Agenda and draft minutes

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Apologies for absence were received from Councillor Ware

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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 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 were no declarations of interest.

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

There was no urgent business under Standing Order 7.

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 made.

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Councillor Ring was present under Standing Order 34.

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The Programme Management Office Manager (PMO)  presented the Action Log and explained that this monitored progress of any items which were actions to be taken forward by officers.

The three items on the Action Log were no’s 11-overview of process and definition of projects,12- removal of projects from list overseen by Major Member Projects Board and 13- briefing on the Parkway (Florence Fields) project.

The PMO Manager advised on item no. 11 that a new software system was being considered to assist in the management of projects and programmes and that it was possible that this may bring about changes to processes used, therefore processes may change however it was believed that ultimately, the new system would provide more efficient processes and assurance to the Board. 

The PMO Manager confirmed item 12, removal of projects from list overseen by Major Member Projects Board was completed on the action log to reflect the 3G Pitch being removed which was discussed at the previous meeting.

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

Councillor Morley sought clarification of the Capital Programme and Monitoring. The PMO Manager confirmed the Finance Team monitor this.

Councillor Morley asked for further clarification on the projects which were removed, for example 3G Pitch and who monitored the progress.

It was confirmed by the PMO Manager that it would be monitored by the Operational Manager of the Officer involved in the project and the Portfolio Holder.

The Chair asked for further explanation to the Board on the process changing and the new software.

The PMO Manager explained in further detail the long-awaited new software which would help monitor projects and programmes in a proactive and consistent way.

The Chair highlighted that the 3G Pitch was removed as members no longer wished to view the project and sought clarification if it was at the discretion of the Board on which projects were considered.

Assistant Director of Property & Projects clarified that the Board was a subcommittee of Cabinet and therefore Cabinet would decide the Member Major Project Board list and what would be monitored by the Board. The view was taken that as Cabinet Members were on the Board, Operational Projects could be removed rather than being considered by Cabinet.

The Chair asked if the decision could be delegated to the Board from Cabinet and for this to be clarified with the Monitoring Officer and reported back to the board.

Councillor Moriarty endorsed the Chairs comment.

The Chair asked for a comprehensive update to all Councillors on Florence Fields from the Principal Project Manager.

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The Executive Director presented the Overview Report and advised this item would be merged with Item 8 on the agenda, Project Highlight Report.

The Executive Director explained the overview report showed the current status of projects. The report identified the key highlighted changes and progression of each project.

He outlined that the report highlighted two projects currently have a red status, eight amber and four were on green.

Further detail of the projects were presented in the Highlight Reports.

Project Highlight reports cover February 2024/March 2024 are listed below:

a.         P-21.02 NORA EZ – Road Infrastructure

b.         P-21.03a NORA EZ – Development of spec units – phase 1

c.         P-21.05- Major Housing- Parkway – Florence Fields

d.         P-21.06 Major Housing – Salters Road

e.         P-21.08 Major Housing – Southend Road

f.          P-21.09 West Winch Growth Area

g.         P-21.10a Southgates – Place Making

h.         P-21.10b Southgates – STARS

i.          P-21.11 Guildhall

j.          P- 21.12 ACC

k.         P-21.14 Riverfront

l.          P- 21.15 Rail to River

m.        P- 21.16 MUCH

n.         P- 21.17 Boost

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The Executive Director presented the highlights reports following the overview reports. 

The Chair requested the reports were presented in RAG rating order.

NORA - Road Infrastructure

The Executive Director highlighted to the Board this was a red status but was moving forward.  The main risks were delays and projected overspend discussed with Norfolk County Council.

The Executive Director invited the Assistant Director of Property and Projects to comment further.

Roads and infrastructure were nearly complete however a key issue was power supply with UK Power Network; acquired substation capacity however had not been delivered.

Medical Centre deadline to open was July 2024.

Guildhall

The Executive Director highlighted to the board this was a red status however progress had been made.

Heritage discoveries have been made as part of the progress. The cost plan and funding options are being considered and discussed. Managing risk over cost and opportunity.

An Information Day had been held on the 9^th May 2024 which  was successful and the project team had received positive feedback.

The Chair asked if Officers were on track to meet the deadline for RIBA Stage 3 at the end of May 2024.  Councillor Morley sought further reassurance that this deadline would be met, for in which the Executive Director advised he would clarify further with Officers.

NORA - Development of Spec Units

The Executive Director advised the Board this was an amber status and invited the Assistant Director to comment further.

The Assistant Director confirmed the final negotiations with tenants were underway and close to completion. Further issues were being resolved.

The Chair asked when the first tenant should be in occupation. The Assistant Director clarified it was dependant on the completion of the roads and the timescales which had been rearranged to accommodate the new Medical Centre. He confirmed by the end of May/beginning of June 2024 access to the Medical Centre should be complete.

In responses to questions from Councillor Morley, the Assistant Director confirmed a current tenant of the King’s Lynn Innovation Centre (KLIC) would be taking up occupation along with a business relating to health care and that interest from manufacturing companies had been received for the industrial units.

In response to further questions from Councillor Morley, the Assistant Director clarified the KLIC building was 100% let and demand was strong, consequently there was no concern with any change of occupation, and he anticipated there would be a net increase in the Council’s general income.

