesday, April 19, 2011 15:46To: '[email protected]'Cc: Moss, Steven 11592; Roohani, Hyder 10284; Nigel Davis ([email protected])Subject: Oxted data cabinet install Surrey Police/N Davis SEC Datacom Linda,Attached H&S stuff which is generic longer term jobs that have been surveyed are normally specific.Whilst on site we will do an IPP (Injury prevention Process ) which will be more site specific as I have not seen the building.Any queries call me as it will be my last day this week on the Surrey Police on a training course the Thursday.Arranged to see M Mitchell at 11.00am 26th April to install the data cabinet (can you CC him in if possible).Lastly we if OK with yourselves need a fused spur off the local ring main power with 6mmm earth or supplementary bond I can supply and Minor works certificate if needed.If there is an issue I can temp power the cabinet then another installs and connect the power ready for BT. Nigel Davis SEC 07767 851469








From: Linda BarnettSent: 29 March 2011 16:49To: 'Austin, Angie Marie 1921'Cc: '[email protected]'Subject: FW: Police Lease

Attachments: RE: Accomodating the Police.; Police Groud Floor sq mtr.pdf; doc20110325191243.pdf; Generic Service Level Agreement for all Tenants Feb 11.docGood afternoon,

Good to meet you too last week – best wishes for Friday.

This is a copy of the email I sent to Bruton Knowles, to date Tandridge and the Police have not discussed the lease or the rent in any detail, this aspect should be agreed swiftly.

Perhaps you can use your influence to accelerate this discussion?

Thank you.



From: Linda Barnett Sent: 28 March 2011 10:51To: 'Paula Davies'Cc: Ian Hermanowski; Stuart Mitchenall; Sue HadidaSubject: Police Lease

Good morning Paula,

The rent agreed with our other tenants Surrey County Council, Improvement and Efficiency South East (IESE) is £18.00 per square foot, as communicated by my line manager Stuart Mitchenall to Elaine Burtenshaw in December 2010 (copy email attached).

The Service charge is based upon the services which fall outside of the lease shown in the attached document generic service level agreement for all tenants.

The PDF document (police ground floor) shows 32.6m² for the office area allocated, if you require the second room adjacent to the council chambers for use as a store, drying, CS room the m² this area will need to be added to 32.6m² the store room will be charged at a different rate our other tenants pay £6.00 per square foot for store rooms. The attached document 20110325191243 shows the area highlighted in red; I estimate the area to be approx 12m²

Please let me know when you wish to discuss this further?








From: Linda Barnett

Sent: 19 April 2011 15:57

To: 'Simmonds, Mike 1977'

Cc: 'Austin, Angie Marie 1921'

Subject: FW: Tandridge DC bike storage

Attachments: doc20110419153642.pdf; Window Locks UPVC, Wood and Metal

Window Locks Chubb Yale ERA.htm

Good afternoon Mike,

I thought that I would attach this new information to that I've already received from Lynda Partridge, Lynda's suggestions are too large to be accommodated in the location adjacent to the building, unfortunately that's the problem with most options I've researched - it looks like we are limited to two and neither are perfect.

Please see attachment The Bike Vault will fit, however, it is not tall enough to walk into, The Mini BDS shelter fits just but does not leave a lot of room for pedestrians.

Perhaps you can let me know what if either is suitable and I will forward the information to Lynda Partridge to agree funding.

I will forward the following information to Lynda as soon as I receive your response:-

A contractor surveyed the car park today to provide a quote to paint "reserved" markings, the verbal quote is £375 I will have this in writing shortly.

The perimeter electric supply will be installed on Tuesday 26th April.

I am waiting for a decision from Judy Gavan regards window locks, the base cost is approx £10 per lock plus fitting, 67 windows to fit out, and I cannot guarantee they will be locked as we will be reliant upon human intervention.

I supplied a quote to build a wall on 13th April.

We confirmed on 14th April the locker dimensions, number and they will fit into the store room.

We have previously confirmed the CS spray cabinet can be fixed to an outside wall within the store room.

I believe this concludes the extent of the information I committed to provide.

Please let me know your views and I will forward this information to Lynda and Judy for their authority to proceed and fund.


Linda Barnett

Facilities/Health & Safety Manager

Facilities Management


The Council Offices

Station Road East

Oxted, Surrey

RH8 0BT

Tel: 01883 732899

Fax: 01883 722015

Mob: 07770346260

[email protected]


-----Original Message-----

From: Partridge, Lynda 2091 [mailto:[email protected]]

Sent: 17 February 2011 09:54

To: Linda Barnett

Cc: Terris, John 7571; Gavan, Judy 9563

Subject: RE: Tandridge DC bike storage

Linda

Thank you for your reply

The problem with 2 is that if the store is not in a secure area it will not keep the bikes safe.

Is the location you are proposing secure? I am not familiar enough with the building to remember.

Lynda



* Tel: (01483) 6 30775 ** E-mail: 2091 surrey.pnn.police.uk


From: Linda Barnett [mailto:[email protected]]

Sent: Wednesday, February 16, 2011 14:48

To: Partridge, Lynda 2091

Cc: Burtenshaw, Elaine 1352


Good afternoon Lynda,

Option 2 looks the better option we cannot accommodate Option 1 unless car parking spaces are utilised and this will not possible.

The dimensions in option 2 only relate to width, no where does it mention the height - I must follow planning's advise that the structure must be no higher than 4m

The shelter will be located in front of some office windows and I do wish to obscure natural light coming into the office.

Can you provide the company name and or website so I can investigate further please?

Thank you

Linda Barnett




The Council Offices

Station Road East

Oxted, Surrey

RH8 0BT

Tel: 01883 732899

Fax: 01883 722015

Mob: 07770346260

[email protected]





To: Linda Barnett



Linda

Can you please confirm the below detail to enable us to order the correct type?

One additional question is the proposed site on tarmac/concrete or earth?

Thank you





From: Terris, John 7571



Subject: Tandridge DC

Lynda

With reference to bicycle lockers at Tandridge BC there are one of two types we can purchase depending on the level of security required i.e will the lockers be in a secure area, if so we would buy the Falcoquarter however if they are in a public area we would buy the Falcosafe.

Could you please find out what the situation is ?

Thanks

John T

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From: Linda BarnettSent: 10 May 2011 16:43To: 'Paula Davies'Subject: Lease queries

Attachments: QUOTE 844.xls; RE: Update Oxted; RE: Tandridge DC bike storageHi Paula,

I have met our solicitor Sue Hadida as discussed earlier.

There are a number of points that require addressing, I thought I would put them in writing to allow you time to digest, and then I call you to discuss.

We require commitment in writing that the police will accept and pay for the purchase and installation of the bike store they agreed as their requirement in the email dated 21/4 from Sgt Simmonds

We require commitment in writing that the police will accept and pay for marking the car parking spaces – attached is an official quote to back up the verbal one supplied to date

o I need this authorised as I need to create a separate plan showing the location of this two items to attach to the lease

It is usual to have a rent review at some point; I suggest that a fair approach would be to review this at the point of the break clause. Previous suggestions are either year 2 or 3 do you have a preference?

It has been usual for all other tenants to pay our solicitors legal costs, I can not provide a quote as it depends upon the time spent. Confirmation to pay the legal cost is required in writing

Who, please supply the name and address of the solicitor who will deal with the Police side

What is the formal address for the Police, we need to name this at the head of the lease

The lift is part of the fixtures and fittings of the building and available for all tenants / occupants to use when required. The police will be using the kitchen, break out and shower facilities on the 2nd floor so I am sure they will be using it from time to time

The heating cannot currently be separated there are no zones, it was verbally agreed that the team would use a portable heater

I have not received a response to Charlie Payne email of 21st April re window locks

I will call you in the morning to discuss.





From: Linda BarnettSent: 10 February 2011 17:22To: [email protected]; [email protected]; [email protected]; Ian Hermanowski; Hilary New; [email protected]: Stuart MitchenallSubject: Notes from yesterday's meeting

Attachments: Notes 9 Feb 11.docGood afternoon everyone,







From: Linda BarnettSent: 24 February 2011 11:18To: Partridge, Lynda 2091Cc: Hilary New; Ian Hermanowski; Stuart Mitchenall; 'Paula Davies'Subject: Police Co-location

Importance: HighGood morning Lynda,

It is only fair to give you a heads up regards other office moves underway at Tandridge, one involves another tenant, I am being pressurised to complete these.

We have discussed your occupation occurring on or around the 31st March, to date I have not received a specification or any written commitment to this requirement, so I am starting to plan and assign dates to the Tandridge projects.

I intend to commit my (yes just me) resource to the following dates and will confirm this with the contractors and tenants by Monday 28th

@ today it looks like I will be committed as follows:- 26 & 27th March 2nd & 3rd April 9th & 10th April

This means I will only be available to assist your occupation before 20th March or after 30TH April (as Easter falls in between)

I look forward to hearing from you at your earliest possible convenience.





From: Linda BarnettSent: 16 February 2011 14:30To: [email protected]; [email protected]; [email protected]: Hilary New; Stuart Mitchenall; Ian HermanowskiSubject: Police co-location at Tandridge

Attachments: licence occupy short-term autoGeneratedWord[1].docGood afternoon,

Lynda as discussed earlier here is a copy of a draft licence for you to purse and comment upon. Obviously the gaps need to be populated, any information you can provide by return will be useful in order to expedite the legal aspect.

The Tandridge Planning team will allow a bike store to be installed without planning permission so long as the dimensions are no higher than 4m or 200cu capacity.

Please let me have a copy of your specification ASAP.

Any queries, please do give me a call.

Thank you.





From: Linda BarnettSent: 28 March 2011 10:51To: 'Paula Davies'Cc: Ian Hermanowski; Stuart Mitchenall; Sue HadidaSubject: Police Lease

Attachments: RE: Accomodating the Police.; Police Groud Floor sq mtr.pdf; doc20110325191243.pdf; Generic Service Level Agreement for all Tenants Feb 11.docGood morning Paula,










From: Linda BarnettSent: 15 March 2011 11:56To: Burtenshaw, Elaine 1352; Gavan, Judy 9563Cc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977; Matthew MitchellSubject: RE: Basic requirements for Oxted Police Post

Attachments: RE: Basic requirements for Oxted Police Post; Police Co-location; RE: Move to Oxted; Basic Requirements list (from Lynda Partridge) 1 3 11.docGood morning Elaine,

Thank you for offering to push this forward but I do not believe another site meeting will be of any value?

What I require is a specification as requested in previous correspondence to Lynda Partridge and summarised in my email of 4th March (attached)

Lynda has sent several emails containing questions:- Bike store Signs CS spray cabinet

I remain positive and do not believe any of the requirements are insurmountable, but I need a clear brief of what is required (a specification which includes quantity sizes etc etc) the list supplied (attached) does not contain any detail and I am not prepared to second guess the Police’s exacting requirements. Once I am in receipt of a written specification I will create an installation plan for the Police to agree.

The occupation date of 31st March did not present me with a problem, @ 24th February I had not received a directive or specification from Lynda so I issued an email to advise that unless I received a directive I would commence other Tandridge projects (attached).

I received an email from Steve Moss yesterday regards technology, he has not contacted our IT manager (Matt Mitchell) to discuss the feasibility – Stuart will respond separately, I’ll forward this information as soon as I am in receipt of it.

A DRAFT discussion only lease was issued to Paula Davis on 23rd February, I’ve heard nothing.

All I require is a written specification and progress can begin, any intervention by you to move this forward will be appreciated.

Thank you.



From: Burtenshaw, Elaine 1352 [mailto:[email protected]] Sent: 15 March 2011 08:37



To: Gavan, Judy 9563; Linda BarnettCc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977Subject: RE: Basic requirements for Oxted Police Post

Colleagues I will try and a pull a meeting together next week - can people let me know their availability next Wednesday and Thursday please Kind regards

Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432







Linda



Apologies for the delayed response, Lynda Partridge is currently on leave. With regard to your first two bullet points - I have referred these back to our Security Manager and will get back to you as soon as possible. Regarding the last bullet point - I will chase our IT lead to make contact. Regarding the remainder of your queries the most pragmatic approach would be to meet with Elaine on site then she can discuss detailed requirements/options and agree a way forward with you. Elaine - would you be able to liase with Linda regarding a further site visit to thrash out the details? I'm sure Lynda Partridge will be happy to come along as well if this would help but i think most of the decisions to be made relate to operational issues. Kind Regards Judy




Good morning Lynda,



































From: Linda BarnettSent: 04 March 2011 11:44To: Partridge, Lynda 2091Cc: Gavan, Judy 9563; Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352; Stuart Mitchenall; Hilary New; Ian HermanowskiSubject: RE: Basic requirements for Oxted Police PostGood morning Lynda,


























From: Linda BarnettSent: 22 March 2011 09:27To: 'Paula Davies'Subject: RE: Basic requirements for Oxted Police Post [BK-BK.FID253255]Hi Paula,

Can you give me a call to discuss please?

I have tried to call you but the number goes through to property lawyers ?

Thank you.



From: Paula Davies [mailto:[email protected]] Sent: 21 March 2011 14:48To: Linda BarnettCc: Partridge, Lynda 2091Subject: RE: Basic requirements for Oxted Police Post [BK-BK.FID253255]

Linda, Apologies for not responding specifically to your 'draft discussion lease'. What I was anticipating was that you and I would be able to agree some Heads of Terms a with the solicitors finalising a lease based on these. From the emails going back and forth, I did not think we have quite reached this point. For my part, the Heads of Terms would incorporate the following- I have included information on some:-

Type of agreement- Lease business tenancy/contracted out leaseLength of term- 5 years. Parties - Tandridge District Council and Surrey Police AuthorityDemise- Part of the ground floor.

Access Rights - To be agreed and shown on planCommon/Shared Areas or Services - To be confirmed and shown on planRent- To be agreed but to be without review.. Parking- To be agreed Cycle Storage - To be agreedService Charge - To be agreed but to be a fixed amount to be increased annually in line with CPI, apart from Business Rates which will be altered in line with the increase/decrease in amount payable..Repair/Decoration/Maintenance liabilities- All landlord Other liabilities/services- cleaning, heating/lighting, water, business rates, utilities, waste disposal, H&S, etc - All landlord



Alienation- Presumably no assignment or subletting ?Alterations- None permitted ?Break option-Tenant on x months notice after x yearsUser- restriction to police office use Works- Cost/responsibility Security/Alarms Costs- each side to bear their own

Just a few additional comments, not necessarily exhaustive:-

1 vi- Why is the term 5 years less one day

1vii- If the permitted hours are unrestricted, they do not need to be mentioned.

1x - No review date

3 e. Are you happy for SPA to assign/sublet?

3 g. The tenant will have no maintenance responsibilities, therefore has no obligation to perform

9 Do you want it to be contracted out?

4th Schedule

1.2. If there are no restrictions it does not need to be mentioned

5th Schedule

1 & 2 If the service charge is fixed and increased annually by inflation, then the clauses as to accounts and reconciliation are superfluous

5th Schedule

2.8.1 Maintenance to include decoration

2.8..2 SPA will be on the ground floor, so should not need to contribute towards the lift

2.8.4 SPA would not be expecting the whole building to be heated. Can the heating be zoned in any way or does additional heating need to be provided out of hours.

Also needs to include Business Rates, all Utilities, Health and Safety Audits and works arising.

6th Schedule- Not required

Hope this helps

Paula



From: Linda Barnett [mailto:[email protected]] Sent: 15 March 2011 11:56To: Burtenshaw, Elaine 1352; Gavan, Judy 9563Cc: Terris, John 7571; Paula Davies; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977; Matthew MitchellSubject: RE: Basic requirements for Oxted Police Post

Good morning Elaine,









Thank you.





From: Burtenshaw, Elaine 1352 [mailto:[email protected]] Sent: 15 March 2011 08:37To: Gavan, Judy 9563; Linda BarnettCc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977Subject: RE: Basic requirements for Oxted Police Post


Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432















Good morning Lynda,






































From: Linda BarnettSent: 13 June 2011 12:56To: 'Paula Davies'Subject: RE: Bike Vault [BK-BK.FID214082]Hi Paula,

The Bike Vault will be delivered tomorrow and installed.

I have asked our Finance team to create an invoice which will be sent direct to John Terris.



From: Paula Davies [mailto:[email protected]] Sent: 03 June 2011 06:11To: Linda BarnettSubject: RE: Bike Vault [BK-BK.FID214082]

Linda, Invoice should go to John Terris at Mount Browne. Do you need the remainder of his address? Paula





From: Linda BarnettSent: 02 June 2011 09:03To: 'Paula Davies'Subject: RE: Bike Vault [BK-BK.FID214082]Hi Paula,

Tandridge have ordered and paid for these items, so I need to issue an invoice from Tandridge to you or the police – my original question.

So who do I issue it to and where do I send it please?

