Agenda and draft minutes

Venue: Assembly Room, Town Hall, Saturday Market Place, King's Lynn PE30 5DQ. View directions

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Items
No. Item

1.

Apologies for absence

Minutes:

Apologies for absence were received from Councillors Mrs J Collingham, Mrs A Dickinson and A Ryves.

 

2.

Minutes of the previous meeting pdf icon PDF 239 KB

Minutes:

The minutes of the meeting held on 29 July 2021 were agreed as a correct record.

 

3.

Declarations of Interest

Minutes:

There were no declarations of interest.

 

4.

Members Pursuant to Standing Order 34

Minutes:

Councillors C Morley and T Parish were present under Standing Order 34.

 

5.

Cabinet Report: Member Major Projects Board - Review of Terms of Reference pdf icon PDF 437 KB

Additional documents:

Minutes:

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The Assistant Director, Property and Projects presented the report circulated with the Agenda and reminded the Board that the Council set up a Member Major Projects Board (MMPB) during 2019 to provide more formal over-sight and monitoring of the delivery of the Council’s major projects and the programme of major projects.

 

It was highlighted that the operation and effectiveness of the Board had been hampered particularly by the Covid-19 Pandemic, with many projects being stalled or delayed and Board meetings being cancelled.

 

The Board was informed that the Council’s Cabinet recognised the important role projects had in helping to deliver its aims and objectives and wanted to ensure that these projects were delivered successfully and in an appropriate way.  Cabinet considered that a Project Board comprising a broad spectrum of Members/Councillors would help to provide greater over-sight and management of the Council’s programme of major projects.

 

The report sought to provide a greater degree of clarity in respect of the role of the MMPB and particularly its relationship with other existing Panels and Committees within the council.  Clarity was provided that the MMPB was a sub-committee of Cabinet.  To this end revised Terms of Reference for the Member Major Projects Board were set out within the report.

 

The Assistant Director, Property and Projects referred to the comments made regarding the potential conflict with the scrutiny functions of other panels/committees at the July 2021 and outlined the reasons why it was necessary to re-draft the Terms of Reference.  Reference was made to the appendix setting out the projects and how these would be placed on the MMPB work programme.

 

The Chair invited those Councillors attending under Standing Order 34 to address the Board.

 

Councillor Kemp addressed the Board under Standing Order 34 and commented that the Board was set up to look at risks of projects whether that was financial, environmental, social and others and to review lessons learnt following KLIC. Councillor Kemp stated that looking at risk was different from decision making and scrutiny.

 

Councillor Parish addressed the Board under Standing Order 34  in relation to the MMPB being a sub-committee of Cabinet, the decision making process and the role of the opposition members on the MMPB.   Councillor Parish outlined the benefits, independent and valuable role of the Chairs of the Regeneration and Development and the Audit Committee being on the MMPB and added that they, in his opinion, should remain on the Board. 

 

Councillor Morley addressed the Board under Standing Order 34 in relation to paragraph 2 of the Terms of Reference setting out the aims of the MMPB.  Councillor Morley added that he felt the reporting function and aims, particularly relating to governance required strengthening and asked how the reporting module would be transmitted to the relevant scrutiny panels to enable them to monitor projects.  Councillor Morley asked if section 2.2 could be looked at to consider the points he had raised. 

 

Councillor Joyce referred to  ...  view the full minutes text for item 5.

6.

Date of Next Meeting

3 December 2021, 11 am in the Assembly Room, Town Hall, Saturday Market Place, King’s Lynn.

 

Minutes:

The next meeting of the Member Major Projects Board would take place on 3 December 2021, 11.00 am in the Assembly Room, Town Hall, Saturday Market Place, King’s Lynn.

 

7.

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.

 

8.

For Information Only: Agendas from the Officer Project Board Meetings

For information only:  Agendas and Minutes from the Officer Major Projects Board held on:

 

19 July 2021

16 August 2021

16 September 2021

20 October 2021

Minutes:

RESOLVED:  That this item be deferred to the next meeting.

 

9.

Officer Major Projects Board Meeting - 19 July 2021

10.

Officer Major Projects Board Meeting 16 August 2021

11.

Officer Major Projects Board 16 September 2021

12.

Officer Major Projects Board Meeting 20 October 2021