The Assistant Director invited the Board to a site visit of the new speculative units once the roads had been completed to gain a further understanding of the units which have been built.

The Chair agreed this would be of interest not just to the Board but to all Councillors.

Councillor Parish referred to the planning application of these units and stated it was optional for tenants to have solar panels. He asked if this option has been taken by  ...  view the full minutes text for item 8.

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The Principal Project Manager presented the report accompanied by a presentation.  He highlighted the achievements of the project along with social value outcomes and the housing and financial outputs.

The Chair thanked the Principal Project Manager for the presentation and invited the board to ask questions.

The Chair sought clarification in the term PPC. The Principal Project Manager advised the board PPC is Project Partnering Contract and Lovell would take a profit share which was an incentive to sell properties at an increased level.

Councillor Morley referred to Section 106 funding for affordable housing. The Principal Project Manager clarified the funding was used for Strategic Housing. In response to the Chair, the Principal Project Manager confirmed the properties were bought at market rate.

In further response to Councillor Morley, the Principal Project Manager confirmed the Council’s engineers undertook a design which Anglian Water required and then entered to an approval process by Anglian Water.

The Chair invited further comment from the Board in relation to reviews of projects.  Councillor Blunt commented lessons learnt could be identified earlier with a review throughout the project rather than a post project review.

The Assistant Director advised attempting to make improvements and learning from previous projects to achieve an overall improvement.

Councillor Moriarty highlighted the quality issues and sought clarification if this was a lesson to be learnt. The Principal Project Manager confirmed the quality issues were because the contactors were working on multiples sites therefore sub-contractor’s terms were adjusted to include direct supervision.  

Councillor Blunt commented he was disappointed in the result of using i-House and questioned if it was due to schedule of labour rather than the i-House process.

In response to Councillor Blunt, the Principal Project Manager agreed that there was disappointment in the results of i-House and the gains achieved at the beginning did not reflect throughout the whole project. He confirmed using i-House for the whole project would have benefited the timeline, but cost would have been neutral or negative. He advised Officers would consider using again and the main benefit was the show home opened quicker and consequently sales quicker.

The Project Principal Manager clarifies to the Board using i-House would result in the project being done quicker but cost more.

The Assistant Director, Property and Projects commented the Council needed to adapt to the market and quickly delivering units at that time was not beneficial.

Councillor Morley asked if there was benefit in discussion with the construction college on lessons learnt. The Principal Project Manager agreed, and the comment was noted.

The Executive Director summarised. He stated continuous improvement was being worked on and moving the PMO function forward to help coordination with different projects. The Chair commented that he expected to see progress on the PMO before the next meeting.

2^nd April 2024

17^th April 2024

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The Board noted the minutes.

To discuss the work programme for 2024/2025

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The Work Programme had been updated to include the item Project engagement with planning and conservation for the meeting on 12^th August 2024.

Item Update on PMO was added to the Work Programme. 

12^th August 2024, 9:30am in the Council Chamber, Town Hall, King’s Lynn

12^th August 2024, 9:30am in the Council Chamber, Town Hall, King’s Lynn

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The Principal Project Manager provided the Board with a presentation which highlighted an update and responded to questions.

Councillor Moriarty sought clarification with block management. The Principal Project Manager confirmed Rounce & Evans held the contract for the Council’s block management. He confirmed they look after the cleaning of the communal areas, parking areas and window cleaning. The management company was a legal entity which would own the freehold of the property and the block management would be appointed by them.

In response to a question from Councillor Morley, the Principal Project Manager explained to the Board that the road was higher than the site therefore it needed to be retained and supported. He advised the complaints which were received did cause a delay, but it was deemed there was no unnecessary disruption. 

Councillor Moriarty asked why open purchase orders for Lovell and purchase material specifically an issue. The Principal Project Manager clarified it is higher on the risk register than on a project doing well as there is no contingency and it is being identified here as it is marginal.

Councillor Parish commented on the restrictions that the properties were not to be sold or used as second home or holiday homes.

Councillor Moriarty sought clarification with how the legal requirement would overcome the properties not being sold as second homes/holiday homes. The Principal Project Manager advised it did not resolve the issue fully but limits the issues.

In further response to Councillor Moriarty, the Principal Project Manager explained BCIS and stated that material inflation was higher than BCIS due to the type of materials being used. The sub-contractors increase exceeded what was expected.

The Executive Director explained to Board further that procuring materials earlier would have still resulted in deficit due to how prices have worked. He stated it was a difficult site and difficult economic conditions therefore Officers are managing risks. He explained further looking at the whole programme showed balancing these cycles and challenges.

The Project Principal Manager explained with other projects materials had been bought earlier as there was capacity to store them however Southend Road was a constrained site.

Councillor Morley asked if a lesson to be learnt would be being open with storing materials as during the planning process it was not highlighted the adjacent car park would be used.

The Principal Project Manager clarified that the carpark being used was for coaches and an assessment was taken to highlight the demand of this throughout the times of the year. He confirmed because of this, tourism was taken into consideration on the capacity that is used.

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 paragraph 3 of Part 1 of Schedule 12A to the Act”.

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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 items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act.

The Principal Project Manager provided a further presentation.

The Chair invited question and Officers responded.