Thank you



From: Paula Davies [mailto:[email protected]] Sent: 02 June 2011 05:39To: Linda BarnettSubject: RE: Bike Vault [BK-BK.FID214082]

Linda, Re invoice- just checking where it needs to go. Paula



From: Linda Barnett [mailto:[email protected]] Sent: 01 June 2011 17:03To: Simmonds, Mike 1977Cc: Austin, Angie Marie 1921; Paula Davies; Ian HermanowskiSubject: Bike Vault




I’ve ordered the Bike Vault today, along with two padlocks – the company (Bike Dock Solutions) have not provided a delivery timeframe, as it’s in stock I guess it should be here in the next 5 – 10 days. The cost is as follows:-The Bike Vault CL3 £470.002 padlocks £ 27.0020% vat £ 99.40Total £596.40 The car parking marking will be completed tomorrow afternoon. Paula, can I issue you, if not you who with the invoice for these items? Thank you





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From: Linda BarnettSent: 01 June 2011 15:51To: 'Simmonds, Mike 1977'Subject: RE: Car ParkHi Mike,

Do you know we are related ? I’ve implied that to the Tandridge staff …….

No harm in a little bit of fun to make the day more bearable



From: Simmonds, Mike 1977 [mailto:[email protected]] Sent: 01 June 2011 15:17To: Linda BarnettCc: Cheeseman, Conrad 12437; Warner, Sarah Louise 1812; Howells, Philip 14277; Barnett, Tristan 40123; Kirsch, William 3698; Hewett, Kelly 14082Subject: RE: Car Park

Hi Linda That's terrific! Just sitting opposite Tristan here at Caterham and have told him. Sarah and Conrad - I know you're based at Ivy Mill but it'll be useful for you to have access to Oxted for the computers and phones. Also, I'm looking at Phil moving over to join Tristan, Bill and Kelly, week commencing Mon 6 June. Thank you. Mike -----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, June 01, 2011 14:35To: _Customer Services; Simmonds, Mike 1977Cc: Civics; Austin, Angie Marie 1921Subject: FW: Car Park

Hi girls,

These are the police officers who will be based here, I have asked for access passes to be created as soon as possible, in the meantime.

The team do not have a base at present can you let them into the building please? as I sure they will need to use the toilet / make a cup of tea etc whilst out on their beat.

Mike, can you ask your team to contact me if they use this offer and I will show them which facilities to use – thank you.





From: Caddick, Nick 12530 [mailto:[email protected]] Sent: 01 June 2011 14:22To: Linda BarnettSubject: RE: Car Park

Linda As requested: Kind regards Nick

Nick CaddickNeighbourhood Communications Officer Telephone: 01483 637427Mobile: 07772 222406 The content of this email is NOT PROTECTIVELY MARKED

-----Original Message-----From: Austin, Angie Marie 1921 Sent: Wednesday, June 01, 2011 14:15To: Caddick, Nick 12530Cc: Simmonds, Mike 1977; '[email protected]'Subject: FW: Car Park

Nick, The email below is purely to let you have contact details for a person who requires email photos of the below officers for our co-location at Tandridge. The Officers are: PCSO Conrad CheesemanPC Sarah WarnerPCSO Phil HowellsPC Tristan BarnettPC Bill KirschPCSO Kelly HewettPS Mike Simmonds Can you oblige.



Many thanks, Angie

Angie Austin, Inspector Tandridge Neighbourhood Policing Team Caterham Police Station

Address: Surrey Police, PO Box 101, Guildford GU1 9BE

Phone number: 0845 1252222 ext 30899

07967 988514

Email: [email protected]

Website: www.surrey.police.uk

Surrey Police – With You, Making Surrey Safer The content of this email is NOT PROTECTIVELY MARKED.

-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, June 01, 2011 10:32To: Austin, Angie Marie 1921; Simmonds, Mike 1977Subject: FW: Car Park

Good morning, FYI I hope you are both well. Can one of you contact me ASAP regards the creation of your access pass cards? I will order the bike store today, and then let you know the delivery / installation timeframe. Thank you.






From: Linda Barnett Sent: 01 June 2011 10:27To: _TDC; '[email protected]'Subject: Car Park Dear colleagues, The police arrival is imminent, they have been allocated two designated car parking spaces for their panda cars, these spaces can no longer be used by Tandridge or Surrey staff. The location of these spaces can be identified on the attached plan (adjacent to the final exit barrier beside the emergency exit door from Planning). The car parking spaces will be marked “reserved” with hatched lines. The line marking will be carried out tomorrow afternoon, if you park in these bays tomorrow, I will ask you to move your car just before 4pm. In advance thank you for your cooperation in this matter. If you have any queries, please contact me. Thank you.



















From: Linda BarnettSent: 23 February 2011 15:10To: Partridge, Lynda 2091Cc: 'Paula Davies'; Terris, John 7571Subject: RE: Copy of a DRAFT leaseHi Lynda,

Sorry no we do not have any secure out buildings. We do have an (padlock) area cordoned off to house some large A/C compressors, but it does not have a roof. At a push we could construct some covering for 2 bikes possibly 3 at a push. Perhaps you, John or Sergeant Mike Simmonds would like view to assess the feasibility?



From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 23 February 2011 13:40To: Linda BarnettCc: 'Paula Davies'; Terris, John 7571Subject: RE: Copy of a DRAFT lease

LindaJust a thought……….Is there any other storage available that we can put the bikes into?It doesn’t need to be purpose built, just cupboard/shed like, but lockable.I’m sure you’ve already considered it but it would save the issues around using any of the car park. Also, I have now confirmed that we do not require a wall to be built within the office. As such I will work on the requirement list today and get back to you.Thank you.Lynda






-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, February 23, 2011 09:27To: [email protected]: Partridge, Lynda 2091; Ian Hermanowski; Hilary NewSubject: Copy of a DRAFT lease Good morning Paula, As discussed the other day, here is a copy of a DRAFT lease, I must emphasise it is a draft and to be used as a discussion document only. Please let me know how you wish to proceed ? I look forward to hearing from you.














From: Linda BarnettSent: 17 February 2011 14:44To: Partridge, Lynda 2091Cc: Dodds, Mike 3386; Burtenshaw, Elaine 1352Subject: RE: CS spray cabinetGood afternoon Lynda,

Can you provide the police risk assessment and data sheet so that I can suggest a suitable place to house this cabinet?

By implication saying that it must not be stored within your office area – I would be unhappy for it to be stored within our either. I need more information and guidance on your current procedures.

I note from the Internet that Gloucestershire constabulary allow their canisters to be stored in lockers.

Thank you



From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 17 February 2011 11:46To: Linda BarnettCc: Dodds, Mike 3386; Burtenshaw, Elaine 1352Subject: CS spray cabinet

LindaThe size of the CS spray cabinet to house up to 5 units is- 787 x 102 x 76. They need to be fitted to a solid wall and not within the office space in case of leakage. Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk









From: Linda BarnettSent: 17 February 2011 10:09To: Partridge, Lynda 2091Subject: RE: Example of signGood morning,

Can you indicate your preferred site please, so I can supply you with some dimensions?

thank you



From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 17 February 2011 09:48To: Linda BarnettSubject: RE: Example of sign

LindaI have confirmed that this will not be a problem and we can clearly move in and wait for the sign. It will not require illumination.Thank youLynda




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, February 16, 2011 17:24To: Partridge, Lynda 2091Subject: RE: Example of sign Good afternoon Lynda,



I have taken some photographs of the building showing the outside space that might be suitable to house the Police sign; I trust that it is a static sign that does not require illumination? I have drawn a red outline to indicate where a sign might be positioned (see attached). The available space and therefore indicate the size sign will be dependant upon your choice. It is likely that we will require Planning permission, this could hold up the installation – are you happy to take occupation and install the sign at a later date? I look forward to hearing from you. Thank you.



From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 16 February 2011 13:55To: Linda BarnettSubject: Example of sign

LindaHere is an example of the type of sign we would like to put outside your building.



We will get a tougher weather proof version produced but this is to give you an idea.Do you have any thoughts?Lynda Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk
















From: Linda BarnettSent: 16 February 2011 17:24To: Partridge, Lynda 2091Subject: RE: Example of sign

Attachments: doc20110216172919.pdfGood afternoon Lynda,

I have taken some photographs of the building showing the outside space that might be suitable to house the Police sign; I trust that it is a static sign that does not require illumination?

I have drawn a red outline to indicate where a sign might be positioned (see attached).

The available space and therefore indicate the size sign will be dependant upon your choice.

It is likely that we will require Planning permission, this could hold up the installation – are you happy to take occupation and install the sign at a later date?


Thank you.






LindaHere is an example of the type of sign we would like to put outside your building.We will get a tougher weather proof version produced but this is to give you an idea.Do you have any thoughts?Lynda Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk






_____________________________________________________________________


From: Linda BarnettSent: 25 May 2011 16:48To: 'Paula Davies'Cc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Good afternoon Paula,











From: Paula Davies Sent: 25 May 2011 08:56To: 'Stuart Mitchenall'; Sue HadidaCc: Ian Hermanowski; Linda Barnett










Regards

Stuart




Sue,




Apologies for the delay in replying. I am just waiting to hear on the date but was not aware of a change form the 27th. On H&S, I think I can probably only reiterate my earlier comments in that SPA will do all that is necessary to deal with its own demise (PAT testing, risk assessments etc) but would expect H&S issues (and any action necessary) which arise relating to the whole building, common areas and common services to be part of the landlord's function and included within the agreed charge. I hope this makes sense and provides a workable solution. Regards Paula




Paula






Regards

Tandridge District CouncilThe Council OfficesStation Road EastOxted,SurreyRH8 0BT Tel: 01883 732752Fax: 01883 722015





Paula








Regards

Stuart Mitchenall












Hi Paula,





The Police owe a legal duty of care to their staff, and as such must conduct their own risk assessments and manage their staff’s welfare. We would expect that any issues (accident reporting) are communicated to TDC for joint action / resolution, but the liability cannot be discharged. We would expect someone to represent the Police at TDC’s H&S committee meetings. TDC carry out fire alarm testing, electrical testing which YES does cover all aspects of the building. TDC conduct PAT testing but it DOES NOT include equipment owned or supplied by tenants, unless we are specifically requested to do so and if that is the case a recharge will be made via the

Service Charge, I would expect to receive evidence of this testing to ensure that the building integrity is upheld.












Dear Ms Davies
















Regards


Sue HadidaSenior LawyerLegal Services


[email protected]















From: Linda BarnettSent: 25 May 2011 10:42To: 'Paula Davies'Subject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

Importance: HighHi Paula,

I have been experiencing quite a few problems with my email.

The IT department have asked that you forward a copy of the bounced report you received please so they can investigate further

Thank you








All,



SPA would still like to move in (albeit possibly not everyone and without IT). If that is OK, I assume detailed arrangements can be sorted locally. Paula






Regards

Stuart




Sue, Apologies for the delay in replying. I am just waiting to hear on the date but was not aware of a change form the 27th.




On H&S, I think I can probably only reiterate my earlier comments in that SPA will do all that is necessary to deal with its own demise (PAT testing, risk assessments etc) but would expect H&S issues (and any action necessary) which arise relating to the whole building, common areas and common services to be part of the landlord's function and included within the agreed charge. I hope this makes sense and provides a workable solution. Regards Paula




Paula






Regards






Paula








Regards

Stuart Mitchenall




Linda,




Apologies. I had forgotten those items mentioned by you. I have no objections to them being included as a 'service charge'. My main concern was that day to day services supplied by the landlord (such as utilities, repairs decs, cleaning, waster disposal etc) were adequately covered. H&S. Naturally SPA would have regard to H&S issues within their demise and would carry out PAT testing. However, I would not expect them to deal with wider H&S matters affecting the whole building, external areas, common parts or shared services. Hope this helps. Paula




Hi Paula,














From: Sue Hadida [mailto:[email protected]] Sent: 16 May 2011 14:24To: Paula Davies



Cc: Linda BarnettSubject: Lease of part of the ground floor of the Council Offices, Oxted

Dear Ms Davies
















Regards

















From: Linda BarnettSent: 19 May 2011 10:47To: 'Paula Davies'Cc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]Hi Paula,

















Dear Ms Davies






on plan











Regards









From: Linda BarnettSent: 14 April 2011 15:28To: 'Simmonds, Mike 1977'Subject: RE: Locker dimensionsHi Mike,

There is plenty of room to fit all 7 along the wall behind the door.

Have a good weekend.



From: Simmonds, Mike 1977 [mailto:[email protected]] Sent: 14 April 2011 12:06To: Linda BarnettSubject: Locker dimensions

Hi Linda As promised, dimensions of the lockers. We have mixed bag of lockers but I'm going with the version we have here at Caterham: Height: 180.00 cm Width: 30.50 cm Depth: 45.50 cm Including me (although mine could be kept in the office) we'll bring sufficient for 7 officers. Regards Mike Mike SimmondsSergeant 1977Tandridge Safer Neighbourhood TeamInternal extension: 31441Switchboard: 0845 125 2222 The content of this email is NOT PROTECTIVELY MARKED

Information about this E-mailThis email and any files or attachments with it are intended solely for the use of the individual(s) or



organisation(s) to whom it is addressed.





From: Linda BarnettSent: 25 February 2011 09:02To: Partridge, Lynda 2091Cc: Terris, John 7571; Gavan, Judy 9563Subject: RE: Move to OxtedGood morning Lynda,

I think that you have taken my message out of context.

It does not say that I cannot achieve your indicated date of 31st March, I was merely giving you a heads up that I have other pressures on my time and I need to start to allocate it.

If you come back today with a solid requirement I will take your needs first, but it not I will have to start planning my time towards these other projects.

Please do not take my message to mean that I cannot accommodate your request I am merely trying to plan my time effectively.




From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 24 February 2011 17:15To: Linda BarnettCc: Terris, John 7571; Gavan, Judy 9563Subject: Move to Oxted

LindaIn view of the fact that the licence has now changed to a lease and other factors surrounding your own availability; I think we need to be realistic and accept that the end of March is not achievable. Obviously we are keen to move in as soon as we can and will progress things with you as they develop. Just to confirm we do not require a wall to be built and are keen to be as open plan with our partners as buildings allow. I will be in touch next week. Thank youLynda Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG.










From: Linda BarnettSent: 21 February 2011 08:56To: Simmonds, Mike 1977Subject: RE: Notes from yesterday's meetingHi Mike,

That sounds like a good plan. I only have the odd day off, so I am sure we can arrange something to suit your shift patterns.

Progress is subject to my receipt of a requirements schedule from Lynda Partridge, only questions to date.

Have a good break.

Regards Linda



From: Simmonds, Mike 1977 [mailto:[email protected]] Sent: 19 February 2011 22:54To: Linda BarnettSubject: RE: Notes from yesterday's meeting

Hi Linda Thanks for the copy and it was good to spend some time with you sorting out the practical stuff! I'm working a short week commencing Mon 21st Feb and then annual leave the following week, so if it's OK with you I'll contact you on my return on Tue 8th March and maybe arrange a time to bring the Oxted team over so that they can see the space and have some input. Kind regards Mike Mike Simmonds Sergeant 1977 Tandridge Safer Neighbourhood Team Internal extension: 31441 Switchboard: 0845 125 2222 The content of this email is NOT PROTECTIVELY MARKED -----Original Message-----From: Linda Barnett [mailto:[email protected]]



Sent: Thursday, February 10, 2011 17:22To: Burtenshaw, Elaine 1352; Moss, Steven 11592; [email protected]; Ian Hermanowski; Hilary New; Simmonds, Mike 1977Cc: Stuart MitchenallSubject: Notes from yesterday's meeting

















From: Linda BarnettSent: 27 May 2011 15:59To: 'Craft-Wren, Carol 13782'Subject: RE: Oxted area Police officersGood afternoon Carol,

Can you let me have a copy the police logo so this can be added to the id card.

The department who create the cards seem happy that photographs are taken when the staff are here as I am conscious that they will work different shift patterns.


Thank you.



