Agenda and minutes

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No. Item


Apologies for absence


An apology for absence was received from Councillor A Ryves.



Minutes from the previous meeting pdf icon PDF 296 KB


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The minutes of the meeting held on 9 December 2022 were agreed as a correct record.



Declarations of Interest


There were no declarations of interest.



Urgent Business under Standing Order 7


There was no urgent business.



Members 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 on that item is taken.



Councillor M de Whalley was present under Standing Order 34.



Chair's Correspondence


 There was no Chair’s correspondence.



Project Overview Report pdf icon PDF 189 KB

Additional documents:


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The Corporate Projects Programme Manager explained that Members were familiar with the report that provided an overview of the major projects under the auspicious of the Board as it had been presented to previous meetings.  There had been changes made to the overview report because of new highlight reports which was the next item on the agenda.  The Board was informed that there were 17 projects on the list – 5 red, 9 amber, 3 green.


The Board was reminded of the previous more detailed 5 RAG ratings but the report had moved to a simplistic approach taking into account the highlight reports process which followed as the next agenda item.  The RAG ratings were now just red, amber and green.


The Corporate Projects Programme Manager advised that officers had been unable to present the West Winch report because of staffing capacity issues but would endeavour to bring a report to future meetings.


The Board was informed that this was the first month of the new reporting arrangements this was quite an ask of project managers so a significant amount of work had been put in but that there were a few gaps which were part of the transition to the new arrangements.


In response to a comment from the Chair, the Corporate Projects Programme Manager explained the reporting process and undertook to circulate the reporting timetable as an appendix to the minutes.


The Corporate Projects Programme Manager explained the change that at the end of every month was that all reports would be published on Mod Gov so all Members were able to view the information and it was anticipated that the January update would be published on 1 March 2023.


Councillor Morley asked if it was the purpose of the Board to go through each project or just take a helicopter view of what was presented.  In response, the Chair, Councillor Blunt explained that this was a helicopter view and that the next step would be to discuss how the Board could undertake a “deep dive” into specific projects.


Councillor Kemp commented that the report set out a clear format of the overall view of the projects which included the financial risks.


In response to questions from Councillor Morley on the Board selecting which red RAG project to look at in more detail and a consistent approach being adopted across the Council on the current progress, the Interim Technical and Delivery Advisor explained that Members get early warning as Members could view reports on a monthly basis and could see the flow of information available and where the risks were etc, and also see the first report in detail where red flags were identified and it depended on how deep the Board wished to go.  He explained that sometimes reports could have a red status but the commentary and mitigating measures set out in the report and why, type of mitigation that may be etc, may  ...  view the full minutes text for item 7.


Projects Highlight Reports pdf icon PDF 4 MB

The Board will receive feedback from the Energy and Environment Officer will on the Refit 2 project.



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The Corporate Projects Programme Manager introduced the report and provided an overview on the content, the new areas of reporting and areas of development for each project.  The Board was informed that at the end of February a new section on outputs/ outcomes that the project was looking to achieve would be added to the template.


The Board advised that the Robert Wiseman, the Council’s Energy Efficiency Officer and Environment Officer was present to answer any questions relating to the Re-Fit Scheme.


The Board considered each of the red RAG ratings as set out below:


Re-Fit Scheme


The Energy and Environment Officer provided an overview of the project, a summary of the key points are set out below:


           £3.8m grant towards delivering the project – tight timescales for delivery and installation.

           Contract with Ameresco who issued their final detailed design May 2021.

           Grant funding required completion of installation works (and all grant monies to be spent/allocated) by  end June 2022.

           Heat pumps installed and operational by end June 2022 with the  exception of BMS controls, owing to long lead time for equipment delivery..

           Timescales did not allow for ‘stress testing’ as heat pumps installed in height of summer.

           In colder winter months some sites have since struggled with lower flow temperatures provided by the heat pumps and some sites have had to revert to gas boilers.  Progress being made to ensure sites are operational in line with the expectations.

           Discussions ongoing with Ameresco to ensure guarantee savings are delivered as promised with their detail design.

           Outstanding BMS controls – Lynnsport works to be completed by 31st March 2023 and at St James’ works to commence mid-March.  Oasis BMS upgrade was completed by end December 2022.

           Control Strategies can now be finalised to integrate heat pumps with existing heating and distribution systems as this was a decarbonisation project.

           There will be times when boilers will still be called upon to boost flow temperatures and maintain building temperatures; alternative would be to replace all existing heating distribution systems, which would not be cost effective or possible within the grant envelope.


Officers responded to questions in relation to:


           Concerns regarding no manufacturing base or supply chain in the UK for producing the heat pumps or for spare parts.

           Maintenance contracts/costs of both gas boilers and heat pumps to be set out in one contract.

           Heat pumps not working at St James Swimming Pool.

           Poor quality of water at some sites seen to be a health and safety issues, although water quality issues were associated with closed systems and not water supplied to showers/drinking water etc.

           Concerns in relation to heat pumps and new technology for the Council’s housing schemes at Parkway and a private development in Heacham to make the houses as green as possible.

           Competence of contractor appointed.

           Financial summary and budget contingency.  ...  view the full minutes text for item 8.


Schedule of Meetings 2023 pdf icon PDF 93 KB


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The schedule of meetings 2023 was noted.


Meeting requests would be sent out for the April meeting.  Following the May elections 2023 and confirmation of membership received, meetings requests would then be sent out for the remainder of the year.




Work Programme


Minutes from the Officer Major Projects Board pdf icon PDF 224 KB

19 December 2022 – Meeting cancelled

30 January 2023 – draft attached, subject to Management Team approval




The Board noted the Officer Major Projects Board minutes.



Date of Next Meeting

28 April 2023, 9.30 am, Council Chamber, Town Hall, King’s Lynn.