Agenda and draft minutes

To receive any apologise of absence.

There were no apologies for absence.

To agree the minutes from the meeting held on the 12^th August 2024 as a correct record.

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.

Councillor Ware declared she was a Board Member for West Norfolk Housing Company and West Norfolk Properties Limited.

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 de Whalley was present under Standing Order 34.

If any.

There was none.

The Board had no comments or questions on the Action Log.

P-21.02 - EZ NORA Infrastructure

P-21.03a - EZ NORA Infrastructure

P-21.05 - Parkway (Florence Fields)

P-21.06 - Salters Road

P-21.08 - Southend Road

P-21.09 - West Winch Growth Area

P-21.10a - Southgates Place Making

P-21.10b -STARS

P-21.11 - Guildhall

P-21.12 - ACC

P-21.14 - Riverfront

P-21.15 - Rail to River

P-21.16 – MUCH

P-23.08- Lynnsport 1

The Executive Director presented the Highlight Reports, starting with the overview report. He highlighted to the Board from the overview report that the NORA Enterprise Zone was rated red due to the overspend due to the delays. He outlined there were 7 projects rated amber and 6 rated green. He brought to the Board’s attention 3 projects where the ratings had moved to amber.

He explained to the Board the Southgates STARS project had been delayed with Active Travel England assessing the business case on behalf of the Dept for Transport.  He added there was a site visit on the 5^th June 2024 which Active Travel England had provided improvements to the scheme.

Under Standing Order 34, Councillor de Whalley questioned if the phosphor Gypsum removal had impacted the delay.

Councillor Morley commented generally on the capital expenditure across the capital programme, of which approximately one third of forecasted spend had been spent which was significantly lower than expected at the start of the financial year. 

Councillor Long commented he felt the Southgates STARS project should have been rated at red.

NORA EZ Infrastructure

The Executive Director introduced the project and highlighted the financial report was red based on Norfolk County Council overspend due to the continued delays in completing the project.

Th Assistant Director of Property and Projects provided further detail to the Board and explained a substantial amount of work had been completed however there were delays relating to Anglian Water signing off the design of the highway works and how they related to the drainage, and other delays with UK Power Networks in respect of electricity supplies. He advised the work north of the development was paused and will resume once negotiations in respect of the overspend had been resolved.

The Assistant Director of Property and Projects responded to Councillor de Whalley’s earlier question in respect of contamination and explained there were overall contamination issues. Within the Contaminated Land Method Statement there had been agreed ways in which to deal with contamination on site, for example, Phosphor Gypsum previously was allowed to be used as part of the fill material beneath road infrastructure however the Environment Agency had changed its position on Phosphor Gypsum being used this way and therefore it would need to be deposited at a properly licenced waste site due it being contaminated and classified as Naturally Occurring Radioactive Material. He added further that the NAR Ouse Business Park site to the east of Nar Ouse Way was now clear of Phospor Gypsum however the site to the west, proposed for the Active Travel Hub still had this contamination present.

NORA EZ Development of Spec Units

The Assistant Director of Property and Projects provided an update on the Spec Units project. He highlighted to the Board that the first tenant of the office block would be taking possession soon and occupying the unit in the next week. He outlined the current issue with the surface water attenuation tank on the site and that  ...  view the full minutes text for item 8.

The Programme Management Office Manager provided an update to the Board and explained the recruitment of two posts was underway. She advised a large number of applications had been received and interviews were planned for November with the aim for Officers to start in early 2025.

The Chair, Councillor Beales asked if there was any movement with a new software being implemented.

The Programme Management Office Manager confirmed work was still being carried out, that engagement with procurement had taken place, and that work to identify the correct specification of software was ongoing.

Councillor Long commented it was positive to see 2 vacant posts were being utilised for the PMO roles.

The Executive Director highlighted the importance of the software and explained with limited resource the software would reduce resource pressure.

