Agenda and minutes

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RESOLVED:  Councillor A Beales be appointed Chair for the Municipal Year 2023/2024.

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RESOLVED:  Councillor J Moriarty be appointed Vice Chair for the Municipal Year 2023/2024.

Apologies for absence were received from Geoff Hall, Executive Director, Oliver Judges, Executive Director and Chris Upton, Project Accountant.

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The minutes from the meeting held on 28 February 2023 were agreed as a correct record.

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Councillor Ware declared an interest as a Director of West Norfolk Housing Company and West Norfolk Property Company.

Councillor Ryves declared an interest as his wife was a Member of Hunstanton Town Band.

There was no urgent business.

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.

Councillors A Kemp and A Ryves were present under Standing Order 34 for all items.

There was no Chair’s Correspondence.

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The Manager, Programme Management Office provided an overview of the role of the Programme Management Office (PMO) which currently supported the Place Directorate only (copy attached to the agenda).

The Chair thanked the Manager, PMO for the overview and invited questions and comments, a summary of which is set out below.

In response to questions from Councillor Moriarty as to why some projects had not been included, the Manager, PMO explained that projects categorised as Tier 1 were under the auspices of the MMPB. It was noted that projects categorised as Tier 2 were projects on the horizon or active but not agreed as a ‘Major Project’ by Cabinet.  The Manager, PMO gave an example of Baxter’s Plain feasibility work Projects categorised as Tier 2 and Tier 3 (ideas at early stages) were not considered by MMPB.  It was further explained that the Manager, PMO rigorously challenged the highlight reports in order that correct and meaningful information was being presented to MMPB and as the reports progressed through there was an opportunity for senior officers to challenge that the information was valid, consistent and valuable.

The Assistant Director, Property and Projects reminded Members that the MMPB was a sub-committee of Cabinet and explained the role of the Board was to oversee and monitor projects and highlighted that the projects on the MMPB list were those that had been determined as a major project by Cabinet.

Councillor Blunt asked if there was a document which defined for a Tier 2 and 3 projects and who determined the category of each project.  In response, the Manager, PMO explained that there was no document the process was evolving and that Tier 1 projects were those which Cabinet had determined as a major projects and MMPB oversaw and monitored. 

The Chief Executive added that there was a structure of Officer Major Project (OMPB) Board and MMPB and it was explained that projects in in early stages of development would go through the process and highlighted that for a project to be defined as a major project to be forwarded to MMPB, was a Cabinet decision. The PMO was a central repository to collect all information at the early stages because ultimately projects could develop and then be presented to MMPB.

Councillor Blunt commented that the categories presented confusion and that the Board needed to see a definition of a Tier 2 and Tier 3 project and would those projects be considered by MMPB.  In response, The Manager, PMO explained that Tier 2 projects were active but were not overseen by the MMPB and would go through Portfolio and Panel meetings.  An example was given of a Tier 3 project – originally a Town Deal  project, a Town Centre Repurposing project which had been the decision of Cabinet not to proceed and was agreed that as and when funding came along the business case would be relooked at (so now Tier 3).

It  ...  view the full minutes text for item 9.

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The Manager, PMO provided an overview of the project highlight reporting process and explained that since the Election in May 2023 there had been some discussion on the frequency, some uncertainty and gaps between meetings and in that void the Executive Director, Place made the decision that the ‘other’ major projects would report every two months.  The Board was informed that the Town Deal Board projects reported on a monthly cycle and the ‘other’ projects on a bi-monthly cycle.  The Manager, PMO advised that from April 2024 the ‘other’ major projects would be reported on a quarterly basis.

The Chair, Councillor Beales thanked the Manager, PMO for the overview and invited questions and comments from the Board, a summary of which is set out below.

Councillor Morley expressed concern that when the Town Deal Programme Board data goes forward he saw no reason why a stream of that couldn’t go to MMPB who were not Members of the Town Deal Board so that the information was received at the same time.    In response, the Manager, PMO advised that the Town Deal Board Agendas and Minutes were published monthly and were publicly available on the Vision King’s Lynn Website a few days after the meeting.  Click on the link below to access documents:

https://www.visionkingslynn.co.uk/document-library/

The Monitoring Officer explained that if it was just the case of making sure Councillors were receiving the same information as the Town Deal Board when published then a separate email could be circulated.

Councillor Morley commented that his personal preference was for agendas and minutes to be available on Mod Gov at the same time as the Vision King’s Lynn website.  The Manager, PMO explained that this was work in progress as a separate module within Mod Gov had to be set up.