From: Craft-Wren, Carol 13782 [mailto:[email protected]]

Sent: 27 May 2011 11:03To: Linda BarnettSubject: Oxted area Police officersImportance: High

Linda, I have been asked by Inspector Austin to forward you the names of the Oxted area officers, they are:- Sgt Mike SimmondsPC Tristan BarnettPC Bill KirschPC Sarah WarnerPCSO Conrad CheesemanPCSO Philip HowellsPCSO Kelley Hewett If you require any further information please do not hesitate to contact me, Kind regards Carol 13782 Carol Craft-WrenNeighbourhood Team Co-ordinatorTandridge TeamSurrey Police



0845 1252222( Ext 36887)Direct Dial 01483 636887 [email protected] Caterham Police StationP.O. BOX 101 GuildfordSurrey GU1 9PEwww.surrey.police.uk Surrey Police - With You, Making Surrey Safer The content of this e-mail isRESTRICTED






From: Linda BarnettSent: 20 April 2011 13:59To: 'Davis, Nigel 11340'Subject: RE: Oxted data cabinet install Surrey Police/N Davis SEC DatacomThank you



From: Davis, Nigel 11340 [mailto:[email protected]] Sent: 20 April 2011 12:30To: Linda BarnettCc: Matthew Mitchell; Martin Gubby; Roohani, Hyder 10284; Moss, Steven 11592Subject: RE: Oxted data cabinet install Surrey Police/N Davis SEC Datacom

Linda,Thanks for that will print off and speak to Matt ref the issues below in the ideal world I would of surveyed and supplied site specific info so I am going with the info as passed on by Surrey Police.I will be the only person installing on that day so will comply with the below and re risk assess when thereAny changes call as I am off end of play today.ThanksNig SEC 07767 851469From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, April 20, 2011 10:23To: Davis, Nigel 11340Cc: Matthew Mitchell; Martin GubbySubject: RE: Oxted data cabinet install Surrey Police/N Davis SEC Datacom

Good morning Nigel,































From: Linda BarnettSent: 20 April 2011 10:23To: 'Davis, Nigel 11340'Cc: Matthew Mitchell; Martin GubbySubject: RE: Oxted data cabinet install Surrey Police/N Davis SEC DatacomGood morning Nigel,














Linda,Would help if I put the email address in correctly.!, re emailed.Nig SEC _____________________________________________From: Davis, Nigel 11340



Sent: Tuesday, April 19, 2011 15:46To: '[email protected]'Cc: Moss, Steven 11592; Roohani, Hyder 10284; Nigel Davis ([email protected])Subject: Oxted data cabinet install Surrey Police/N Davis SEC Datacom Linda,Attached H&S stuff which is generic longer term jobs that have been surveyed are normally specific.Whilst on site we will do an IPP (Injury prevention Process ) which will be more site specific as I have not seen the building.Any queries call me as it will be my last day this week on the Surrey Police on a training course the Thursday.Arranged to see M Mitchell at 11.00am 26th April to install the data cabinet (can you CC him in if possible).Lastly we if OK with yourselves need a fused spur off the local ring main power with 6mmm earth or supplementary bond I can supply and Minor works certificate if needed.If there is an issue I can temp power the cabinet then another installs and connect the power ready for BT. Nigel Davis SEC 07767 851469






From: Linda BarnettSent: 04 April 2011 11:03To: 'Paula Davies'Cc: Ian Hermanowski; Stuart Mitchenall; Sue HadidaSubject: RE: Police LeaseGood morning Paula,

I have just spoken to Inspector Angie Austin, we will have a local site meeting this Thursday to agree their specific requirements.

The transition from this meeting to achieving a moving in date should be swift.

We urgently need to meet to discuss the rent, service charge and lease? Can you please contact me at your earliest convenience to arrange a mutually suitable date and time.





Good morning Paula,






Tandridge District CouncilLinda BarnettFacilities/Health & Safety Manager



The Council OfficesStation Road EastOxted,SurreyRH8 0BT Tel: 01883 732899Fax: 01883 722015www.tandridge.gov.uk




From: Linda BarnettSent: 13 April 2011 11:56To: 'Paula Davies'Subject: RE: Police Lease [BK-BK.FID253255]

Attachments: RE: Surrey Police - Move to TDC Offices, OxtedHi Paula,

Please see progress and response I’ve just issued to Inspector Austin and Judy Gavin.

Hopefully this answers your question.



From: Paula Davies [mailto:[email protected]] Sent: 13 April 2011 11:40To: Linda BarnettSubject: RE: Police Lease [BK-BK.FID253255]

Linda, Thank you very much. I will run the figures through on that basis. Has the position of the parking/cycle racks been resolved? Regards Paula



From: Linda Barnett [mailto:[email protected]] Sent: 13 April 2011 10:25To: Paula DaviesSubject: RE: Police Lease [BK-BK.FID253255]

Good morning Paula,



The exact size of the store room is:-6.5 sq mtrs or 70 sq ft

Yes we will continue to use this room to collect the post from the post box but it should not present a problem with the use of the room as the area where the box is located could no be used to house any fixtures and fitting because of the proximity the radiator and window.

Please let me know if I can of any further assistance, I look forward to hearing from you as I know the local team are keen to occupy.

Thank you.




Linda, Just a follow up to this. My only other query relates to floor area. My floor area of the main area is 32.54 sq m (350 sq ft) but I have the other room much smaller at 6.2 sqm (67 sq ft)- probably including some allowance for the post area. Would you be able to check this one again. As discussed you confirmed that your charge is inclusive of all basic outgoings, heat, light, water, Business Rates, cleaning etc. We also thought that it was unlikely that any of your service charge items would apply- certainly in the short term. I will take a look at the figure suggested and get back to you. Regards Paula





From: Linda Barnett [mailto:[email protected]] Sent: 28 March 2011 10:51To: Paula DaviesCc: Ian Hermanowski; Stuart Mitchenall; Sue HadidaSubject: Police Lease

Good morning Paula,










Although Bruton Knowles believes this email and any attachment are free of virus or other defect which might affect your system it is your responsibility to ensure that this is so. Bruton Knowles accepts no liability for any loss or damage caused in any



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From: Linda BarnettSent: 13 April 2011 10:25To: 'Paula Davies'Subject: RE: Police Lease [BK-BK.FID253255]Good morning Paula,




Thank you.










Good morning Paula,









DisclaimerThe information in this email is only for the recipients named above and is confidential. It may also be subject to legal privilege.



If you are not an intended recipient you must not use, copy, or disseminate it and you should notify Bruton Knowles of your receipt of it immediately by email or telephone and delete it from your system.


From: Linda BarnettSent: 13 April 2011 11:48To: 'Austin, Angie Marie 1921'Cc: Gavan, Judy 9563; Simmonds, Mike 1977; Stuart MitchenallSubject: RE: Surrey Police - Move to TDC Offices, Oxted

Attachments: doc20110413112456.pdf; SKMBT_C36011040514051.pdfGood morning Angie,

I have no problem with the cabinet and cabling being installed ASAP, all I ask is that someone tells me when the team will arrive as it is important that a member of the Tandridge IT team are here at the same time to oversee and provide advise if any issues arise.

Here is a copy of the floor plan, the tables, cabinets are not to scale.

I have arranged for the electric sockets and perimeter trunking to be installed next week, the blue line on the plan indicates the location. Logically and to prevent trailing cables the desks need to be located adjacent to the sockets (IT can install their network cabling into this trunking as outlets will be supplied adjacent to the power sockets). I believe the IT hub will be located near the yellow cross.

Just in case anyone asks the water machine contains a cut off value so if it fails there is no risk of a massive flood, however I suggest that from a risk management perspective the IT hub box should be located on the wall above floor level.

The water machine can be moved to the location marked with a red cross if required.

I attach a copy of the quote for the installation of a wall, the red line on the plan merely indicates the demarcation area, at present the area remains open plan.

I will forward the quotes for the car park marking along with options for the bike store as soon as I have obtained the information.

I will back in obtaining a quote for the window locks until a steer is received from your HQ; there are 67 windows on the ground floor that will require a lock.

Please do give me a call if you need to discuss anything further.



From: Austin, Angie Marie 1921 [mailto:[email protected]] Sent: 12 April 2011 17:07To: Linda BarnettCc: Gavan, Judy 9563; Simmonds, Mike 1977Subject: Surrey Police - Move to TDC Offices, Oxted

Linda,



My apologies (my mistake/misunderstanding) - further to the last, the BT order went in a month ago - hopefully it will not be too much longer. Would you be amenable to us getting a cabinet and cabling in ahead of this? If so - do you have a floor plan to show where the desks are as IT need this from us? Regards, Angie Angie Austin, Inspector Tandridge Neighbourhood Policing TeamCaterham Police Station Address: Surrey Police, PO Box 101, Guildford GU1 9BE Phone number: 0845 1252222 ext 30899 07967 988514Email: [email protected]: www.surrey.police.uk Surrey Police – With You, Making Surrey SaferThe content of this email is NOT PROTECTIVELY MARKED.







From: Linda BarnettSent: 29 March 2011 09:33To: 'Moss, Steven 11592'Cc: Matthew Mitchell; Ian HermanowskiSubject: RE: Surrey Police Co-location IT Visit 30/03/11 1:30pm ???.....Good morning Steven,

I shall be out of the office tomorrow, however on this topic it is best that you see the IT Manager (Matt Mitchell) who is available and will look forward to seeing you on Wednesday.

Please ask for Matt when you arrive in reception.

Thank you



From: Moss, Steven 11592 [mailto:[email protected]] Sent: 28 March 2011 15:12To: Linda BarnettSubject: Surrey Police Co-location IT Visit 30/03/11 1:30pm ???.....

Linda Would it be possible to visit your site on Wednesday 30th March at approximately 1:30pm to briefly discuss the BT Circuit location and cabling within your building? We may need your It Manager on site to discuss possibilities for comms cabinet location. Regards Steven Moss -----Original Message-----

From: Moss, Steven 11592 Sent: Monday, March 14, 2011 14:25To: '[email protected]'Cc: Partridge, Lynda 2091; Gavan, Judy 9563Subject: Surrey Police Co-location IT Installation.....

Linda As discussed at the Tandridge District Council Office Co-location Meeting on the 9th February Surrey Police plan to install a BT Broadband Circuit to Support 3 PCs, 3 Phones and a Printer. An order has been placed with BT for the circuit but we do not currently have a date for installation.The route for the circuit within the building will need to be discussed and confirmed with the BT engineers when they visit site to carry out the installation, BT planners do not carry out site surveys for Broadband Circuits as they currently normally operate over standard copper pairs.



Prior to the installation of the BT Circuit SEC (SEC are cabling contractors to Surrey Police) will visit site to install a wall mounted Comms Cabinet within the proposed Surrey Police office area which will house the BT Termination unit and a Router. While on site SEC will also install Cat5e Cabling from the Surrey Police Comms Cabinet to the proposed Surrey Police Desk positions. Please do not hesitate to contact me if you require any additional information regarding the planned Surrey Police IT Installation. Regards Steven MossSenior Systems AdministratorICT Network ControlSurrey Police Tel: 01483 638103 [email protected]






From: Linda Barnett










Thank you

Linda Barnett




The Council Offices

Station Road East

Oxted, Surrey

RH8 0BT

Tel: 01883 732899

Fax: 01883 722015

Mob: 07770346260

[email protected]





To: Linda Barnett



Linda



Thank you









Lynda



Thanks

John T







_____________________________________________________________________


From: Linda Barnett





Good morning Lynda,

Pedestrians have free access in and around the whole building.

Technically the car park is secure for vehicles when the barriers are down, it is council policy to allow the public to use the car park after 6pm Monday to Friday up to 6am the following day and all day Saturday and Sunday, on these times the whole area surrounding the building is unsecured.

If option 1 is your preference, I will need to discuss the feasibility of allowing the you to have more than the (currently agreed) 2 dedicated car parking spaces.

I presume the each shelter in option 1 can house more than 1 bike; it would be useful to know how many of these shelters you would like so I can pace out how many car parking spaces will be involved.

I look forward to hearing from you and then I will take your request to my manager.

Thank you.

Linda Barnett




The Council Offices

Station Road East

Oxted, Surrey

RH8 0BT

Tel: 01883 732899

Fax: 01883 722015

Mob: 07770346260

[email protected]





To: Linda Barnett



Linda




Lynda















Thank you

Linda Barnett




The Council Offices

Station Road East

Oxted, Surrey

RH8 0BT

Tel: 01883 732899

Fax: 01883 722015

Mob: 07770346260

[email protected]





To: Linda Barnett



Linda



Thank you









Lynda



Thanks

John T







_____________________________________________________________________




_____________________________________________________________________






_____________________________________________________________________


From: Linda BarnettSent: 11 April 2011 10:34To: '[email protected]'Subject: Summary of our meeting on Friday

Attachments: police.doc; SKMBT_C36011040514051.pdfGood morning Mike,

Here is a summary from our meeting on Friday, does this reflect our discussion? If I have forgotten anything or miss quoted anything do let me know and I’ll amend.

Once we agree I’ll send of to Paula Davis, Judy Gavin, Lynda Partridge and Angie Austin.

Following the weekend office moves I’ve placed 4 desks and 4 cupboards into the area ready for your occupation.






From: Linda BarnettSent: 25 January 2011 17:12To: [email protected]: Stuart Mitchenall; Hilary New

Attachments: ground floor up to date layout Aug 10.pdf; doc20110125170304.pdfGood afternoon Judy,

It was good to meet you today and gain a clearer understanding of your requirements.

As promised here is a copy of the floor plan. I attach a pdf version as well as a scanned version which shows the proposed location in relation to the whole ground floor.

There are plenty of options to house a secure bike store and CS gas cupboard within the outer ring of the building; the attached plan provides a helicopter view which indicates how the building resides in relation to the road access and car park.

If I can be of any assistance, please do not hesitate to give me a call.

In the meantime I will look forward to our next meeting which I have no doubt will be more detailed.

Regards

Linda





From: Linda BarnettSent: 21 April 2011 12:11To: 'Paula Davies'; '[email protected]'; '[email protected]'Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian HermanowskiSubject: Update

Attachments: Window Locks UPVC Wood and Metal Window Locks Chubb Yale ERA.HTM; doc20110421112028.pdf; SKMBT_C36011040514051.pdfGood morning Paula,















Implementing new zones will be a challenge (although not impossible) as the police team need to access large parts of the building, any new zones will be complex segregation, the more complex the system the higher the risk of false activation caused by movement around

the building. Extra zones will be expensive to implement (several thousand), making the existing set up work should be an easier solution.


Thank you.






From: Partridge, Lynda 2091 [[email protected]]Sent: 01 March 2011 16:02To: Linda BarnettCc: Gavan, Judy 9563; Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352Subject: Basic requirements for Oxted Police Post

Attachments: Basic Requirements for Police Post Oxted Tandridge District Council.docLindaHere is the list detailing our basic requirements for the office at Tandridge. Please let me know if you need any more information Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk







From: Partridge, Lynda 2091 [[email protected]]Sent: 17 February 2011 11:46To: Linda BarnettCc: Dodds, Mike 3386; Burtenshaw, Elaine 1352Subject: CS spray cabinetLindaThe size of the CS spray cabinet to house up to 5 units is- 787 x 102 x 76. They need to be fitted to a solid wall and not within the office space in case of leakage. Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk







From: Partridge, Lynda 2091 [[email protected]]Sent: 16 February 2011 13:55To: Linda BarnettSubject: Example of sign








From: Hilary NewSent: 16 December 2010 13:07To: 'Burtenshaw, Elaine 1352'Cc: Hilary New; Stuart Mitchenall; Linda BarnettSubject: FW: Accomodating the Police.From: Stuart Mitchenall Sent: 16 December 2010 13:03To: Hilary NewCc: Linda BarnettSubject: RE: Accomodating the Police. Dear Elaine Following our recent meet to look at accommodating the Oxted Police presence at Tandridge’s Council Offices, we would be keen to move ahead with a view to providing for the seven officers and two cars discussed. How much detail do you need to take this forward? As a first step I would first need to establish the basis of the accommodation, so that we may advise a letting rate. The latest valuation of space, carried out in 2008, priced storage at £6 sq foot and office space at £18psf (equivalent in my calculation to £64.50 and £193.75 per sq mtr). We have not previously let car park space on a similar basis, so we would need to establish a figure for this. My initial impression is that if we were accommodating a small team, then the servicing of their requirements would be managed by yourselves (furniture, technology, etc) rather than Tandridge, and as such we would need to establish an arrangement based on accommodation area and reservation of car parking space. Do you wish to move forward to establish the area you require and hence the accommodation rental charge? Regards Stuart






From: Austin, Angie Marie 1921 [[email protected]]Sent: 01 June 2011 14:15To: Caddick, Nick 12530Cc: Simmonds, Mike 1977; Linda BarnettSubject: FW: Car Park

Attachments: doc20110531111610.pdfNick, The email below is purely to let you have contact details for a person who requires email photos of the below officers for our co-location at Tandridge. The Officers are: PCSO Conrad CheesemanPC Sarah WarnerPCSO Phil HowellsPC Tristan BarnettPC Bill KirschPCSO Kelly HewettPS Mike Simmonds Can you oblige. Many thanks, Angie



Phone number: 0845 1252222 ext 30899

07967 988514









From: Linda Barnett Sent: 01 June 2011 10:27To: _TDC; '[email protected]'Subject: Car Park Dear colleagues, The police arrival is imminent, they have been allocated two designated car parking spaces for their panda cars, these spaces can no longer be used by Tandridge or Surrey staff. The location of these spaces can be identified on the attached plan (adjacent to the final exit barrier beside the emergency exit door from Planning). The car parking spaces will be marked “reserved” with hatched lines. The line marking will be carried out tomorrow afternoon, if you park in these bays tomorrow, I will ask you to move your car just before 4pm. In advance thank you for your cooperation in this matter. If you have any queries, please contact me. Thank you.

