Agenda and draft minutes

There were no apologies for absence.

RESOLVED: The minutes from the previous meeting were agreed as a correct record.

Please indicate if there are any interests which should be declared.  A declaration of an interest should indicate the nature of the interest (if not already declared on the Register of Interests) and the agenda item to which it relates.  If a disclosable pecuniary interest is declared, the Member should withdraw from the room whilst the matter is discussed.

These declarations apply to all Members present, whether the Member is part of the meeting, attending to speak as a local Member on any item or simply observing the meeting from the public seating area.

There was no declarations of interest.

To consider any business which, by reason of special circumstances, the Chairman proposed to accept as urgent under Section 100(b)(4)(b) of the Local Government Act 1972

There was no urgent business under Standing Order 7.

Members wishing to speak pursuant to Standing Order 34 should inform the Chairman of their intention to do so and on what items they wish to be heard before the meeting commences.  Any Member attending the meeting under Standing Order 34 will only be permitted to speak on those items which have been previously notified to the Chairman

Councillor Heneghan was present under Standing Order 34B and Councillor Squire was present under Standing Order 34a (remotely).

There was none.

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The Board received an update from the Programme Management Office (PMO) Manager on the review of the Council's project management and prioritisation processes which was outstanding on the action log and expected to be brought to the meeting. It was explained that the pause in the Local Government Reorganisation programme had resulted in a decision to undertake a review of the Council’s Transformation Programme and alongside this, a wider look at how projects and programmes are agreed and move through the operational governance processes. Members noted that the review would not affect the existing financial authorisation tiers for capital expenditure or the approval processes through Cabinet and Council.

The PMO Manager explained that the review was focused on the internal assessment and prioritisation of non-capital projects, smaller revenue projects, legislative requirements and competing project demands. Members acknowledged that the review related to internal governance arrangements rather than changes to capital programme approvals.

In discussing the remit of the Member Major Projects Board, Members distinguished between the approval of expenditure through the capital programme and the identification of projects requiring Board oversight. It was noted that the Board's role remained focused on project assurance, delivery, risk and wider community impact rather than review of the whole capital programme.

The PMO Manager advised that a detailed description of the project pathway and governance process would be reported to a future meeting following further work led by the Chief of Staff. Members agreed to defer further comment until the proposed arrangements had been presented.

Members recalled that the Board had been established in part following the KLIC project and considered that projects with significant delivery, strategic or community impacts should continue to be brought before the Board, irrespective of their financial value. It was agreed that the balance between maintaining effective oversight and avoiding an overly congested agenda would be considered further at a future meeting.

Major Project Highlight Reports

P-21.09 West Winch

Major Housing Programme Highlight Report

P-25.08 Hunstanton Coastal Defence

Town Deal Highlight Reports

P-21.11 Guildhall

P-21.12 ACC

P-21.14 Riverfront

P-21.15 Rail to River

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Major Project Highlight Reports

The PMO Manager presented the Project Highlight Reports for the Major Projects programme. Members were advised that a report on NORA Enterprise Zone had not been included within the current update cycle as there had been no material changes or progress to report since the previous meeting.

P-21.09 West Winch

The Board reviewed the completed Borough Council elements of the West Winch Growth Area project.

The Board noted that the project remained rated green overall, with the financial position reported as amber due to cost verification and recovery arrangements rather than any concerns relating to project delivery. Members were advised that the Borough Council’s Collaboration Agreement, Section 106 Agreement and Homes England funding arrangements had now been completed.

The PMO Manager advised that this was expected to be the final report presented in its current format, as the Borough Council had reached a natural transition point within the project. It was reported that the Strategic Housing Manager and a representative from Norfolk County Council would attend the next meeting to outline future reporting arrangements and how Members would continue to receive updates on project progress.

Councillor Long expressed concern regarding wider market conditions, including falling land values and challenges faced by developers in securing finance. He highlighted the significance of the scheme to housing delivery and the Council’s five-year housing land supply position and requested that the project remain subject to ongoing monitoring.

Members acknowledged that the Borough Council elements of West Winch had been delivered and that delivery of the road now moved to Norfolk County Council. It was agreed that the most appropriate route for future reporting and oversight would be considered following the update by officers at the next meeting. Members also noted that any future Borough Council involvement, including matters relating to affordable housing funding, would need to be considered as the project progressed.

Major Housing Programme Highlight Report

The PMO Manager presented the report. It was explained that reporting had moved from individual site updates to a single programme-level report, reflecting work undertaken by the Housing Developments Steering Group. Members were advised that the revised format was intended to provide a clearer overview of collective outputs, strategic outcomes, benefits and programme priorities.

The Board noted that the programme remained rated green overall, with risks and finances assessed as amber due to slower sales rates and construction cost inflation. The PMO Manager advised that, although the report covered the position up to the end of June, the total number of homes delivered had subsequently increased to 539 units, compared with the 506 units reported within the agenda pack.

Members were reminded that the Housing Development Steering Group had been established to support the implementation of previously agreed decisions by bringing together senior councillors and senior officers. It was noted that the Group had met on three occasions since the last report to Member Major Projects Board and the Steering Group was  ...  view the full minutes text for item 22.

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The Assistant Director for Finance and Deputy Section 151 Officer presented the financial summary for major projects. He advised that Officers continued to monitor housing valuations, project costs and wider market conditions affecting programme delivery.

