Agenda and minutes

To sign the minutes of the meeting held on 30 January 2018.

The minutes of the meeting held on 30 January 2018 were taken as read and signed by the Chair as correct, subject to the correction of the resolution in Minute 3 by the replacement of the word ‘noted’ with ‘approved’.

Councillors are reminded of the need to declare any disclosable pecuniary interests that relate to business on the agenda and which have not already been included in the register of interests, before any discussion takes place on the item. Unless the interest is sensitive, you must also disclose the nature of the interest. In accordance with the Council's Code of Conduct, you must then leave the room and must not participate in any further discussion of the item.  Councillors requiring clarification should seek the advice of the Monitoring Officer prior to the day of the meeting.

No declarations of pecuniary interest were made.

The Chief Executive and Growth Director to provide a general update (with particular focus on the Project Delivery Governance).

Justin Pickford made a presentation which detailed proposals for the future project delivery for the Leisure Complex and Bus Station project through a number of work stream projects within the programme.  He sought Members’ approval for the establishment of five Project Working Groups to facilitate a more targeted approach to better address the changing activity through the project lifecycle. The Project Working Groups would offer a more focused environment for the project’s delivery and progress vital elements of the project.  The established governance of the Steering Group and the Programme Board would continue and all pertinent matters and decisions would continue to be presented to Members of the Programme Board.

Justin Pickford referred to his role as Programme Manager and identified the Project Managers who would oversee five specific Project Working Groups to pursue the various work streams which were detailed as follows:-

·         Leisure Centre Build;

·         Bus Station Build  (to include Bus Station leases and Long Distance coaches);

·         Remaining Site; 

·         Interim Bus Station Arrangements; and 

·         Leisure Operator Procurement

The presentation to Members included the governance arrangements and terms of reference for the Project Working Groups as well as details of the attendees.  Each would include a core membership of Project Manager, Client Lead, and Programme Manager and invited Members with additional attendees including specialist consultants as required.  It was the intention to draw on expertise from within Exeter City Council including officers from Estates; Communications, Legal, Procurement, Finance, City Development and Human Resources.

A Member expressed her disquiet about the lack of Conservative Members included and a potential lack of scrutiny.  The Chair explained that the individual Project Managers would have specifically defined authority and he emphasised that this would not change the overarching role of the Programme Board. If there was a need to step outside of the authorisation parameters, a meeting of the Programme Board would be called to enable Members to be consulted.  This would not change his role as Portfolio Holder for Health and Wellbeing, Communities & Sport, or that of the Leader and their respective responsibilities for the St Sidwells Point and Bus Station projects.  The individual Project Working Groups would enable the increasingly heavy workload to be more appropriately shared, and create a much needed opportunity to allow more in depth and targeted discussion. He also referred to the positive current lead being taken on the project and the desire for it to continue in that way.  It was confirmed that the Members invited to the Project Working Groups would be a sounding board for the Project Manager, they would not be making any decisions or granting any approvals.

Each of the Project Managers presented the scope of their work under the authorisation levels identified, the detail of which would be included in the presentation to be attached to the minutes.

The Project Manager Leisure Operator Procurement responded to a Member’s comment on the anticipated energy cost savings created by the passivhaus standard.  Leisure operators would need to take the necessary steps to satisfy themselves  ...  view the full minutes text for item 7.

The date of the next Leisure Complex and Bus Station Programme Board meeting will be identified to coincide with the Programme gateway.

A further meeting of the Leisure Complex and Bus Station Programmes Board would meet as and when required to suit the needs and demands of the projects within the programme.