Tandridge District CouncilThe Council OfficesStation Road EastOxted,SurreyRH8 0BT Tel: 01883 732899





Fax: 01883 722015www.tandridge.gov.uk











From: Partridge, Lynda 2091 [[email protected]]Sent: 23 February 2011 15:21To: Simmonds, Mike 1977Cc: Linda BarnettSubject: FW: Copy of a DRAFT leaseMikeCould you please explore the feasibility of this space for the bikes?The alternative purpose built storage, means taking up some of the precious car parking space which becomes both expensive and unpopular. I would be grateful for your comments.Lynda




-----Original Message-----From: Terris, John 7571 Sent: Wednesday, February 23, 2011 15:14To: Partridge, Lynda 2091Subject: FW: Copy of a DRAFT lease Lynda Could we ask Sgt Simmonds to have a look ? John T -----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, February 23, 2011 15:10To: Partridge, Lynda 2091Cc: 'Paula Davies'; Terris, John 7571Subject: RE: Copy of a DRAFT lease

Hi Lynda, Sorry no we do not have any secure out buildings. We do have an (padlock) area cordoned off to house some large A/C compressors, but it does not have a roof. At a push we could construct some covering for 2 bikes possibly 3 at a push. Perhaps you, John or Sergeant Mike Simmonds would like view to assess the feasibility?



From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 23 February 2011 13:40To: Linda BarnettCc: 'Paula Davies'; Terris, John 7571Subject: RE: Copy of a DRAFT lease LindaJust a thought……….Is there any other storage available that we can put the bikes into?It doesn’t need to be purpose built, just cupboard/shed like, but lockable.I’m sure you’ve already considered it but it would save the issues around using any of the car park. Also, I have now confirmed that we do not require a wall to be built within the office. As such I will work on the requirement list today and get back to you.Thank you.Lynda




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, February 23, 2011 09:27To: [email protected]: Partridge, Lynda 2091; Ian Hermanowski; Hilary NewSubject: Copy of a DRAFT lease Good morning Paula, As discussed the other day, here is a copy of a DRAFT lease, I must emphasise it is a draft and to be used as a discussion document only.



Please let me know how you wish to proceed ? I look forward to hearing from you.





















From: Paula Davies [[email protected]]Sent: 27 May 2011 16:27To: Linda BarnettSubject: FW: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Still having problems with your email. Paula



From: Paula Davies Sent: 27 May 2011 16:21To: 'Sue Hadida'Cc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

Sue, Thanks for that. Any draft documentation should go to Richard Goldsworthy. Regards Paula




From: Sue Hadida [mailto:[email protected]] Sent: 27 May 2011 15:15To: Paula DaviesCc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]




Regards










Subject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255] (TDC: SH/1400/27)

Paula






Regards




Paula










Regards

Stuart Mitchenall







From: Linda Barnett [mailto:[email protected]] Sent: 19 May 2011 10:47




To: Paula DaviesCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]

Hi Paula,












Sue,



Thanks for this. Just a couple of points. Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that. As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area. Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it. Regards Paula. Paula Davies BSC FRICS Registered Valuer



Dear Ms Davies







and meeting rooms as designated on plan










Regards

















From: Paula Davies [[email protected]]Sent: 25 May 2011 08:59To: Linda BarnettSubject: FW: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]I got a bounce back on your copy. Hope this arrives. Paula











Regards

Stuart











Paula






Regards




Paula










Regards

Stuart Mitchenall







From: Linda Barnett [mailto:[email protected]] Sent: 19 May 2011 10:47To: Paula DaviesCc: Sue Hadida; Ian Hermanowski; Stuart Mitchenall





Hi Paula,












Sue, Thanks for this. Just a couple of points.



Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that. As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area. Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it. Regards Paula. Paula Davies BSC FRICS Registered Valuer



Dear Ms Davies








shown on plan









Regards

















From: Austin, Angie Marie 1921 [[email protected]]Sent: 12 April 2011 16:24To: Gavan, Judy 9563Cc: Linda BarnettSubject: FW: Move to TDCJudy, I have essentially answered the below issues. As discussed I will email Linda separately in respect of a 'holding' email to say that we are progressing, and that issues at the moment are just the finer detail we require in order to get this to legally agreed documents. Regards, Angie Angie Austin, Inspector Tandridge Neighbourhood Policing TeamCaterham Police Station Address: Surrey Police, PO Box 101, Guildford GU1 9BE Phone number: 0845 1252222 ext 30899 07967 988514Email: [email protected]: www.surrey.police.uk Surrey Police – With You, Making Surrey SaferThe content of this email is NOT PROTECTIVELY MARKED. -----Original Message-----

From: Simmonds, Mike 1977 Sent: Friday, April 08, 2011 17:40To: Austin, Angie Marie 1921Subject: Move to TDC

Ma'am I discussed a range of things with Linda and we tried to get as much detail resolved as possible. Some bullet points: 1. Linda has some spare desks and book cases, so rather than incur additional cost moving our own furniture, she's happy to provide these. AGREED. 2. I've agreed that we will supply our own office chairs, as we have a surplus here at Caterham. AGREED. 3. The location/number of power sockets was discussed (and hopefully resolved). NO ISSUE. 4. A drinking water unit will be left in the 'police area' for officers (and TDC staff) to use. If this becomes an issue, Linda is happy to provide another unit for TDC staff and locate it elsewhere on the ground floor. A SHARED UNIT IS SUFFICIENT.


5. I will provide Linda with the dimensions of our lockers so that she can confirm that the room on the opposite side of Reception is large enough. If it's still there, I believe I can get the CS storage unit from Lingfield and arrange for that to be fitted (I'll speak to Lorna/Del). EARLY UPDATE REQUESTED IF EXTRA ROOM IS NEEDED AS THIS MAY AFFECT COSTING. 6. Window locks are still an issue as TDC don't know how rigid HQ will be about it (ie what British Standard they're after). We walked the ground floor and in theory we could be looking at approx 50 locks in order to secure the whole area (all because of the 'no walls' policy). FOLLOWING DISCUSSION, JUDY GAVAN CHECKING WITH SECURITY/PSD AS TO NECESSITY FOR THESE LOCKS. 7. Linda will look at a simple bike storage canopy and provide me with costings/options. AWAIT COSTING. To clarify what Linda is looking for from HQ: she'd appreciate a brief email stating that 'in principle' (with no legal obligation/commitment) SurPol is happy with the outline figure TDC have suggested for rent. I WILL UPDATE LINDA VIA SEPARATE EMAIL, COPYING IN JUDY. Also, she'd appreciate confirmation of a date for the BT cabling/ITC installation work too. THIS WILL BE DONE WHEN LEASE PREPARED AND OFFICIAL GO-AHEAD GIVEN. Regards Mike Mike SimmondsSergeant 1977Tandridge Safer Neighbourhood TeamInternal extension: 31441Switchboard: 0845 125 2222 The content of this email is NOT PROTECTIVELY MARKED






Subject: FW: Oxted co-location meetingLocation: Tandridge Council Offices, Oxted

Start: Tue 25/01/2011 14:30End: Tue 25/01/2011 15:30Show Time As: Tentative

Recurrence: (none)


_____________________________________________From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 19 January 2011 16:13To: Partridge, Lynda 2091; Gavan, Judy 9563; Burtenshaw, Elaine 1352; Stuart

Mitchenall; Goodridge, Matthew 1599; Hilary NewSubject: Updated: Oxted co-location meetingWhen: 25 January 2011 14:30-15:30 (GMT) Greenwich Mean Time : Dublin, Edinburgh,

Lisbon, London.Where: Tandridge Council Offices, Oxted

I have also sent this to Hilary New at Tandridge, can you please confirm which of you or if both of you will be attending and which of you is the right person to contact in relation to this project?Thank you againLynda Partridge StuartI have been given your details to contact with regard to Surrey Police and staff moving into your office space at Oxted.I have invited a group to attend an initial discussion meeting in order that we progress the matter with you.Can you please confirm that this time and date suits and that we can meet at the council offices in order to view the space available to us? Thank you Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk



If you have received this email in error please notify the sender and delete it including any files or

attachments from your e-mail account or computer.




Subject: FW: Oxted co-location meetingLocation: Tandridge Council Offices, Oxted

Start: Tue 25/01/2011 14:30End: Tue 25/01/2011 15:30Show Time As: Tentative

Recurrence: (none)


_____________________________________________From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 19 January 2011 16:13To: Partridge, Lynda 2091; Gavan, Judy 9563; Burtenshaw, Elaine 1352; Stuart

Mitchenall; Goodridge, Matthew 1599; Hilary NewSubject: Updated: Oxted co-location meetingWhen: 25 January 2011 14:30-15:30 (GMT) Greenwich Mean Time : Dublin, Edinburgh,

Lisbon, London.Where: Tandridge Council Offices, Oxted

I have also sent this to Hilary New at Tandridge, can you please confirm which of you or if both of you will be attending and which of you is the right person to contact in relation to this project?Thank you againLynda Partridge StuartI have been given your details to contact with regard to Surrey Police and staff moving into your office space at Oxted.I have invited a group to attend an initial discussion meeting in order that we progress the matter with you.Can you please confirm that this time and date suits and that we can meet at the council offices in order to view the space available to us? Thank you Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk








From: Davis, Nigel 11340 [[email protected]]Sent: 19 April 2011 15:55To: Linda BarnettSubject: FW: Oxted data cabinet install Surrey Police/N Davis SEC Datacom

Attachments: Slips Trips And falls.doc; Transport.doc; CoshhDatasheetSurreyPolice2010.docx; FO-CG-103.SHEPlanShortversion Surrey Police 2011 generic.doc; FO-HSE-036 - Method Statement Surrey Police 2011 Generic.doc; Generic task Riss assess Industrial and Commercial Generic 2011.docLinda,Would help if I put the email address in correctly.!, re emailed.Nig SEC _____________________________________________From: Davis, Nigel 11340 Sent: Tuesday, April 19, 2011 15:46To: '[email protected]'Cc: Moss, Steven 11592; Roohani, Hyder 10284; Nigel Davis ([email protected])Subject: Oxted data cabinet install Surrey Police/N Davis SEC Datacom Linda,Attached H&S stuff which is generic longer term jobs that have been surveyed are normally specific.Whilst on site we will do an IPP (Injury prevention Process ) which will be more site specific as I have not seen the building.Any queries call me as it will be my last day this week on the Surrey Police on a training course the Thursday.Arranged to see M Mitchell at 11.00am 26th April to install the data cabinet (can you CC him in if possible).Lastly we if OK with yourselves need a fused spur off the local ring main power with 6mmm earth or supplementary bond I can supply and Minor works certificate if needed.If there is an issue I can temp power the cabinet then another installs and connect the power ready for BT. Nigel Davis SEC 07767 851469






From: Austin, Angie Marie 1921 [[email protected]]Sent: 13 April 2011 14:45To: Linda BarnettCc: Gavan, Judy 9563; Payne, Charles 719Subject: FW: Surrey Police - Move to TDC Offices, Oxted

Attachments: doc20110413112456.pdf; SKMBT_C36011040514051.pdfThat's great Linda. Should be able to do something with this. I'll come back to you as and when I have something relevant. Cheers, A



Phone number: 0845 1252222 ext 30899

07967 988514




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, April 13, 2011 11:48To: Austin, Angie Marie 1921Cc: Gavan, Judy 9563; Simmonds, Mike 1977; Stuart MitchenallSubject: RE: Surrey Police - Move to TDC Offices, Oxted

Good morning Angie,

I have no problem with the cabinet and cabling being installed ASAP, all I ask is that someone tells me when the team will arrive as it is important that a member of the Tandridge IT team are here at the same time to oversee and provide advise if any issues arise.

Here is a copy of the floor plan, the tables, cabinets are not to scale.

I have arranged for the electric sockets and perimeter trunking to be installed next week, the blue line on the plan indicates the location. Logically and to prevent trailing cables the desks


need to be located adjacent to the sockets (IT can install their network cabling into this trunking as outlets will be supplied adjacent to the power sockets). I believe the IT hub will be located near the yellow cross.

Just in case anyone asks the water machine contains a cut off value so if it fails there is no risk of a massive flood, however I suggest that from a risk management perspective the IT hub box should be located on the wall above floor level.

The water machine can be moved to the location marked with a red cross if required.

I attach a copy of the quote for the installation of a wall, the red line on the plan merely indicates the demarcation area, at present the area remains open plan.

I will forward the quotes for the car park marking along with options for the bike store as soon as I have obtained the information.

I will back in obtaining a quote for the window locks until a steer is received from your HQ; there are 67 windows on the ground floor that will require a lock.

Please do give me a call if you need to discuss anything further.



From: Austin, Angie Marie 1921 [mailto:[email protected]] Sent: 12 April 2011 17:07To: Linda BarnettCc: Gavan, Judy 9563; Simmonds, Mike 1977Subject: Surrey Police - Move to TDC Offices, Oxted

Linda, My apologies (my mistake/misunderstanding) - further to the last, the BT order went in a month ago - hopefully it will not be too much longer. Would you be amenable to us getting a cabinet and cabling in ahead of this? If so - do you have a floor plan to show where the desks are as IT need this from us? Regards, Angie Angie Austin, Inspector Tandridge Neighbourhood Policing TeamCaterham Police Station Address: Surrey Police, PO Box 101, Guildford GU1 9BE Phone number: 0845 1252222 ext 30899 07967 988514



Email: [email protected]: www.surrey.police.uk Surrey Police – With You, Making Surrey SaferThe content of this email is NOT PROTECTIVELY MARKED.













From: Partridge, Lynda 2091 [[email protected]]


To: Linda Barnett



Attachments: Document.pdf; Document.pdf

Linda



Thank you









Lynda



Thanks

John T







_____________________________________________________________________


From: Austin, Angie Marie 1921 [[email protected]]Sent: 27 April 2011 10:43To: Linda BarnettSubject: FW: UpdateYay!!!!!!!!!!!!!!!!!!!!!!!!!!! Let me know if there is anything I can do to make things easier for you. Thanks, A



Phone number: 0845 1252222 ext 30899

07967 988514




-----Original Message-----From: Gavan, Judy 9563 Sent: Wednesday, April 27, 2011 10:32To: 'Linda Barnett'; 'Paula Davies'; Payne, Charles 719Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian Hermanowski; Austin, Angie Marie 1921Subject: RE: Update






Good morning Paula,


















Thank you.












From: Craft-Wren, Carol 13782 [[email protected]]Sent: 31 May 2011 08:08To: Linda BarnettSubject: FW:Corporate logo for Surrey police

Morning Linda, I have attached the two official logos for the business cards. I tend to use the horizontal (1st) logo for officers business cards. Any problems please call me Kind regards

Carol

13782 Carol Craft-Wren Neighbourhood Team Co-ordinator Tandridge Team Surrey Police

0845 1252222( Ext 36887) Direct Dial 01483 636887

[email protected]

Caterham Police Station P.O. BOX 101 Guildford Surrey GU1 9PE www.surrey.police.uk

Surrey Police - With You, Making Surrey Safer

The content of this e-mail is RESTRICTED

-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: 27 May 2011 15:59To: Craft-Wren, Carol 13782Subject: RE: Oxted area Police officers

Good afternoon Carol, Can you let me have a copy the police logo so this can be added to the id card. The department who create the cards seem happy that photographs are taken when the staff are here as I am conscious that they will work different shift patterns. I look forward to hearing from you. Thank you.



From: Craft-Wren, Carol 13782 [mailto:[email protected]]

Sent: 27 May 2011 11:03To: Linda BarnettSubject: Oxted area Police officersImportance: High Linda, I have been asked by Inspector Austin to forward you the names of the Oxted area officers, they are:- Sgt Mike SimmondsPC Tristan BarnettPC Bill KirschPC Sarah WarnerPCSO Conrad CheesemanPCSO Philip HowellsPCSO Kelley Hewett If you require any further information please do not hesitate to contact me, Kind regards Carol 13782 Carol Craft-WrenNeighbourhood Team Co-ordinator



Tandridge TeamSurrey Police 0845 1252222( Ext 36887)Direct Dial 01483 636887 [email protected] Caterham Police StationP.O. BOX 101 GuildfordSurrey GU1 9PEwww.surrey.police.uk Surrey Police - With You, Making Surrey Safer The content of this e-mail isRESTRICTED















Good afternoon Judy,

Thank you for your note re: no window locks or walls.

The data cabinet was installed on 26th April.

As promised here is a written estimate for the cost to identify the two dedicated car parking spaces.

I guess is over to you now, as we need to progress the legal side and agree an occupation date?






From: Simmonds, Mike 1977 [[email protected]]Sent: 14 April 2011 12:06To: Linda BarnettSubject: Locker dimensionsHi Linda As promised, dimensions of the lockers. We have mixed bag of lockers but I'm going with the version we have here at Caterham: Height: 180.00 cm Width: 30.50 cm Depth: 45.50 cm Including me (although mine could be kept in the office) we'll bring sufficient for 7 officers. Regards Mike Mike SimmondsSergeant 1977Tandridge Safer Neighbourhood TeamInternal extension: 31441Switchboard: 0845 125 2222 The content of this email is NOT PROTECTIVELY MARKED






From: Partridge, Lynda 2091 [[email protected]]Sent: 24 February 2011 17:15To: Linda BarnettCc: Terris, John 7571; Gavan, Judy 9563Subject: Move to OxtedLindaIn view of the fact that the licence has now changed to a lease and other factors surrounding your own availability; I think we need to be realistic and accept that the end of March is not achievable. Obviously we are keen to move in as soon as we can and will progress things with you as they develop. Just to confirm we do not require a wall to be built and are keen to be as open plan with our partners as buildings allow. I will be in touch next week. Thank youLynda Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk







From: Partridge, Lynda 2091 [[email protected]]Sent: 16 February 2011 14:23To: Linda BarnettSubject: Names and contactsLindaHere are all the e-mail and telephone numbers for our side of the house. Let me know if I have missed anyone off. Christine Halfacre - [email protected] 01483-638719Lynda Partridge - [email protected] 01483-630775Steve Moss - [email protected] 01483-638103Paula Davis - [email protected] 01483 238388 Elaine Burtenshaw - [email protected] 01483-637432Mike Simmonds - [email protected] 01483-631441Judy Gavan - [email protected] 01483-632660 Lynda Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk














From: Stuart MitchenallSent: 25 January 2011 15:58To: '[email protected]'; '[email protected]'; '[email protected]'Cc: Hilary New; Linda BarnettSubject: Occupancy of the Oxted Offices by the Oxted teamMany thanks for your visit this afternoon which we found most helpful.






