Agenda and draft minutes
PDF 17 KBVenue: Remote Meeting
Contact: Clare Wright
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Apologies Minutes: |
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Declarations of Interest Minutes: No declarations of interest were received. |
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Minutes of the Previous Meeting Minutes: The minutes of the prior meeting had been agreed previously.
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Project Updates Minutes: Project Updates
Stephen Watson gave a summary of each of the projects and confirmed that the Business Cases for Enterprise Arcade, Building Better Customer Service and Les Transformations de Southport were submitted at the end of March 2022. No queries to date, awaiting approval.
Enterprise Arcade. The operator procurement is under way with the results of the tender evaluation due to be announced shortly. RIBA Stage 3 work is on programme. Officers can facilitate a walkabout on the site for members if required.
Building Better Customer Service. Revenue Project no action yet. Will be able to progress once Business case approved.
Public Realm works (Les Transformation de Southport) The outcomes of the phase 1 consultation were presented at the last update meeting. Business engagement for works along Kind Street, Market Street, Eastbank and Chapel Street is ongoing with initial responses incredibly positive. Transport route queries to the Authority by virtue of promotion of these works will be addressed separately.
Questions/Comments from the Board:
Q Members queried if there are any foreseen issues with the business cases A HJ confirmed that we are awaiting feedback and will work with the own Deal for approval, responses expected over the summer.
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MLEC & the Light Fantastic update Minutes:
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Programme Update Minutes: Programme Update – Monitoring and Evaluation Report and Risk Assessment
Heather Jago summarised the Monitoring and Evaluation Template that was circulated prior to the meeting. This will form the basis of the submission due at the end of the week (10th June 2022). The Template is cell protected and auto populates the project specific cells.
The first worksheets are key contact details, project overview and programme information. We are awaiting approval of the Business Case summaries therefore the project status noted is ‘not yet started,’ as such we do not need to complete some of the project detail at this stage. The project outcomes are pulled through from the business cases. The risk register highlights the top three considered risks from each of the detailed project specific risk assessments. The last section is sign off from the Section 151 officer and agreement that the board have had oversight of the submission. The detail inputted at this stage will help streamline the future reporting.
No comments received; the board approved submission by the required deadline.
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Future Board role discussion Minutes: Future Board Role
The Chair confirmed that the Terms of Reference no longer suit the role of the Board moving forward. They dealt with preparation of the TIP document which is no longer applicable for the forthcoming delivery phases. Stephen Watson prepared and circulated a summary paper prior to the meeting. The Town Deal guidance provides information on monitoring and reporting and clear templates for reporting but do not extend to the board involvement. The role of the board needs to be reviewed and agreed.
Feedback from consultants is that the Authority are the accountable body for delivery and the board do not get involved with the day-to-day management and has no legal standing.
The Terms of reference are to be reviewed and amended to oversee the delivery phase with view to have an oversight of strategies and champion projects. The board may take on more of a horizon scanning role, the direction is to be part of the discussion.
Q. PH commented that he is comfortable with a public oversight role and wondered if the board had more of a role to oversee the wider masterplan, he gave an example of the other projects that were not progressed as part of the Town Deal and future phases of these projects e.g., Les Transformation de Southport Phases 2,3 & 4. A. SW confirmed that he does not envisage the consultation at this level changing, there is a role for supporting schemes and keeping the existing two-way conversation going, building on those conversations and relationships.
Q. SB there is a desire for collaboration as there are no other forums that bring together the public body, community, businesses, and residents A. RA and SW confirmed that this can be looked at and how it fits into the legal structure moving forward.
SW asked for ideas and feedback before the next meeting.
Frequency of meetings
SW confirmed that he is conscious of the time commitment and pressures on members and suggested a quarterly meeting with a written monthly update in-between. RA confirmed that membership and terms will be reviewed, members will need to be reappointed. It was agreed that this was a sensible approach.
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AOB Minutes: No AOB raised. |
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Date of Next Meeting Minutes: Future dates to be confirmed. |