Agenda and draft minutes

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Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Councillor C Joyce, M Drewery and H Henry.

 

2.

Minutes of the Previous Meeting pdf icon PDF 293 KB

Minutes:

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The minutes of the meeting held on 10 November 2021 were agreed as a correct record.

 

3.

Declarations of Interest

Minutes:

There was no urgent business.

 

4.

Urgent Business under Standing Order 7

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

 

 

Minutes:

There was no urgent business.

5.

Members Present Pursuant to Standing Order 34

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 is taken.

 

Minutes:

Councillors M de Whalley, C Joyce (via Zoom) and A Kemp were present under Standing Order 34.

 

6.

Chair's Correspondence (if any)

Minutes:

There was no Chair’s correspondence.

 

7.

List of Projects pdf icon PDF 247 KB

Minutes:

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The Chief Executive explained that the list of projects had been presented to the Board at their previous meeting on 10 November, details of which had also been included in a Cabinet report.

 

The Chief Executive advised that the role of the Board was to prioritise the list and monitoring those projects going forward.

 

The Chair informed the Board that the list of projects was a living document and that projects would be added as time went on.

 

Officers responded to questions in relation to the following projects:

 

·         4:  Major Housing, NORA 4 – 1,000 cumulative total number of homes to be delivered under the contract with Lovells.

·         5:  Major Housing, Parkway – western side, King’s Lynn – number of  homes would require planning permission and would information then be updated.

 

Under Standing Order 34, Councillor Joyce commented that there had been no legal representative present at previous Officer Board Meetings.  In response, the Chief Executive explained that the Officer Major Projects Board Terms of Reference would be reviewed which would require a legal representative to be present.

 

Under Standing Order 34, Councillor Kemp also commented that there had been no legal representative present at previous Officer Board Meetings.

 

RESOLVED:  The Member Major Projects Board to prioritise the 11 projects for their future Work Programme.

 

8.

Way Forward - Discussion on monitoring arrangements of the Member Major Projects Board pdf icon PDF 164 KB

Minutes:

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The Chair introduced the item and outlined the key points and the role of the Member Major Projects Board (MMPB).

 

The Board received a presentation (a copy of which had been circulated to the Board prior to the meeting) prepared by the Assistant Director, Property and Projects which was presented by the Chief Executive.

 

Officers responded to questions and comments in relation to:

 

·         Importance of the following information being available to the MMPB – overall picture including finance, partners, revenue, risk, implications of project, risk, timescale for delivery, etc.

·         Role and function of the MMPB to monitor major projects designated as such by Cabinet and highlighted any actions which may be required.

·         Process for management of projects – brief overview of PRINCE2.

·         Role of Policy and Development/Scrutiny Panels – opportunity to ask for interim reviews as required.

·         Frequency of MMPB meetings – suggestion of two monthly.

·         Proposal for future MMPB meetings – the Board to receive a detailed presentation on maximum two projects per meeting.  MMPB to determine order of projects for each meeting.  It was noted it may be necessary to go into exempt session for questions asked relating to commercial sensitivity.

·         Financial Plan – revised capital programme and financial requirements.

·         Agreement by MMPB of performance measures.

·         Importance of due diligence being undertaken by relevant officers.

·         Frequency of OMPB meetings and access to the minutes of the OMPB.

·         Operational officer meetings to discuss projects which were informal and not minuted.

·         Performance measures – budget/costs, timescales, milestones, project scope, risk, impact on 3rd party organisations/finance/resource/borrowing/funding/revenue impact, public perception, internal and external factors,  Officer Major Projects Board – decisions, recommendations Management Team.

·         Understanding of interdependencies/relationship on other major projects.

·         Mitigation measures if required to ensure delivery of projects.

·         Council’s whistleblowing policy and how information on investigations relating to major projects could be reported to the MMPB if necessary.

 

Councillor Dickinson suggested that two or three projects as well as an overview of projects at each meeting and two monthly meetings rather than quarterly.  Councillor Blunt commented he supported two monthly meetings of the Board and that a detailed briefing be scheduled to bring the Board up to date.  Councillor Middleton  supported the suggestions put forward by Councillors Dickinson and Blunt to schedule a detailed briefing in late January/February 2022.  Councillor Ryves supported the suggestions put forward.

 

Councillor Dickinson highlighted the importance, in her view, of the Board being up to speed on the projects by the time the Financial Plan was presented to Cabinet/council because it would contain the revised capital programme and the capital financing requirement which would then pull the information altogether to enable the MMPB by the time a more formal setting so Members would be up to speed and could move forward.  In response, the Chief Executive provided an overview of the proposed format of future MMPB meetings.  The Chief Executive advised that if the detailed briefing was to be provided by the time  ...  view the full minutes text for item 8.

9.

Date of Next Meeting

Date to be advised.

 

Minutes:

Date to be confirmed by the Chair following consultation with the Chief Executive.

 

10.

Exclusion of Press and Public

To consider passing the following resolution:

 

“That under Section 100(A)(4) of the Local Government Act, 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A to the Act”.

Minutes:

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RESOLVED:  That under Section 100(A)(4) of the Local Government Act, 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A to the Act.

 

 

11.

For information only: Minutes from the Officer Major Projects Board

To receive the minutes from the Officer Major Projects Board deferred from the previous meeting.

 

Minutes:

The Member Major Projects Board received the minutes from the Officer Major Projects Board.

 

Officers responded to questions and comments from the Board.

 

12.

Officer Major Projects Board 19 July 2021

13.

Officer Major Projects Board 16 August 2021

14.

Officer Major Projects Board 16 September 2021

15.

Officer Major Projects Board 20 October 2021