Agenda and minutes

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RESOLVED: That Councillor Blunt be appointed Chair for the Municipal Year.

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RESOLVED: That Councillor Dickinson be appointed Vice Chair for the Municipal Year.

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The Chair welcomed Russell Eacott to the meeting who was the Interim Technical and Delivery Advisor.

Apologies for absence were received from Councillor Ryves.

RESOLVED: The Minutes of the previous meeting were agreed as a correct record.

There was none.

There was none.

Members wishing to speak pursuant to Standing Order 34 should inform the Chair of their intention to do so and on what items they wish to be heard before a decision on that item is taken.

Councillor de Whalley.

There was none.

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Members were presented with information on RAG Monitoring Definitions.  A copy of the presentation is attached.

The Board were asked to consider the proposed split into Delivery, Spend and Risk, whether the overall RAG was useful and any changes they would like to see.

The Chair thanked officers for the information and invited questions and comments from the Panel, as summarised below.

Comments were made that categories were important to highlight what had been designated a Major Project by Cabinet and what was not yet at that stage.  It was noted that the delivery of Business Cases was considered as a separate project to the actual delivery of the project, and this needed to be highlighted.

The definition of a Major Project, in accordance with the Board’s current Terms of Reference was a project that had been designated such by the Cabinet and the Board was reminded that any change to this approach would require a change to the Board’s Terms of Reference.  Councillor Dickinson suggested that it be changed to all projects over 1/4million and that took over 12 months to complete.

The Chair commented that if the Member Major Project Board felt a project did warrant consideration by the Board, but had not been designated a Major Project by Cabinet, it should come to the Board as a specific request/proposal.

Councillor Kemp commented that there was no process for post evaluation, and it was explained that this was part of the role of the Panels.  She was also reminded that the Queen Elizabeth Hospital was not a project in the Council’s control, although the Council would support where possible.

Councillor Morley made comments on the schedule and suggested that ongoing and un-started projects be separated out into two different schedules, bid phases and delivery phases also be separated out and additional columns be added for time, cost, scope and risk.

Councillor Middleton commented that the colour coding was required, and it should also be used to show what had been successful and celebrate the positives that the Council had achieved.

Councillor de Whalley addressed the Board under Standing Order 34.  He agreed with comments made by Councillor Morley in that there should be a separate schedule for the bid phase and the delivery phase of projects.  He commented that consideration needed to be given to post delivery evaluation and lessons learned.  The Board was reminded that their role was not post evaluation of projects as this was a scrutiny function and would be undertaken by the relevant Panel. 

Councillor Morley suggested that the Terms of Reference be brought to the Board for review.

The Assistant Director, Property and Projects commented that the Board could ask for a deeper dive of projects upon receipt of the schedule and then information could be presented to the Board.

The Chief Executive reminded the Board that only projects which had been determined as Major Projects by Cabinet were presented to  ...  view the full minutes text for item 10.

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Officers presented the Monitoring Report which had been updated with comments as up to the end of August.

The Chair commented that it was difficult to see the detail and asked if links could be added to the spreadsheet so that Members could drill down into more detail.

Councillor Morley referred to the NORA Enterprise Zone Road Infrastructure Project which was currently rated Amber.  The Assistant Director Property and Projects explained that this had now been tendered, contractors were in place and work was ready to commence on site and this rating could be changed to green.

Councillor Kemp referred to the Library and the Multi User Community Hub and was reminded that this was a Norfolk County Council Project, but was included in the schedule as the Council was the accountable body.  It was confirmed that the project was Treasury Green Book compliant and had been subject to assessment.

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The following were suggested for addition to the Work Programme:

-        Guildhall Project to be added to 9^th December 2022.

-        Hunstanton Bus Station and Library had been previously identified for consideration at the meeting on 9^th December 2022.

-        Schedule of Meetings for 2023.

RESOLVED: The Work Programme was noted.

Meetings were cancelled on:

19 August 2022

19 September 2000

Next meeting scheduled 19 October 2022.

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The Board reviewed the minutes of the Officer Major Projects Board held on 13 July 2022.

Councillor Kemp raised concerns relating to matters discussed relating to Hardings Way.  The Chief Executive referred Councillor Kempt to the minutes and confirmed that this was part of an officer discussion and that in looking at the agreement in the minutes it was not one of the options which was taken forward.

Councillor Dark reminded the Board that the Officer Board was a forum for looking at a wide range of options and opportunities.

Councillor Morley asked why there had not been a meeting of the Officer Major Projects Board since July and was informed that the last meeting had been cancelled as it was during the National Mourning Period.

9 December at 10 am in the Council Chamber, Town Hall, King’s Lynn.

The next meeting was scheduled to take place on 9 December 2022 at 10.00am in the Town Hall, King’s Lynn.