Regards

Stuart Mitchenall






From: Craft-Wren, Carol 13782 [[email protected]]Sent: 27 May 2011 11:03To: Linda BarnettSubject: Oxted area Police officers

Importance: HighLinda, I have been asked by Inspector Austin to forward you the names of the Oxted area officers, they are:- Sgt Mike SimmondsPC Tristan BarnettPC Bill KirschPC Sarah WarnerPCSO Conrad CheesemanPCSO Philip HowellsPCSO Kelley Hewett If you require any further information please do not hesitate to contact me, Kind regards Carol 13782 Carol Craft-WrenNeighbourhood Team Co-ordinatorTandridge TeamSurrey Police 0845 1252222( Ext 36887)Direct Dial 01483 636887 [email protected] Caterham Police StationP.O. BOX 101 GuildfordSurrey GU1 9PEwww.surrey.police.uk Surrey Police - With You, Making Surrey Safer The content of this e-mail isRESTRICTED






From: Gavan, Judy 9563 [[email protected]]Sent: 26 January 2011 10:42To: Linda BarnettSubject: RE: LindaMany thanks that's really helpful. We'll be in touch soon regarding the next meeting. Regards Judy



-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Tuesday, January 25, 2011 17:12To: Gavan, Judy 9563Cc: Stuart Mitchenall; Hilary NewSubject:

Good afternoon Judy,

It was good to meet you today and gain a clearer understanding of your requirements.

As promised here is a copy of the floor plan. I attach a pdf version as well as a scanned version which shows the proposed location in relation to the whole ground floor.

There are plenty of options to house a secure bike store and CS gas cupboard within the outer ring of the building; the attached plan provides a helicopter view which indicates how the building resides in relation to the road access and car park.

If I can be of any assistance, please do not hesitate to give me a call.

In the meantime I will look forward to our next meeting which I have no doubt will be more detailed.

Regards

Linda

















From: Burtenshaw, Elaine 1352 [[email protected]]Sent: 16 December 2010 17:54To: Stuart MitchenallCc: Linda Barnett; Goodridge, Matthew 1599; Hilary NewSubject: RE: Accomodating the Police.Dear Stuart Thank you very much for your e-mail regarding accommodation. I have shared its contents with the central team that are assisting in making it happen. We are keen to move forward, we need to look at how much space we need and set up a visit with the company we use to survey etc. So if we arrange this visit for early in the new year. In the meantime may I wish you a merry xams and happy new year Kind regards Elaine

Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432
























From: Stuart MitchenallSent: 17 December 2010 08:30To: Burtenshaw, Elaine 1352Cc: Linda Barnett; Goodridge, Matthew 1599; Hilary NewSubject: RE: Accomodating the Police.Elaine. Thats good news, look forward to hearing time of visit. I'll return you christmas wishes with the emphasis on quiet.

stuart

Sent from my Vodafone pda

From: Burtenshaw, Elaine 1352 <[email protected]>Sent: 16 December 2010 17:54To: Stuart Mitchenall <[email protected]>Cc: Linda Barnett <[email protected]>; Goodridge, Matthew 1599 <[email protected]>; Hilary New <[email protected]>Subject: RE: Accomodating the Police.

Dear Stuart Thank you very much for your e-mail regarding accommodation. I have shared its contents with the central team that are assisting in making it happen. We are keen to move forward, we need to look at how much space we need and set up a visit with the company we use to survey etc. So if we arrange this visit for early in the new year. In the meantime may I wish you a merry xams and happy new year Kind regards Elaine

Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432
























From: Austin, Angie Marie 1921 [[email protected]]Sent: 29 March 2011 17:15To: Linda BarnettSubject: RE: Basic requirements for Oxted Police PostThanks Linda - I hadn't seen it. It sort of crosses over with the email I have just sent - no issues with that...just keeps it at the forefront of everyone's mind. I will wait until I have spoken to my contact and then come back to you. Initial instinct is the same as yours ie we agree locally. A

Angie Austin, Inspector Targeted Patrol Team, D Rota, Eastern Response Command

Address: Surrey Police, 79 Reigate Road, Reigate RH2 ORY

Phone number: 0845 1252222 ext 30899

07967 988514




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Tuesday, March 29, 2011 17:11To: Austin, Angie Marie 1921Cc: Simmonds, Mike 1977Subject: FW: Basic requirements for Oxted Police Post

Good afternoon,

I received this email last week, and note that you are not copied.

There is no mention about building a wall? If there is a wall and swipe card access the extra cost to install window locks throughout the ground floor will not be required. I will have a quote to build the wall by the end of the week and this option seems a more sensible way forward.

If I read Lynda’s summary correctly it seems to imply that your requirements can be made locally between us, if that is how you read it I will be happy to accelerate this as soon as it is convenient.



Thank you.



From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 24 March 2011 14:30To: Linda BarnettCc: Gavan, Judy 9563; Terris, John 7571Subject: RE: Basic requirements for Oxted Police Post

LindaI have attached a more detailed list, which I hope assists in answering some of your questions. However, there are a number of issues which remain outstanding and will need to be resolved locally. I know that you have been in contact with both Insp. Angie Austin and PS Simmonds, who obviously have an excellent knowledge of the location and their team requirements and operating practice. They will be able to agree the car park spaces and cycle storage directly with you. I am also aware that Paula Davies from Bruton Knowles, has made some constructive comment around the wording of the lease agreement. Thank you for your continued support. Please let me know whether you require any more detail from me




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Tuesday, March 15, 2011 11:56To: Burtenshaw, Elaine 1352; Gavan, Judy 9563Cc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977; Matthew



MitchellSubject: RE: Basic requirements for Oxted Police Post Good morning Elaine, Thank you for offering to push this forward but I do not believe another site meeting will be of any value? What I require is a specification as requested in previous correspondence to Lynda Partridge and summarised in my email of 4th March (attached) Lynda has sent several emails containing questions:-









Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432







Linda Apologies for the delayed response, Lynda Partridge is currently on leave.



With regard to your first two bullet points - I have referred these back to our Security Manager and will get back to you as soon as possible. Regarding the last bullet point - I will chase our IT lead to make contact. Regarding the remainder of your queries the most pragmatic approach would be to meet with Elaine on site then she can discuss detailed requirements/options and agree a way forward with you. Elaine - would you be able to liase with Linda regarding a further site visit to thrash out the details? I'm sure Lynda Partridge will be happy to come along as well if this would help but i think most of the decisions to be made relate to operational issues. Kind Regards Judy


















From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 01 March 2011 16:02To: Linda BarnettCc: Gavan, Judy 9563; Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352Subject: Basic requirements for Oxted Police Post LindaHere is the list detailing our basic requirements for the office at Tandridge. Please let me know if you need any more information Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk




























From: Burtenshaw, Elaine 1352 [[email protected]]Sent: 15 March 2011 08:37To: Gavan, Judy 9563; Linda BarnettCc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977Subject: RE: Basic requirements for Oxted Police PostColleagues I will try and a pull a meeting together next week - can people let me know their availability next Wednesday and Thursday please Kind regards

Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432













Good morning Lynda,



































From: Gavan, Judy 9563 [[email protected]]Sent: 14 March 2011 13:28To: Linda BarnettCc: Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091Subject: RE: Basic requirements for Oxted Police PostLinda Apologies for the delayed response, Lynda Partridge is currently on leave. With regard to your first two bullet points - I have referred these back to our Security Manager and will get back to you as soon as possible. Regarding the last bullet point - I will chase our IT lead to make contact. Regarding the remainder of your queries the most pragmatic approach would be to meet with Elaine on site then she can discuss detailed requirements/options and agree a way forward with you. Elaine - would you be able to liase with Linda regarding a further site visit to thrash out the details? I'm sure Lynda Partridge will be happy to come along as well if this would help but i think most of the decisions to be made relate to operational issues. Kind Regards Judy




Good morning Lynda,



Window locks – as your request is now for open plan, there is little point installing a lock onto the window solely within your area of occupation, does this now mean the


whole ground floor require a lock? I presume the police have a policy (and insurance directive) which defines the correct BS standard. I require this level of detail please
































From: Partridge, Lynda 2091 [[email protected]]Sent: 24 March 2011 14:30To: Linda BarnettCc: Gavan, Judy 9563; Terris, John 7571Subject: RE: Basic requirements for Oxted Police Post

Attachments: Basic Requirements for Police Post Oxted Tandridge District Council1.docLindaI have attached a more detailed list, which I hope assists in answering some of your questions. However, there are a number of issues which remain outstanding and will need to be resolved locally. I know that you have been in contact with both Insp. Angie Austin and PS Simmonds, who obviously have an excellent knowledge of the location and their team requirements and operating practice. They will be able to agree the car park spaces and cycle storage directly with you. I am also aware that Paula Davies from Bruton Knowles, has made some constructive comment around the wording of the lease agreement. Thank you for your continued support. Please let me know whether you require any more detail from me




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Tuesday, March 15, 2011 11:56To: Burtenshaw, Elaine 1352; Gavan, Judy 9563Cc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977; Matthew MitchellSubject: RE: Basic requirements for Oxted Police Post Good morning Elaine, Thank you for offering to push this forward but I do not believe another site meeting will be of any value? What I require is a specification as requested in previous correspondence to Lynda Partridge and summarised in my email of 4th March (attached) Lynda has sent several emails containing questions:-





From: Burtenshaw, Elaine 1352 [mailto:[email protected]] Sent: 15 March 2011 08:37To: Gavan, Judy 9563; Linda BarnettCc: Terris, John 7571; 'Paula Davies'; Stuart Mitchenall; Hilary New; Ian Hermanowski; Partridge, Lynda 2091; Simmonds, Mike 1977Subject: RE: Basic requirements for Oxted Police Post Colleagues I will try and a pull a meeting together next week - can people let me know their availability next Wednesday and Thursday please Kind regards

Elaine Burtenshaw




Surrey Police


Timber Hill Road


0845 1252222 + 37432







Linda Apologies for the delayed response, Lynda Partridge is currently on leave. With regard to your first two bullet points - I have referred these back to our Security Manager and will get back to you as soon as possible. Regarding the last bullet point - I will chase our IT lead to make contact. Regarding the remainder of your queries the most pragmatic approach would be to meet with Elaine on site then she can discuss detailed requirements/options and agree a way forward with you. Elaine - would you be able to liase with Linda regarding a further site visit to thrash out the details? I'm sure Lynda Partridge will be happy to come along as well if this would help but i think most of the decisions to be made relate to operational issues.



Kind Regards Judy






















Any opinions expressed in this email are those of the individual and not necessarily those of Surrey



Police.
















From: Partridge, Lynda 2091 [[email protected]]Sent: 16 March 2011 12:55To: Linda BarnettCc: Gavan, Judy 9563Subject: RE: Basic requirements for Oxted Police PostLindaSorry for the delay in getting back to you, but I have just returned from a weeks annual leave. I am in the process of gathering some more information for you, which I hope will help. I hope to have something back to you next week.




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Friday, March 04, 2011 11:44To: Partridge, Lynda 2091Cc: Gavan, Judy 9563; Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352; Stuart Mitchenall; Hilary New; Ian HermanowskiSubject: RE: Basic requirements for Oxted Police Post Good morning Lynda, I expected a detailed specification not a list. There is insufficient detail for me to progress your occupation, some examples where I require more detail is as follows:-






























From: Paula Davies [[email protected]]Sent: 18 April 2011 17:02To: Linda BarnettCc: Partridge, Lynda 2091Subject: RE: Basic requirements for Oxted Police Post [BK-BK.FID253255] Without Prejudice and Subject to Contract Linda, The area quoted for the store looks similar to mine and of the basis of a fully inclusive charge, I would be prepared to recommend a figure of £6,700 pa for a 5 year lease. I think you still need to come back to me on the draft Heads of Terms below and my comments on the draft lease. The documentation as described does not quite square up with a fully inclusive lease. The contact at SPA is away but I know she is awaiting feedback on the window locks. Look forward to hearing from you. Paula



From: Paula Davies [mailto:[email protected]] Sent: 21 March 2011 14:48To: Linda BarnettCc: Partridge, Lynda 2091Subject: RE: Basic requirements for Oxted Police Post [BK-BK.FID253255]

Linda, Apologies for not responding specifically to your 'draft discussion lease'. What I was anticipating was that you and I would be able to agree some Heads of Terms a with the solicitors finalising a lease based on these. From the emails going back and forth, I did not think we have quite reached this point. For my part, the Heads of Terms would incorporate the following- I have included information on some:-


Access Rights - To be agreed and shown on planCommon/Shared Areas or Services - To be confirmed and shown on planRent- To be agreed but to be without review..

Parking- To be agreed Cycle Storage - To be agreedService Charge - To be agreed but to be a fixed amount to be increased annually in line with CPI, apart from Business Rates which will be altered in line with the increase/decrease in amount payable..Repair/Decoration/Maintenance liabilities- All landlord Other liabilities/services- cleaning, heating/lighting, water, business rates, utilities, waste disposal, H&S, etc - All landlordAlienation- Presumably no assignment or subletting ?Alterations- None permitted ?Break option-Tenant on x months notice after x yearsUser- restriction to police office use Works- Cost/responsibility Security/Alarms Costs- each side to bear their own




1x - No review date




4th Schedule


5th Schedule


5th Schedule






Hope this helps

Paula













Thank you.





Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432














-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Friday, March 04, 2011 11:44To: Partridge, Lynda 2091Cc: Gavan, Judy 9563; Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352;


Stuart Mitchenall; Hilary New; Ian HermanowskiSubject: RE: Basic requirements for Oxted Police Post

Good morning Lynda,

















Linda



Here is the list detailing our basic requirements for the office at Tandridge. Please let me know if you need any more information Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk

















From: Paula Davies [[email protected]]Sent: 21 March 2011 14:48To: Linda BarnettCc: Partridge, Lynda 2091Subject: RE: Basic requirements for Oxted Police Post [BK-BK.FID253255]Linda, Apologies for not responding specifically to your 'draft discussion lease'. What I was anticipating was that you and I would be able to agree some Heads of Terms a with the solicitors finalising a lease based on these. From the emails going back and forth, I did not think we have quite reached this point. For my part, the Heads of Terms would incorporate the following- I have included information on some:-


Access Rights - To be agreed and shown on planCommon/Shared Areas or Services - To be confirmed and shown on planRent- To be agreed but to be without review.. Parking- To be agreed Cycle Storage - To be agreedService Charge - To be agreed but to be a fixed amount to be increased annually in line with CPI, apart from Business Rates which will be altered in line with the increase/decrease in amount payable..Repair/Decoration/Maintenance liabilities- All landlord Other liabilities/services- cleaning, heating/lighting, water, business rates, utilities, waste disposal, H&S, etc - All landlordAlienation- Presumably no assignment or subletting ?Alterations- None permitted ?Break option-Tenant on x months notice after x yearsUser- restriction to police office use Works- Cost/responsibility Security/Alarms Costs- each side to bear their own




1x - No review date




4th Schedule


5th Schedule


5th Schedule






Hope this helps

Paula













Thank you.




Colleagues I will try and a pull a meeting together next week - can people let me know their availability next Wednesday and Thursday please



Kind regards

Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432







Linda Apologies for the delayed response, Lynda Partridge is currently on leave. With regard to your first two bullet points - I have referred these back to our Security Manager and will get back to you as soon as possible. Regarding the last bullet point - I will chase our IT lead to make contact.



Regarding the remainder of your queries the most pragmatic approach would be to meet with Elaine on site then she can discuss detailed requirements/options and agree a way forward with you. Elaine - would you be able to liase with Linda regarding a further site visit to thrash out the details? I'm sure Lynda Partridge will be happy to come along as well if this would help but i think most of the decisions to be made relate to operational issues. Kind Regards Judy




Good morning Lynda,









Your emails mention an external sign; this is not on the list?