The Assistant Director, Property and Projects explained that the Borough Council had Cabinet Member representation on the Town Deal Board and most, if not all, of the specific project boards.

The Chair, Councillor Beales commented that the Town Deal Board was fine but that Councillor Morley made the point of the MMPB receiving the information at the same time as the Town Deal Board.  The Chair commented that he had a concern regarding the other projects not reporting on a monthly basis and asked if quarterly reporting was enough.  The Chair added that construction projects moved at a slower pace and wondered if the number of construction projects could be reported by exception and this did not work then consideration would be required on the frequency of reporting.

The Assistant Director, Property and Projects advised that officers would flag up any issues to the Portfolio Holder, etc and escalate if required.

RESOLVED:  The report be noted.

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The Corporate Programmes Manager presented the major projects overview report as at end July 2023.  It was noted that there were 17 projects on the list – 7 green, 10 amber and the commentary provided information as to their overall status.

The Chair, Councillor Beales invited questions/comments from the Board.

There were no questions or comments.

RESOLVED:  The Major Projects Overview report was noted.

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The Manager, PMO presented the Project Highlight reports.

The Assistant Director, Property and Projects explained that the Board could identify any of the projects for a “deep dive” and relevant officers invited to attend a meeting to give a presentation and answer any questions.

St George’s Guildhall and Creative Hub Project

Councillor Parish drew attention to page 21, St George’s Guildhall and Creative Hub project and explained that the Council had not agreed to underwrite the £3m whilst other funding options were explored.  This had been highlighted to the Chair of the Town Deal Board and was accepted that the Borough Council could not afford to underwrite £3 m.  He requested that the project definition on the report was updated.

The Chair, Councillor Beales confirmed that at the first meeting of the Town Deal Board following the May Election it was acknowledged by the Chair that the Borough Council would not underwrite the £3m and agreed that the report required updating.

The Monitoring Officer explained that as the previous Cabinet and Full Council had agreed to underwrite the £3m it would be required to go through the democratic process again to get formal agreement.  A Cabinet report would be put forward to enable Councillors to consider all options which would be considered by Cabinet and ratified by Full Council for rectifying the capital programme.

Councillor Morley confirmed the report would need to go to Full Council and outlined reasons why the whole document required rephasing accordingly.

Councillor Kemp added that these issues needed to go through a process and that the £3m was in the original budget and required Cabinet and Full Council approval and did not disagree with the variation.  Councillor Kemp referred to page 22, a red RAG rating for resources for the £12m Guildhall project and the lack of capacity in the project team to oversee and apply for funding and asked what plans were in place to address this.

In response, Councillor Morley explained that the CIO had been accepted by the Charitable Commission and the Trustees had been appointed and that the report should be from the Trustees on progress and was an interim period that regarded sorting out for the £9m project.

The Chair, Councillor Beales advised that the focus was now on the £9m project.

The Assistant Director, Property and Projects commented that a number of good points had been made and that there was an error in the highlight report as there has been a shift in emphasis following the new Administration and would be picked up and amended prior to the next report.

Councillor Moriarty referred to page 21 – last report resource red and resource had now moved to amber as things progressed.

The Chair, Councillor Beales that the Town Beal Board project was in his Portfolio and the Assistant Director, Property and Projects had referred to Portfolio Holders and added that Councillor Ring has the most detailed  ...  view the full minutes text for item 12.

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The following items were identified for the next meeting:

Post Project Evaluation Terms of Reference – NORA 4

Deep Dive – Housing Development, Southend Road, Hunstanton

Deep Dive – Southgate, King’s Lynn

Update on the Guildhall, King’s Lynn focussing on the new CIO and plans of the Trustees

The items listed below were identified for a future meeting:

Deep Dive – Guildhall Project

Deep Dive - Riverfront Regeneration Project

To receive the minutes from the meetings that have taken place since the last MMPB meeting.

West Winch Growth Area – 16 August 2023

In response to questions from Councillor Ryves on the risks relating to West Winch from the Officer Project Board Meeting, Councillor Moriarty advised that he received regular updates from the Project Officer.

The Manager, PMO explained that there was one emerging risk identified at the 16 August meeting but subsequent to the meeting it was reported by the Project Officer that there was no change as set out in the highlight report at the end of July 2023.

13 December 2023, 11.00 am in the Council Chamber, Town Hall, King’s Lynn.

13 December 2023, at 11 am in the Council Chamber, Town Hall, King’s Lynn.