Under Standing Order 34, Councillor de Whalley asked if the software could be integrated with other areas within the Borough Council

The Assistant Director of Property and Projects introduced the report to the Board and explained the original ideas for the project, and, as set out in the report, outlined that as the project evolved there was consultation with planning and conservation, as well as other teams within the council.

Councillor Moriarty thanked the Assistant Director of Property and Projects for the report and encouraged consultation with the Conservation Officer and Planning. He commented about the difference in how the Planning and Regeneration departments worked.

Councillor Morley questioned the use of consultants and highlighted that he felt a high number had been used on this project. He questioned if value for money was being considered. He referred to the highlight report on the project and queried the number of FTE Jobs created.

The Chair, Councillor Beales commented the use of consultants was useful however recognised that the council must ensure the consultants work to our requirements. He added the use of consultants was to provide expertise in specific areas and also different ideas and options to consider.

The Assistant Director Property and Projects explained to the Board, the project was challenging, and that the initial concept designs had changed over time with multiple consultations with the relevant statutory bodies, including Historic England, and also following various Panel and Board meetings, as well as various public consultations.

The Assistant Director of Property and Projects referred to Councillor Morley’s comment regarding the use of consultants and advised there was not the skills in house which were required therefore use of consultants was needed.

The Chair, Councillor Beales commented consultees do not dictate what can be done but can provide a pragmatic approach and options for ways the project can be delivered.

Councillor Ware sought clarification on why the report did not mention engagement with the Landlord for the Custom House.

The Chair, Councillor Beales advised the lease on the Custom House needed to be extended.

The Assistant Director of Property and Projects confirmed he was in communication with the Landlord on extending the lease and provided reassurance that the Landlord was consulted and engaged with throughout. He confirmed to the Board he would provide an update on the progress.

Councillor Moriarty commented the consultants needed to know King’s Lynn and to ensure we provide a brief to them to provide a practical and reasonable end result.  The Assistant Director advised that the Architect led Design Team had previous significant involvement, and knowledge, of King’s Lynn with their being involved in the development of the town-wide landscaping strategy which involved significant research relating to the town’s historical past and its evolution.

The Chair, Councillor Beales advised the Board the Custom House was a listed building therefore there were restrictions and parameters.

Under Standing Order 34, Councillor de Whalley asked for sustainable and functional aspects to be included in the business plan, which the Assistant Director Property & Projects had confirmed was about to be reviewed.

Councillor Morley echoed Councillor Moriarty’s comments about the consultants  ...  view the full minutes text for item 10.

The Board noted the Officer Major Project Board Minutes.

To discuss the work programme for 2024/2025.

The Board noted the Work Programme for 2024/25

10^th February 2025 at 9.30am in the Council Chamber, Town Hall, Saturday Market Place, King’s Lynn.

10^th February 2025, 9:30am in the Council Chamber, Town Hall, King’s Lynn.

The Democratic Service Officer was going to liaise with Officer and the Chair and Vice- Chair to move the date of the next meeting forward before the Budget meeting.

The Project Officer gave a presentation on the Riverfront Regeneration project which covered the Custom House, Dry side facilities and Devil’s alley. She provided a summary of the project objectives, scope, outputs and outcomes and how the project had developed to date, as this was the end of RIBA stage 3. She added that the Project Sponsor had recently changed and was now the Assistant Director for Regeneration, Housing and Place.

The Project Officer highlighted the existing layout of the Custom House and outlined the pre-application work along with the preferred option for planning application. She outlined to the Board that the current business plan was no longer applicable due to restrictions on how many people can be in the building if we no longer creating additional exits. 

The Project Officer provided a general update on the dry side facilities and on Devil’s Alley. The presentation showed Board members aerial plans of Devil’s alley along with proposed designs.

The Project Officer advised of two incorrect dates included in the presentation and provided the revised dates in 2025.

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.”

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 Chair, Councillor Beales provided a further update to the Board.

The Board asked questions and the Chair and Officer responded.

The Project Officer presented the presentation to the Board.

The Chair invited questions and comments from Board.

The Board members asked questions and Officers responded.