IT and Telephony – the BT terminations come in via our Computer Room the Tandridge IT team would prefer that any new lines follow the same route, there are security benefits with this approach


























From: Paula Davies [[email protected]]Sent: 21 March 2011 14:48To: Linda BarnettCc: Partridge, Lynda 2091Subject: RE: Basic requirements for Oxted Police Post [BK-BK.FID253255]Linda, Apologies for not responding specifically to your 'draft discussion lease'. What I was anticipating was that you and I would be able to agree some Heads of Terms a with the solicitors finalising a lease based on these. From the emails going back and forth, I did not think we have quite reached this point. For my part, the Heads of Terms would incorporate the following- I have included information on some:-


Access Rights - To be agreed and shown on planCommon/Shared Areas or Services - To be confirmed and shown on planRent- To be agreed but to be without review.. Parking- To be agreed Cycle Storage - To be agreedService Charge - To be agreed but to be a fixed amount to be increased annually in line with CPI, apart from Business Rates which will be altered in line with the increase/decrease in amount payable..Repair/Decoration/Maintenance liabilities- All landlord Other liabilities/services- cleaning, heating/lighting, water, business rates, utilities, waste disposal, H&S, etc - All landlordAlienation- Presumably no assignment or subletting ?Alterations- None permitted ?Break option-Tenant on x months notice after x yearsUser- restriction to police office use Works- Cost/responsibility Security/Alarms Costs- each side to bear their own




1x - No review date




4th Schedule


5th Schedule


5th Schedule






Hope this helps

Paula













Thank you.





Elaine Burtenshaw


Surrey Police


Timber Hill Road


0845 1252222 + 37432


I predominantly work Monday to Friday but do monitor e-mails outside these alternatively contact !E Tandridge SNT




For non-urgent notification of a minor crime you can also use the online crime reporting facility available at www.surrey.police.uk











Good morning Lynda,
















From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 01 March 2011 16:02To: Linda Barnett



Cc: Gavan, Judy 9563; Terris, John 7571; 'Paula Davies'; Burtenshaw, Elaine 1352Subject: Basic requirements for Oxted Police Post


















From: Paula Davies [[email protected]]Sent: 03 June 2011 06:11To: Linda BarnettSubject: RE: Bike Vault [BK-BK.FID214082]Linda, Invoice should go to John Terris at Mount Browne. Do you need the remainder of his address? Paula



From: Linda Barnett [mailto:[email protected]] Sent: 02 June 2011 09:03To: Paula DaviesSubject: RE: Bike Vault [BK-BK.FID214082]

Hi Paula,Tandridge have ordered and paid for these items, so I need to issue an invoice from Tandridge to you or the police – my original question.So who do I issue it to and where do I send it please?Thank you



From: Paula Davies [mailto:[email protected]] Sent: 02 June 2011 05:39To: Linda BarnettSubject: RE: Bike Vault [BK-BK.FID214082]Linda,Re invoice- just checking where it needs to go.Paula






From: Linda Barnett [mailto:[email protected]] Sent: 01 June 2011 17:03To: Simmonds, Mike 1977Cc: Austin, Angie Marie 1921; Paula Davies; Ian HermanowskiSubject: Bike Vault

Good afternoon Mike,I’ve ordered the Bike Vault today, along with two padlocks – the company (Bike Dock Solutions) have not provided a delivery timeframe, as it’s in stock I guess it should be here in the next 5 – 10 days.The cost is as follows:-The Bike Vault CL3 £470.002 padlocks £ 27.0020% vat £ 99.40Total £596.40The car parking marking will be completed tomorrow afternoon.Paula, can I issue you, if not you who with the invoice for these items?Thank you













From: Austin, Angie Marie 1921 [[email protected]]Sent: 01 June 2011 14:50To: Linda BarnettSubject: RE: Car ParkBlimey that was quick!



Phone number: 0845 1252222 ext 30899

07967 988514




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, June 01, 2011 14:35To: _Customer Services; Simmonds, Mike 1977Cc: Civics; Austin, Angie Marie 1921Subject: FW: Car Park

Hi girls,










Linda As requested: Kind regards Nick



Nick, The email below is purely to let you have contact details for a person who requires email photos of the below officers for our co-location at Tandridge. The Officers are: PCSO Conrad CheesemanPC Sarah WarnerPCSO Phil HowellsPC Tristan BarnettPC Bill KirschPCSO Kelly HewettPS Mike Simmonds Can you oblige. Many thanks, Angie




Phone number: 0845 1252222 ext 30899

07967 988514








From: Linda Barnett Sent: 01 June 2011 10:27To: _TDC; '[email protected]'Subject: Car Park




Dear colleagues, The police arrival is imminent, they have been allocated two designated car parking spaces for their panda cars, these spaces can no longer be used by Tandridge or Surrey staff. The location of these spaces can be identified on the attached plan (adjacent to the final exit barrier beside the emergency exit door from Planning). The car parking spaces will be marked “reserved” with hatched lines. The line marking will be carried out tomorrow afternoon, if you park in these bays tomorrow, I will ask you to move your car just before 4pm. In advance thank you for your cooperation in this matter. If you have any queries, please contact me. Thank you.



















From: Simmonds, Mike 1977 [[email protected]]Sent: 01 June 2011 15:17To: Linda BarnettCc: Cheeseman, Conrad 12437; Warner, Sarah Louise 1812; Howells, Philip 14277; Barnett, Tristan 40123; Kirsch, William 3698; Hewett, Kelly 14082Subject: RE: Car ParkHi Linda That's terrific! Just sitting opposite Tristan here at Caterham and have told him. Sarah and Conrad - I know you're based at Ivy Mill but it'll be useful for you to have access to Oxted for the computers and phones. Also, I'm looking at Phil moving over to join Tristan, Bill and Kelly, week commencing Mon 6 June. Thank you. Mike -----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, June 01, 2011 14:35To: _Customer Services; Simmonds, Mike 1977Cc: Civics; Austin, Angie Marie 1921Subject: FW: Car Park

Hi girls,







Linda As requested:



Kind regards Nick



Nick, The email below is purely to let you have contact details for a person who requires email photos of the below officers for our co-location at Tandridge. The Officers are: PCSO Conrad CheesemanPC Sarah WarnerPCSO Phil HowellsPC Tristan BarnettPC Bill KirschPCSO Kelly HewettPS Mike Simmonds Can you oblige. Many thanks, Angie



Phone number: 0845 1252222 ext 30899

07967 988514









From: Linda Barnett Sent: 01 June 2011 10:27To: _TDC; '[email protected]'Subject: Car Park Dear colleagues, The police arrival is imminent, they have been allocated two designated car parking spaces for their panda cars, these spaces can no longer be used by Tandridge or Surrey staff. The location of these spaces can be identified on the attached plan (adjacent to the final exit barrier beside the emergency exit door from Planning). The car parking spaces will be marked “reserved” with hatched lines. The line marking will be carried out tomorrow afternoon, if you park in these bays tomorrow, I will ask you to move your car just before 4pm. In advance thank you for your cooperation in this matter.



If you have any queries, please contact me. Thank you.



















From: Partridge, Lynda 2091 [[email protected]]Sent: 23 February 2011 13:40To: Linda BarnettCc: 'Paula Davies'; Terris, John 7571Subject: RE: Copy of a DRAFT leaseLindaJust a thought……….Is there any other storage available that we can put the bikes into?It doesn’t need to be purpose built, just cupboard/shed like, but lockable.I’m sure you’ve already considered it but it would save the issues around using any of the car park. Also, I have now confirmed that we do not require a wall to be built within the office. As such I will work on the requirement list today and get back to you.Thank you.Lynda



















From: Simmonds, Mike 1977 [[email protected]]Sent: 23 February 2011 15:44To: Partridge, Lynda 2091Cc: Linda BarnettSubject: RE: Copy of a DRAFT leaseMa'am I'm AL from today and not back until Tue 8 Mar, so if you're ok for this to wait until then I'll contact Linda at TDC and arrange a visit to discuss the storage. Regards Mike Simmonds Sergeant 1977 Tandridge Safer Neighbourhood Team Internal extension: 31441 Switchboard: 0845 125 2222

The content of this email is NOT PROTECTIVELY MARKED

-----Original Message-----From: Partridge, Lynda 2091 Sent: Wednesday, February 23, 2011 15:21To: Simmonds, Mike 1977Cc: 'Linda Barnett'Subject: FW: Copy of a DRAFT lease

MikeCould you please explore the feasibility of this space for the bikes?The alternative purpose built storage, means taking up some of the precious car parking space which becomes both expensive and unpopular. I would be grateful for your comments.Lynda




-----Original Message-----From: Terris, John 7571 Sent: Wednesday, February 23, 2011 15:14To: Partridge, Lynda 2091Subject: FW: Copy of a DRAFT lease

Lynda Could we ask Sgt Simmonds to have a look ? John T -----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, February 23, 2011 15:10To: Partridge, Lynda 2091Cc: 'Paula Davies'; Terris, John 7571Subject: RE: Copy of a DRAFT lease

Hi Lynda, Sorry no we do not have any secure out buildings. We do have an (padlock) area cordoned off to house some large A/C compressors, but it does not have a roof. At a push we could construct some covering for 2 bikes possibly 3 at a push. Perhaps you, John or Sergeant Mike Simmonds would like view to assess the feasibility?



From: Partridge, Lynda 2091 [mailto:[email protected]] Sent: 23 February 2011 13:40To: Linda BarnettCc: 'Paula Davies'; Terris, John 7571Subject: RE: Copy of a DRAFT lease LindaJust a thought……….Is there any other storage available that we can put the bikes into?It doesn’t need to be purpose built, just cupboard/shed like, but lockable.I’m sure you’ve already considered it but it would save the issues around using any of the car park. Also, I have now confirmed that we do not require a wall to be built within the office. As such I will work on the requirement list today and get back to you.Thank you.Lynda


Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3



1HG.























From: Partridge, Lynda 2091 [[email protected]]Sent: 17 February 2011 09:48To: Linda BarnettSubject: RE: Example of signLindaI have confirmed that this will not be a problem and we can clearly move in and wait for the sign. It will not require illumination.Thank youLynda




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, February 16, 2011 17:24To: Partridge, Lynda 2091Subject: RE: Example of sign Good afternoon Lynda, I have taken some photographs of the building showing the outside space that might be suitable to house the Police sign; I trust that it is a static sign that does not require illumination? I have drawn a red outline to indicate where a sign might be positioned (see attached). The available space and therefore indicate the size sign will be dependant upon your choice. It is likely that we will require Planning permission, this could hold up the installation – are you happy to take occupation and install the sign at a later date? I look forward to hearing from you. Thank you.


Linda BarnettFacilities/Health & Safety ManagerFacilities [email protected]



Mob: 07770346260



















From: Partridge, Lynda 2091 [[email protected]]Sent: 17 February 2011 09:48To: Linda BarnettSubject: RE: Example of signLindaI have confirmed that this will not be a problem and we can clearly move in and wait for the sign. It will not require illumination.Thank youLynda




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, February 16, 2011 17:24To: Partridge, Lynda 2091Subject: RE: Example of sign Good afternoon Lynda, I have taken some photographs of the building showing the outside space that might be suitable to house the Police sign; I trust that it is a static sign that does not require illumination? I have drawn a red outline to indicate where a sign might be positioned (see attached). The available space and therefore indicate the size sign will be dependant upon your choice. It is likely that we will require Planning permission, this could hold up the installation – are you happy to take occupation and install the sign at a later date? I look forward to hearing from you. Thank you.


Linda BarnettFacilities/Health & Safety ManagerFacilities [email protected]



Mob: 07770346260



















From: Paula Davies [[email protected]]Sent: 25 May 2011 16:52To: Linda BarnettCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Linda, I can provide but I really need a copy of the final Heads of Terms. Paula











From: Paula Davies [mailto:[email protected]] Sent: 25 May 2011 08:59To: Linda Barnett



Subject: FW: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]












Regards

Stuart








Paula









Regards




Paula










Regards

Stuart Mitchenall











Hi Paula,












Sue, Thanks for this. Just a couple of points. Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that.



As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area. Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it. Regards Paula. Paula Davies BSC FRICS Registered Valuer



Dear Ms Davies









business rates, utilities (H & S is Tenant’s responsibility)15. Access to Premises – 24/716. Maintenance, repairs, decoration etc – Landlord’s responsibility

17. Access rights – a right to enter the main car park to access parking spaces/cycle store

18. Plans - 4 (attached)19. Works/Responsibility – The Landlord’s facilities Manager (Linda Barnett) is






Regards















Although Bruton Knowles believes this email and any attachment are free of virus or other defect which might affect your system it is your responsibility to ensure that this is so. Bruton Knowles accepts no liability for any loss or damage caused in


any way by its receipt or use. Bruton Knowles is authorised and regulated by the Financial Services Authority in respect of insurance mediation activities only. Bruton Knowles is regulated by RICS.



From: Paula Davies [[email protected]]Sent: 25 May 2011 14:54To: Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]

Linda,

Please see below.

Paula

Your message did not reach some or all of the intended recipients.


Sent: 24/05/2011 13:06

The following recipient(s) could not be reached:

Linda Barnett on 24/05/2011 13:06

The e-mail account does not exist at the organization this message was sent to. Check the e-mail address, or contact the recipient directly to find out the correct address.

<tandridge.gov.uk #5.1.1 smtp;550 5.1.1 RESOLVER.ADR.ExRecipNotFound; not found>



From: Linda Barnett [mailto:[email protected]] Sent: 25 May 2011 10:42To: Paula DaviesSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]Importance: High

Hi Paula,I have been experiencing quite a few problems with my email.The IT department have asked that you forward a copy of the bounced report you received please so they can investigate furtherThank you



From: Paula Davies [mailto:[email protected]] Sent: 25 May 2011 08:59To: Linda BarnettSubject: FW: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255]I got a bounce back on your copy. Hope this arrives.Paula




All,SPA would still like to move in (albeit possibly not everyone and without IT).If that is OK, I assume detailed arrangements can be sorted locally.Paula







Just to clarify, Insp Charlie Payne stated at our meet last Friday that the BT communication installation was likely to delay the occupancy date.Otherwise, we now seem to be agreed.RegardsStuart



From: Paula Davies [mailto:[email protected]] Sent: 24 May 2011 13:06To: Sue HadidaCc: Ian Hermanowski; Stuart Mitchenall; Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted (TDC: SH/1400/27) [BK-BK.FID253255] Sue,Apologies for the delay in replying. I am just waiting to hear on the date but was not aware of a change form the 27th.On H&S, I think I can probably only reiterate my earlier comments in that SPA will do all that is necessary to deal with its own demise (PAT testing, risk assessments etc) but would expect H&S issues (and any action necessary) which arise relating to the whole building, common areas and common services to be part of the landlord's function and included within the agreed charge. I hope this makes sense and provides a workable solution.RegardsPaula




PaulaPerhaps you can let me know whether you are happy with what Tandridge is proposing as outlined in Stuart’s e-mail immediately below. Whilst it is always difficult to estimate how long a matter will take I confirm that the Council will accept £1500 (plus VAT and disbursements) for its legal costs in relation to the lease.I understand that due to IT issues your clients will not now be taking occupation on 27 May. Please confirm and let me know when this date has been put back to (if known).Please update the Heads of Terms if this helps to keep up with changes.I look forward to hearing from you.Regards






From: Stuart Mitchenall Sent: 19 May 2011 15:46To: 'Paula Davies'; Linda BarnettCc: Sue Hadida; Ian HermanowskiSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]PaulaLinda is out of the office until next week, and I hope Sue will be able to progress this tomorrow.In essence, we are quite happy to bear what might be regarded as the landlords fixed responsibilities but would differentiate these from the variable commodities.Equally, we accept our Landlord responsibilities for H&S and as you advise, SPA would accept the employer responsibilities.The important area is the bit in the middle where local arrangements can be much more sensible and pragmatic. Pat testing is a good example; if we are testing the rest of the building, do the police actually want us to exclude or include (at a small charge)We wish to clear this matter as soon as possible, but we either work to a reasonable view (there may be charges which can be discussed) or a strictly defined view (which necessarily covers all charges which might ever be incurred and exludes anything else). In the interests of expediency, I am sure a wording can be agreed which does not remove the possibility of a charge being made for a new or significant cost, but never the less clearly covers the expected routine charges.I am happy that Sue Hadida and you use your good judgement to come to an agreement on these linesRegardsStuart Mitchenall



From: Paula Davies [mailto:[email protected]] Sent: 19 May 2011 14:24To: Linda BarnettCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]Linda,Apologies. I had forgotten those items mentioned by you. I have no objections to them being included as a 'service charge'. My main concern was that day to day services supplied by the landlord (such as utilities, repairs decs, cleaning, waster disposal etc) were adequately covered.






H&S. Naturally SPA would have regard to H&S issues within their demise and would carry out PAT testing. However, I would not expect them to deal with wider H&S matters affecting the whole building, external areas, common parts or shared services.Hope this helps.Paula




Hi Paula,Sue will be back in tomorrow and I shall be at an off site meeting.I do have a view with regards to some of your points:-

TDC have the right to recharge a service charge with all our other tenants (to name a few services – there are many see below) the Police have indicated that their use of our internal facilities will be limited – what’s to say this will not grow during their occupation and TDC have no income to service the new demand(s). I am reluctant to remove this caveat from the lease.




Sue to address the last point. I hope this provides some clarification.