The Board noted that valuations for completed housing developments would continue to be reviewed until the properties were occupied. Members were informed that market values and anticipated receipts would be updated in accordance with professional guidance. It was reported that Styleman Court and Florence Fields remained under review in relation to tenure mix, with properties continuing to be accounted for as either assets held for sale or investment properties until occupation or the realisation of capital receipts.

The Assistant Director for Finance and Deputy Section 151 Officer advised that the Council had made provision for a potential £250,000 shortfall in the recovery of costs associated with the West Winch project. It was noted that the final amount would be dependent upon legal costs incurred and the extent to which those costs could ultimately be recovered.

He assured Members that Officers continued to closely monitor project expenditure, challenge inflationary cost increases and apply value engineering measures where appropriate. It was explained that contingencies were being either retained or utilised depending on the level of project risk and that greater certainty regarding financial forecasts was expected once second-quarter actual expenditure figures became available.

The Assistant Director for Finance and Deputy Section 151Officer highlighted an error within the financial monitoring table and advised that the year shown as 2025/26 in the final column should be corrected to 2026/27. Members also noted that the variance reported for the Active and Clean Connectivity Programme reflected delays caused by planning and permission requirements. Any potential contractor cost increases would be assessed as part of the second-quarter review process.

During discussion, Members recognised the continuing challenges presented by housing market conditions, including slower sales activity and higher interest rates. The Board noted that the Council’s housing companies provided flexibility to retain completed properties as income-generating assets where appropriate, rather than crystallising losses through immediate disposal. Members agreed that the priority remained securing occupation of completed homes and maximising the value of the Council’s investment.

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The Board received a presentation from the Assistant Director for Environment and Planning and the Flood and Water Management Officer on the interim and long-term capital coastal defence programme for Hunstanton. Members were provided with an update on the current condition of the coastal defences, ongoing monitoring work, proposed interim protection measures, funding arrangements and the development of a permanent capital scheme.

The Board was advised that the Wash East Coastal Management Strategy (WECAMS) review covered the coastline from Hunstanton Cliffs to Snettisham. It was noted that the Borough Council was responsible for Units A and B, with responsibility for areas further south resting with the Environment Agency (Unit C). The Board were informed that the review would continue until 2028 and would replace the existing coastal management plan, helping to inform future investment decisions, climate change adaptation measures and long-term standards of protection.

The Flood and Water Management Officer presented evidence from Environment Agency monitoring which indicated that sediment previously moving south from the North Norfolk coast was now accumulating offshore, reducing the replenishment of sand along the Hunstanton frontage and contributing to beach erosion. Members noted that survey information, LIDAR data, beach-level monitoring and structural inspections showed increasing exposure of defence foundations, although it was recognised that similar beach conditions had been recorded historically.

The Board noted that routine monitoring and maintenance activities continued, including weekly visual inspections, beach-level surveys, structural monitoring and ground-penetrating radar investigations. Members were advised that the annual maintenance budget of approximately £180,000 had been exceeded due to the deteriorating condition of the defences.

The Flood and Water Management Officer informed Members that sections of the seawall between the Rock Shop slipway and beyond the Pier Head building had experienced early structural movement following the exposure of over one metre of sheet piling. To address this, an interim scheme involving the placement of approximately 10,000 tonnes of granite rock armour over a 200-metre section of shoreline was proposed to provide temporary stabilisation while a permanent solution was developed.

In response to the Chair, Councillor Beales, the Assistant Director for Environment and Planning explained that South Bay Civil Engineering had been identified to undertake the works, with Fairhurst responsible for engineering design and securing the necessary permissions. In response to concerns raised by Members, it was noted that the rock armour would be transported by road and that construction was expected to take place over approximately 10 to 12 weeks during low tide periods. The estimated cost of the interim scheme was reported as £2 million, including contingency provision, with part-funding secured through CIL and the remaining contribution to be provided by the Borough Council.

The Board received an update on the proposed permanent coastal defence capital works scheme, which is expected to include replacement of the promenade deck and strengthening and replacement of sections of the seawall. Members were advised that preliminary estimates indicated significant investment would be required, with design and construction  ...  view the full minutes text for item 24.

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The Board received an update from the PMO Manager on the work of the Housing Development Steering Group. Members were advised that the Steering Group had met on three occasions since the last Member Major Projects Board and was continuing to fulfil the purpose for which it had been created.

The Board noted that the Housing Development Steering Group brought together senior Members and officers to support the implementation of agreed housing development projects, provide oversight of programme delivery and facilitate the resolution of emerging issues. Members were informed that the Group was operating as intended and contributing to the effective governance and monitoring of the Council's housing development programme.

The Board noted the Officer Major Projects Board Minutes.

The Board noted the Work Programme and the scheduled items included updates on the West Winch Growth Area, the Guildhall Project and other standing items within the Board's work programme.

The PMO Manager advised that the post-project evaluation for Styleman Court may not be available in time for the November meeting due to current capacity constraints and could be deferred until February 2027.

In response, the Chair, Councillor Beales requested an immediate update on the likelihood of the evaluation being completed for November and emphasised the importance of Members receiving an update at the next meeting.

4^th November 2026 at 9:30am in the Council Chamber, Town Hall

The date of the next meeting was 4^th November 2026 at 9:30am in the Council Chamber, Town Hall.