From: Paula Davies [mailto:[email protected]] Sent: 17 May 2011 17:14To: Sue HadidaCc: Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]Sue,Thanks for this. Just a couple of points.Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that.As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area.Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it.RegardsPaula.Paula Davies BSC FRICS Registered Valuer



Dear Ms DaviesI have been instructed to deal with the legal work on behalf of the Council and I have been copied in to a number of e-mails about the matter by the Council’s Facilities Manager, Linda Barnett. I understand that you are have requested Heads of Terms from the Council so I set out below what I understand those to be, together with four plans which I attach herewith:







shown on plan







disbursements (charge out rate of Landlord’s solicitor is £213 ph)If you can let me know if this is agreed I can let Surrey Police Authority’s solicitors have a draft lease for approval.I look forward to hearing from you.Regards


















From: Paula Davies [[email protected]]Sent: 19 May 2011 14:24To: Linda BarnettCc: Sue Hadida; Ian Hermanowski; Stuart MitchenallSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]Linda, Apologies. I had forgotten those items mentioned by you. I have no objections to them being included as a 'service charge'. My main concern was that day to day services supplied by the landlord (such as utilities, repairs decs, cleaning, waster disposal etc) were adequately covered. H&S. Naturally SPA would have regard to H&S issues within their demise and would carry out PAT testing. However, I would not expect them to deal with wider H&S matters affecting the whole building, external areas, common parts or shared services. Hope this helps. Paula




Hi Paula,

















Dear Ms Davies
















Regards












From: Paula Davies [[email protected]]Sent: 17 May 2011 17:14To: Sue HadidaCc: Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]Sue, Thanks for this. Just a couple of points. Outgoings. I think any document needs to make it clear that TDC are responsible for all outgoing apart from IT and phones. I am not sure that your list quite covers all that. As to H&S, I do not think that it is sensible or practical for SPA to be responsible for H&S in a small area, which is not separated from the rest of the office and where all services are shared. It would not be practical to do separate electrical testing, fire alarm testing, Risk Assessments,fire evacuations etc.etc. In addition, any separate SPA risk assessment could be at odds with one carried out by TDC, over what is effectively the same area. Costs. My client is happy to be responsible for reasonable legal costs but that must be subject to a cap. I would have thought that £1500 plus VAT should more than adequately cover it. Regards Paula. Paula Davies BSC FRICS Registered Valuer



Dear Ms Davies





4. Commencement date - 27 May 2011 5. Rent - £6,700 pa 6. Rent Review – annual, calculated by reference to RPI on 40% of rental figure

7. User – Police Office Use8. Alienation – none permitted9. Alterations – with Landlord’s consent10. Break option – for Tenant in 3rd year of term upon 6 months’ written notice11. Parking – 2 designated spaces in mains staff car park available 24/7 as shown











Regards









From: Paula Davies [[email protected]]Sent: 16 May 2011 14:55To: Sue HadidaCc: Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]Sue, Thanks for this. I will get back to you shortly. Paula




Dear Ms Davies









business rates, utilities (H & S is Tenant’s responsibility)








Regards









From: Paula Davies [[email protected]]Sent: 16 May 2011 14:55To: Sue HadidaCc: Linda BarnettSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]Sue, Thanks for this. I will get back to you shortly. Paula




Dear Ms Davies









business rates, utilities (H & S is Tenant’s responsibility)








Regards









From: Stuart MitchenallSent: 19 May 2011 15:46To: 'Paula Davies'; Linda BarnettCc: Sue Hadida; Ian HermanowskiSubject: RE: Lease of part of the ground floor of the Council Offices, Oxted [BK-BK.FID253255]Paula








Regards

Stuart Mitchenall




Linda,




Apologies. I had forgotten those items mentioned by you. I have no objections to them being included as a 'service charge'. My main concern was that day to day services supplied by the landlord (such as utilities, repairs decs, cleaning, waster disposal etc) were adequately covered. H&S. Naturally SPA would have regard to H&S issues within their demise and would carry out PAT testing. However, I would not expect them to deal with wider H&S matters affecting the whole building, external areas, common parts or shared services. Hope this helps. Paula




Hi Paula,














From: Sue Hadida [mailto:[email protected]] Sent: 16 May 2011 14:24To: Paula Davies



Cc: Linda BarnettSubject: Lease of part of the ground floor of the Council Offices, Oxted

Dear Ms Davies
















Regards













From: Paula Davies [[email protected]]Sent: 11 May 2011 10:58To: Linda BarnettSubject: RE: Lease queries [BK-BK.FID253255]Without prejudice & subject to contract Linda, Thanks for your email and our discussion. On the points raised by you. -I will speak to SPA about the purchase and installation of the bike store and the car space marking.-Rent review. The current market norm would not include a rent review in a 5 year lease. What I would suggest is that an RPI/CPI increase should be applied to part of the charge (say 40% of the total), which represents the service element, on an annual basis. This ensures that costs incurred by you for services keep up with inflation and also minimises any ongoing costs to both parties in respect of agreeing reviews.-Legal costs. SPA would be willing to pay TDC's reasonable legal costs subject to an estimate/cap being agreed. They would need a figure.-Solicitor will be Richard Goldsworthy of Buglear Bate, 31 Guildford Road, Woking GU22 7QQ- SPA's address is Mount Browne, Sandy Lane, Guildford, Surrey GU3 1HG-Lift. Comments noted but this is probably no longer relevant if charge is all inclusive.-Heating -noted and confirmed-Window locks- These are not required. Consequently, I would suggest the following alterations to my previous suggested HOT's


Access Rights - To be agreed and shown on planCommon/Shared Areas or Services - To be confirmed and shown on planRent- £6,700pa on an fully inclusive basis. An agreed percentage (say 40%) of this figure, which is the service charge element is to be reviewed with reference to RPI/CPI on an annual basis. The remainder is to be without review.Parking- To be provided in an agreed location

Cycle Storage - To be provided in an agreed location

Service Charge - Included in rent figure above and reviewed as set out.

Repair/Decoration/Maintenance liabilities- All landlord Other liabilities/services- cleaning, heating/lighting, water, business rates, utilities, waste disposal, H&S, etc - All landlordAlienation- Presumably no assignment or subletting ?Alterations- None permitted ?Break option-Tenant on x months notice after x yearsUser- Restriction to police office use Works- Cost/responsibility Security/Alarms

Costs- Each side to bear their own subject to SPA making making a contribution towards to TDC's reasonable legal costs subject to this being an agreed figure/subject to a cap.

Regards

Paula



From: Linda Barnett [mailto:[email protected]] Sent: 10 May 2011 16:43To: Paula DaviesSubject: Lease queries

Hi Paula,






















From: Paula Davies [[email protected]]Sent: 10 May 2011 17:09To: Linda BarnettSubject: RE: Lease queries [BK-BK.FID253255]Linda, Thanks for this. I will take a look. I am in tomorrow until about 10.30am. Paula



From: Linda Barnett [mailto:[email protected]] Sent: 10 May 2011 16:43To: Paula DaviesSubject: Lease queries

Hi Paula,






















From: Simmonds, Mike 1977 [[email protected]]Sent: 19 February 2011 22:54To: Linda BarnettSubject: RE: Notes from yesterday's meetingHi Linda Thanks for the copy and it was good to spend some time with you sorting out the practical stuff! I'm working a short week commencing Mon 21st Feb and then annual leave the following week, so if it's OK with you I'll contact you on my return on Tue 8th March and maybe arrange a time to bring the Oxted team over so that they can see the space and have some input. Kind regards Mike Mike Simmonds Sergeant 1977 Tandridge Safer Neighbourhood Team Internal extension: 31441 Switchboard: 0845 125 2222 The content of this email is NOT PROTECTIVELY MARKED -----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Thursday, February 10, 2011 17:22To: Burtenshaw, Elaine 1352; Moss, Steven 11592; [email protected]; Ian Hermanowski; Hilary New; Simmonds, Mike 1977Cc: Stuart MitchenallSubject: Notes from yesterday's meeting

















From: Gavan, Judy 9563 [[email protected]]Sent: 26 January 2011 10:39To: Stuart Mitchenall; Partridge, Lynda 2091; Goodridge, Matthew 1599Cc: Hilary New; Linda BarnettSubject: RE: Occupancy of the Oxted Offices by the Oxted teamStuart Many thanks for your time yesterday. I agree it was a productive meeting and I think we are all now clear on the way forward and ready to start pushing ahead. We will liase with Linda as agreed regarding further visits and plans etc. Regards Judy



-----Original Message-----From: Stuart Mitchenall [mailto:[email protected]] Sent: Tuesday, January 25, 2011 15:58To: Partridge, Lynda 2091; Gavan, Judy 9563; Goodridge, Matthew 1599Cc: Hilary New; Linda BarnettSubject: Occupancy of the Oxted Offices by the Oxted team

Many thanks for your visit this afternoon which we found most helpful.






Regards


Stuart Mitchenall















From: Davis, Nigel 11340 [[email protected]]Sent: 27 April 2011 08:37To: Linda BarnettCc: Matthew Mitchell; Martin Gubby; Roohani, Hyder 10284; Moss, Steven 11592Subject: RE: Oxted data cabinet install Surrey Police/N Davis SEC DatacomLinda,Data cabinet installed as mentioned, power was being done by Electricians in house (existing feed off ring main) left fused spur and containment (1 x YT4) to complete as dado trunking was being altered that evening and the heights would possibly alter as discussed with Matt. Left IPP Risk assess sheet with Matt if required. Hyder, Steve as above PDU in cabinet hopefully will be connected via the new spur I have left, also left a two compartment rubber ridge in Coms cab for the table away from the wall if needed, also requested a 4mm or 6mm to Coms cabinet the cabinet is bonded from the PDU only 0.75mm for now. Access for BT will probably be from the top plate on cab removed, access also in existing bottom data cabling hole/containment. Data cabling was terminated/tested and mounted in single dado boxes ready for the dado to be fitted this can be fitted slotted etc, any problems call. ThanksNig SEC-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, April 20, 2011 10:23To: Davis, Nigel 11340Cc: Matthew Mitchell; Martin GubbySubject: RE: Oxted data cabinet install Surrey Police/N Davis SEC Datacom

Good morning Nigel,




























From: Davis, Nigel 11340 [[email protected]]Sent: 20 April 2011 12:30To: Linda BarnettCc: Matthew Mitchell; Martin Gubby; Roohani, Hyder 10284; Moss, Steven 11592Subject: RE: Oxted data cabinet install Surrey Police/N Davis SEC DatacomLinda,Thanks for that will print off and speak to Matt ref the issues below in the ideal world I would of surveyed and supplied site specific info so I am going with the info as passed on by Surrey Police.I will be the only person installing on that day so will comply with the below and re risk assess when thereAny changes call as I am off end of play today.ThanksNig SEC 07767 851469From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, April 20, 2011 10:23To: Davis, Nigel 11340Cc: Matthew Mitchell; Martin GubbySubject: RE: Oxted data cabinet install Surrey Police/N Davis SEC Datacom

Good morning Nigel,






















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From: Austin, Angie Marie 1921 [[email protected]]Sent: 29 March 2011 16:55To: Linda BarnettSubject: RE: Police LeaseLinda, I will come back to you as soon as I can. Angie

Angie Austin, Inspector Targeted Patrol Team, D Rota, Eastern Response Command

Address: Surrey Police, 79 Reigate Road, Reigate RH2 ORY

Phone number: 0845 1252222 ext 30899

07967 988514




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Tuesday, March 29, 2011 16:49To: Austin, Angie Marie 1921Cc: '[email protected]'Subject: FW: Police Lease

Good afternoon,

Good to meet you too last week – best wishes for Friday.

This is a copy of the email I sent to Bruton Knowles, to date Tandridge and the Police have not discussed the lease or the rent in any detail, this aspect should be agreed swiftly.

Perhaps you can use your influence to accelerate this discussion?

Thank you.

Tandridge District CouncilLinda BarnettFacilities/Health & Safety


The Council OfficesStation Road EastOxted,SurreyRH8 0BT Tel: 01883 732899Fax: 01883 722015www.tandridge.gov.uk

ManagerFacilities [email protected]: 07770346260


Good morning Paula,









Information about this E-mailThis email and any files or attachments with it are intended solely for the use of the individual(s) or





organisation(s) to whom it is addressed.





From: Paula Davies [[email protected]]Sent: 13 April 2011 11:40To: Linda BarnettSubject: RE: Police Lease [BK-BK.FID253255]Linda, Thank you very much. I will run the figures through on that basis. Has the position of the parking/cycle racks been resolved? Regards Paula




Good morning Paula,




Thank you.










Good morning Paula,















From: Paula Davies [[email protected]]Sent: 13 April 2011 11:40To: Linda BarnettSubject: RE: Police Lease [BK-BK.FID253255]Linda, Thank you very much. I will run the figures through on that basis. Has the position of the parking/cycle racks been resolved? Regards Paula




Good morning Paula,




Thank you.










Good morning Paula,















From: Paula Davies [[email protected]]Sent: 04 April 2011 16:37To: Linda BarnettSubject: RE: Police Lease [BK-BK.FID253255]Linda, Thanks for the note. Before setting up a meeting, I was proposing to reply to your earlier email, which I will do separately. Regards Paula



From: Linda Barnett [mailto:[email protected]] Sent: 04 April 2011 11:03To: Paula DaviesCc: Ian Hermanowski; Stuart Mitchenall; Sue HadidaSubject: RE: Police Lease

Good morning Paula,

I have just spoken to Inspector Angie Austin, we will have a local site meeting this Thursday to agree their specific requirements.

The transition from this meeting to achieving a moving in date should be swift.

We urgently need to meet to discuss the rent, service charge and lease? Can you please contact me at your earliest convenience to arrange a mutually suitable date and time.




From: Linda Barnett Sent: 28 March 2011 10:51



To: 'Paula Davies'Cc: Ian Hermanowski; Stuart Mitchenall; Sue HadidaSubject: Police Lease

Good morning Paula,













From: Gavan, Judy 9563 [[email protected]]Sent: 14 April 2011 10:33To: Linda Barnett; Austin, Angie Marie 1921; 'Paula Davies'Cc: Stuart Mitchenall; Hilary New; Simmonds, Mike 1977; Payne, Charles 719Subject: RE: Summary agreed locallyLindaThank you. I confirm that the wall is not required. With regard to the window locks I have referred again to our security manger to see if we can waive this requirement. We had not realised that the office was open plan to the whole floor and that locks would therefore be required on all the ground floor windows. I'll get back to you as soon as I have a response. Kind RegardsJudy



-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Wednesday, April 13, 2011 17:25To: Austin, Angie Marie 1921; Gavan, Judy 9563; Partridge, Lynda 2091; 'Paula Davies'Cc: Stuart Mitchenall; Hilary New; Simmonds, Mike 1977Subject: Summary agreed locally


This might create some duplication following other emails today, attached is a document summarising the local team’s requirements.

I also attach a quote for a wall if required? Otherwise potentially there are 67 windows that require a lock ?

Do give me a call if you need to discuss.

Thank you.












From: Simmonds, Mike 1977 [[email protected]]Sent: 13 April 2011 16:58To: Linda BarnettSubject: RE: Summary of our meeting on FridayHi Linda Looks fine to me, thank you. I'll let you know the locker measurements tomorrow if that's OK. Thanks for organising the desks and cupboards. Regards Mike Mike Simmonds Sergeant 1977 Tandridge Safer Neighbourhood Team Internal extension: 31441 Switchboard: 0845 125 2222 The content of this email is NOT PROTECTIVELY MARKED -----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Monday, April 11, 2011 10:34To: Simmonds, Mike 1977Subject: Summary of our meeting on Friday

Good morning Mike,

Here is a summary from our meeting on Friday, does this reflect our discussion? If I have forgotten anything or miss quoted anything do let me know and I’ll amend.

Once we agree I’ll send of to Paula Davis, Judy Gavin, Lynda Partridge and Angie Austin.

Following the weekend office moves I’ve placed 4 desks and 4 cupboards into the area ready for your occupation.




 Please don't print this e-mail unless you really need to. Save paper. 



Visit http://www.tandridge.gov.uk for information about services, online forms, payments and much more. <hr>IMPORTANT: The contents of this email and any attachments are confidential. They are intended for the named recipient(s) only.If you have received this email in error, please inform the sender immediately and do not disclose the contents to anyone or make copies thereof. This message has been scanned for viruses.






From: Matthew MitchellSent: 10 June 2011 13:32To: 'Moss, Steven 11592'Cc: Linda Barnett; 'Roohani, Hyder 10284'Subject: RE: Surrey Police Co-Location ITStephen,

I can confirm the line has been installed and has been tested by BT as live.Monday is fine and if you ask for either a Matt Gryspeerdt or Nick Hills at reception they will take you to the comms cab, as I'm offsite in the morning.

Matt


Matthew MitchellIT [email protected]: 07769 931289

From: Moss, Steven 11592 [mailto:[email protected]] Sent: 10 June 2011 10:30To: Matthew MitchellCc: Linda Barnett; Roohani, Hyder 10284Subject: Surrey Police Co-Location IT

Matt Our understanding from BT is that they have now completed the installation of the Surrey Police BT Broadband Circuit? Kcom have arranged for an Engineer to visit site at 10.00am on Monday to install and configure the Router, Myself and My colleague Hyder Roohani also plan to be on site to configure and carry out testing of the solution. Can you please confirm that BT have installed the Surrey Police Broadband Circuit into the Surrey Police Comms Cabinet and that there will be no issues with access? Regards Steven MossSenior Systems AdministratorICT Network ControlSurrey Police Tel: 01483 638103 [email protected]








Surrey Police monitor incoming and outgoing

From: Moss, Steven 11592 [[email protected]]Sent: 17 March 2011 10:15To: Stuart Mitchenall; Partridge, Lynda 2091Cc: Ian Hermanowski; Linda Barnett; Matthew MitchellSubject: RE: Surrey Police Co-location IT Installation.....Stuart The comms link that BT are to install is a Basic Business Broadband Circuit which we expect will be delivered over a copper exchange line, this circuit is only to support up to four connections. The Tandridge site is classed by Surrey Police as a Small Police Post site and not a Co-Location Site, at the larger Co-Location sites a 10meg Fibre Les Circuit has been installed which is a point-to-point routed link to support a larger number of users.


We can arrange another visit to site if you would like to discuss what is proposed in more detail. Regards Steven Moss-----Original Message-----From: Stuart Mitchenall [mailto:[email protected]] Sent: Tuesday, March 15, 2011 11:37To: Moss, Steven 11592; Gavan, Judy 9563; Partridge, Lynda 2091Cc: Ian Hermanowski; Linda Barnett; Matthew MitchellSubject: RE: Surrey Police Co-location IT Installation.....

Steven











Linda As discussed at the Tandridge District Council Office Co-location Meeting on the 9th February Surrey Police plan to install a BT Broadband Circuit to Support 3 PCs, 3 Phones and a Printer. An order has been placed with BT for the circuit but we do not currently have a date for installation.The route for the circuit within the building will need to be discussed and confirmed with the BT engineers when they visit site to carry out the installation, BT planners do not carry out site surveys for Broadband Circuits as they currently normally operate over standard copper pairs. Prior to the installation of the BT Circuit SEC (SEC are cabling contractors to Surrey Police) will visit site to install a wall mounted Comms Cabinet within the proposed Surrey Police office area which will house the BT Termination unit and a Router. While on site SEC will also install Cat5e Cabling from the Surrey Police Comms Cabinet to the proposed Surrey Police Desk positions. Please do not hesitate to contact me if you require any additional information regarding the planned Surrey Police IT Installation. Regards Steven MossSenior Systems AdministratorICT Network ControlSurrey Police Tel: 01483 638103

[email protected]












From: Stuart MitchenallSent: 17 March 2011 10:21To: Moss, Steven 11592; Partridge, Lynda 2091Cc: Ian Hermanowski; Linda Barnett; Matthew MitchellSubject: RE: Surrey Police Co-location IT Installation.....Steven

I think a discussion on site would be useful before plans are further actioned.

The Copper termination into the building is as I have described, and we are not keen to install secondary internal cabling. Whether this is on the more major co-location site or small Police posts, the principle is the same.

Our cable patching can be secured and I would seek to convince you that that internal distribution should use the existing cabling.

Regards

Stuart Mitchenall



From: Moss, Steven 11592 [mailto:[email protected]] Sent: 17 March 2011 10:15To: Stuart Mitchenall; Partridge, Lynda 2091Cc: Ian Hermanowski; Linda Barnett; Matthew MitchellSubject: RE: Surrey Police Co-location IT Installation.....

Stuart The comms link that BT are to install is a Basic Business Broadband Circuit which we expect will be delivered over a copper exchange line, this circuit is only to support up to four connections. The Tandridge site is classed by Surrey Police as a Small Police Post site and not a Co-Location Site, at the larger Co-Location sites a 10meg Fibre Les Circuit has been installed which is a point-to-point routed link to support a larger number of users.


We can arrange another visit to site if you would like to discuss what is proposed in more detail. Regards Steven Moss




-----Original Message-----From: Stuart Mitchenall [mailto:[email protected]] Sent: Tuesday, March 15, 2011 11:37To: Moss, Steven 11592; Gavan, Judy 9563; Partridge, Lynda 2091Cc: Ian Hermanowski; Linda Barnett; Matthew MitchellSubject: RE: Surrey Police Co-location IT Installation.....

Steven
























From: Stuart MitchenallSent: 15 March 2011 11:37To: '[email protected]'; '[email protected]'; '[email protected]'Cc: Ian Hermanowski; Linda Barnett; Matthew MitchellSubject: RE: Surrey Police Co-location IT Installation.....Steven

















From: Partridge, Lynda 2091 [[email protected]]


To: Linda Barnett



Linda




Lynda















Thank you

Linda Barnett




The Council Offices

Station Road East

Oxted, Surrey

RH8 0BT

Tel: 01883 732899

Fax: 01883 722015

Mob: 07770346260

[email protected]





To: Linda Barnett



Linda



Thank you









Lynda



Thanks

John T







_____________________________________________________________________




_____________________________________________________________________






_____________________________________________________________________


From: Simmonds, Mike 1977 [[email protected]]

Sent: 21 April 2011 10:00

To: Linda Barnett

Cc: Austin, Angie Marie 1921


Hi Linda

Without boring you with too much detail, I have been negotiating moving some of my team elsewhere in Tandridge but this won't affect the basic requirements for the office at TDC (number of desks/workstations etc). I say that, but regarding the bikes, I'll probably move a couple of them to another location, meaning we'll only need storage for one bike.

Having discussed it with Insp Austin, at this stage can you therefore quote HQ for one 'Bike Vault' (£470 inc delivery + VAT).

I have tracked down the CS spray cabinet that was removed from Lingfield Police Office when we closed it and will arrange for it to be delivered nearer the time (approx dimensions: H: 60cm W:15cm D: 10cm).

Thank you for confirming that there is sufficient space for our uniform/equipment lockers; it might be that we bring fewer than seven, but it's good to know.

The window locks issue will sit with HQ for a decision but I agree with you regarding human intervention.

Thanks for your help.

Mike

Mike Simmonds

Sergeant 1977

Tandridge Safer Neighbourhood Team

Internal extension: 31441

Switchboard: 0845 125 2222

The content of this email is NOT PROTECTIVELY MARKED



Sent: Tuesday, April 19, 2011 15:57

To: Simmonds, Mike 1977

Cc: Austin, Angie Marie 1921



I thought that I would attach this new information to that I've already received from Lynda Partridge, Lynda's suggestions are too large to be accommodated in the location adjacent to the building, unfortunately that's the problem with most options I've researched - it looks like we are limited to two and neither are perfect.

Please see attachment The Bike Vault will fit, however, it is not tall enough to walk into, The Mini BDS shelter fits just but does not leave a lot of room for pedestrians.

Perhaps you can let me know what if either is suitable and I will forward the information to Lynda Partridge to agree funding.

I will forward the following information to Lynda as soon as I receive your response:-

A contractor surveyed the car park today to provide a quote to paint "reserved" markings, the verbal quote is £375 I will have this in writing shortly.

The perimeter electric supply will be installed on Tuesday 26th April.

I am waiting for a decision from Judy Gavan regards window locks, the base cost is approx £10 per lock plus fitting, 67 windows to fit out, and I cannot guarantee they will be locked as we will be reliant upon human intervention.

I supplied a quote to build a wall on 13th April.

We confirmed on 14th April the locker dimensions, number and they will fit into the store room.

We have previously confirmed the CS spray cabinet can be fixed to an outside wall within the store room.

I believe this concludes the extent of the information I committed to provide.

Please let me know your views and I will forward this information to Lynda and Judy for their authority to proceed and fund.


Linda Barnett




The Council Offices

Station Road East

Oxted, Surrey

RH8 0BT

Tel: 01883 732899

Fax: 01883 722015

Mob: 07770346260

[email protected]





To: Linda Barnett



Linda




Lynda















Thank you

Linda Barnett




The Council Offices

Station Road East

Oxted, Surrey

RH8 0BT

Tel: 01883 732899

Fax: 01883 722015

Mob: 07770346260

[email protected]





To: Linda Barnett



Linda



Thank you









Lynda



Thanks

John T







_____________________________________________________________________




_____________________________________________________________________






_____________________________________________________________________






From: Gavan, Judy 9563 [[email protected]]Sent: 27 April 2011 10:32To: Linda Barnett; 'Paula Davies'; Payne, Charles 719Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian Hermanowski; Austin, Angie Marie 1921Subject: RE: UpdateLindaThank you. I have now had confirmation from our security manager that we do not require any window locks to be fitted, and just to re-confirm the dividing wall is not required.Many thanksJudy




Good morning Paula,


















Thank you.












From: Stuart MitchenallSent: 27 April 2011 11:07To: 'Gavan, Judy 9563'; Linda Barnett; 'Paula Davies'; Payne, Charles 719Cc: Hilary New; Sue Hadida; Ian Hermanowski; Austin, Angie Marie 1921Subject: RE: UpdateJudy

Linda is away this week, but your response is most helpful and we can now progress on this basis.

Regards

Stuart Mitchenall



From: Gavan, Judy 9563 [mailto:[email protected]] Sent: 27 April 2011 10:32To: Linda Barnett; 'Paula Davies'; Payne, Charles 719Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian Hermanowski; Austin, Angie Marie 1921Subject: RE: Update




-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Thursday, April 21, 2011 12:11To: 'Paula Davies'; Payne, Charles 719; Gavan, Judy 9563





Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian HermanowskiSubject: Update

Good morning Paula,

















Thank you.












From: Paula Davies [[email protected]]Sent: 21 April 2011 13:03To: Linda BarnettCc: Payne, Charles 719; Gavan, Judy 9563Subject: RE: Update [BK-BK.FID253255]Linda, Just a slight tweek in that I will need to confirm Heads of Terms first (and certainly before instructing SPA's solicitors)- encompassing the blanks contained in my March email including break, alienation etc... Regards Paula



From: Linda Barnett [mailto:[email protected]] Sent: 21 April 2011 12:11To: Paula Davies; '[email protected]'; '[email protected]'Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian HermanowskiSubject: Update

Good morning Paula,







Local Police Team’s requirements 1 x Mini BDS bike shelter (doc 20110421112028 attached)

Highway marking “reserved” in front of the two allocated car parking spaces (to be used solely for police vehicles). I have a verbal quote of £375 and should receive a written quote shortly









Thank you.










From: Payne, Charles 719 [[email protected]]Sent: 21 April 2011 15:12To: Linda BarnettCc: Davis, Nigel 11340; Moss, Steven 11592Subject: RE: Update OxtedLindaThank you - I will pursue the window lock issue next week with our security people - we are hoping they will take a pragmatic view given the alarm system you describe Regards Charlie-----Original Message-----From: Linda Barnett [mailto:[email protected]] Sent: Thursday, April 21, 2011 12:11To: 'Paula Davies'; Payne, Charles 719; Gavan, Judy 9563Cc: Stuart Mitchenall; Hilary New; Sue Hadida; Ian HermanowskiSubject: Update

Good morning Paula,

















Thank you.












Subject: Site meeting for Police Post Oxted (Tandridge District Council)Location: Tandridge District Council, Oxted

Start: Wed 09/02/2011 13:30End: Wed 09/02/2011 14:30Show Time As: Tentative

Recurrence: (none)


The full postal address is:



This is the second formal meeting to discuss local requirments and for the police specialist to conduct a local survey with a view to check suitability. LindaIs it possible to have someone from your IT department in attendance to allow our IT to have a technical discussion around the requirments of each others systems? Thank you.Lynda Partridge - Inspector Estates Strategy, Operational Policing Review Project Team, Surrey Police Headquarters, Mount Browne, Sandy Lane, Guildford, Surrey, GU3 1HG. Tel: (01483) 6 30775 E-mail: 2091 surrey.pnn.police.uk






_____________________________________________________________________This e-mail has been scanned for all known viruses by MessageLabs on behalf of



From: Austin, Angie Marie 1921 [[email protected]]Sent: 12 April 2011 17:07To: Linda BarnettCc: Gavan, Judy 9563; Simmonds, Mike 1977Subject: Surrey Police - Move to TDC Offices, OxtedLinda, My apologies (my mistake/misunderstanding) - further to the last, the BT order went in a month ago - hopefully it will not be too much longer. Would you be amenable to us getting a cabinet and cabling in ahead of this? If so - do you have a floor plan to show where the desks are as IT need this from us? Regards, Angie Angie Austin, Inspector Tandridge Neighbourhood Policing TeamCaterham Police Station Address: Surrey Police, PO Box 101, Guildford GU1 9BE Phone number: 0845 1252222 ext 30899 07967 988514Email: [email protected]: www.surrey.police.uk Surrey Police – With You, Making Surrey SaferThe content of this email is NOT PROTECTIVELY MARKED.







From: Austin, Angie Marie 1921 [[email protected]]Sent: 12 April 2011 17:03To: Linda BarnettCc: Gavan, Judy 9563Subject: Surrey Police - Move to TDC PremisesLinda, Following on from recent conversations, I can update that at this current time there is no suggestion that the move will not progress on the scale of charges proposed. The Heads of Terms are largely agreed and we are moving towards legal documentation being drawn up. In respect of the BT/ICT work, this will not be instructed until the lease has been agreed, which is the norm. Whilst this may seem an issue, invaribly it does not cause a delay. Regards, Angie JUDY: To confirm regarding car parking - two car parking spaces will be provided by TDC which will be marked up. These are purely for marked police vehicles. Staff parking will not be provided. Angie Austin, Inspector Tandridge Neighbourhood Policing TeamCaterham Police Station Address: Surrey Police, PO Box 101, Guildford GU1 9BE Phone number: 0845 1252222 ext 30899 07967 988514Email: [email protected]: www.surrey.police.uk Surrey Police – With You, Making Surrey SaferThe content of this email is NOT PROTECTIVELY MARKED.







From: Moss, Steven 11592 [[email protected]]Sent: 10 June 2011 10:30To: Matthew MitchellCc: Linda Barnett; Roohani, Hyder 10284Subject: Surrey Police Co-Location IT Matt Our understanding from BT is that they have now completed the installation of the Surrey Police BT Broadband Circuit? Kcom have arranged for an Engineer to visit site at 10.00am on Monday to install and configure the Router, Myself and My colleague Hyder Roohani also plan to be on site to configure and carry out testing of the solution. Can you please confirm that BT have installed the Surrey Police Broadband Circuit into the Surrey Police Comms Cabinet and that there will be no issues with access? Regards Steven MossSenior Systems AdministratorICT Network ControlSurrey Police Tel: 01483 638103 [email protected]






From: Moss, Steven 11592 [[email protected]]Sent: 14 March 2011 14:25To: Linda BarnettCc: Partridge, Lynda 2091; Gavan, Judy 9563Subject: Surrey Police Co-location IT Installation..... Linda As discussed at the Tandridge District Council Office Co-location Meeting on the 9th February Surrey Police plan to install a BT Broadband Circuit to Support 3 PCs, 3 Phones and a Printer. An order has been placed with BT for the circuit but we do not currently have a date for installation.The route for the circuit within the building will need to be discussed and confirmed with the BT engineers when they visit site to carry out the installation, BT planners do not carry out site surveys for Broadband Circuits as they currently normally operate over standard copper pairs. Prior to the installation of the BT Circuit SEC (SEC are cabling contractors to Surrey Police) will visit site to install a wall mounted Comms Cabinet within the proposed Surrey Police office area which will house the BT Termination unit and a Router. While on site SEC will also install Cat5e Cabling from the Surrey Police Comms Cabinet to the proposed Surrey Police Desk positions. Please do not hesitate to contact me if you require any additional information regarding the planned Surrey Police IT Installation. Regards Steven MossSenior Systems AdministratorICT Network ControlSurrey Police Tel: 01483 638103 [email protected]






From: Moss, Steven 11592 [[email protected]]Sent: 28 March 2011 15:12To: Linda BarnettSubject: Surrey Police Co-location IT Visit 30/03/11 1:30pm ???..... Linda Would it be possible to visit your site on Wednesday 30th March at approximately 1:30pm to briefly discuss the BT Circuit location and cabling within your building? We may need your It Manager on site to discuss possibilities for comms cabinet location. Regards Steven Moss -----Original Message-----

From: Moss, Steven 11592 Sent: Monday, March 14, 2011 14:25To: '[email protected]'Cc: Partridge, Lynda 2091; Gavan, Judy 9563Subject: Surrey Police Co-location IT Installation.....







From: Austin, Angie Marie 1921 [[email protected]]Sent: 29 March 2011 16:21To: Linda BarnettSubject: TDC/Surrey Police moveHi Linda, Good to meet with you last week. I officially take over on Friday. I have just pinged our Estates Team a suggestion - hopefully I can act on their response quickly. I will keep in touch. Angie Angie Austin, Inspector Tandridge Safer Neighbourhood Team Address: Surrey Police, Timberhill Road, Caterham Phone number: 0845 1252222 ext 30899 07967 988514Email: [email protected]: www.surrey.police.uk Surrey Police – With You, Making Surrey SaferThe content of this email is NOT PROTECTIVELY MARKED.

Documents

Dear Mr James - WhatDoTheyKnow Web viewIt’s an ADT intruder alarm system with PIR detection at all vulnerable points and access doors, the system is monitored by Redcare