Minutes 23 August 2023

1.

DECLARATION OF INTERESTS

None were declared.

2.

MINUTES OF LAST MEETING

Agreed as a true records.  Matters arising:

Recruitment of Chair and Vice Chair an agenda item. 

County Council had now confirmed money towards purchase of buildings. 

DLUHC are pressing on people for Register of Members Interests. All to complete by next meeting. 

All

3.

PROJECT HIGHLIGHT REPORTS

a.     Digital Manufacturing and Innovation Centre (DMIC)

Clayton briefed the Board on what had been happening over the last 6 weeks. 

Went out to tender to we procure team.  Ten returns initially on EOI and four shortlisted.  Now in the process of revaluating.  Pete to sit on the panel.  Should be in a position to approve in the next three weeks or so. 

Also, procurement on Project Management consultancy. Eight returns and shortlisted to four.  Looking to do in next two weeks.  By time 20 September we will be in position to say who architect and PM team will be across the two projects i.e. DMIC and library.  There will be one consultant across the two projects.  Happy to come back by 1^st September to say finished valuations and ready to appoint.  Pete asked if teams are to be multi-disciplinary and stated it was necessary for a further board meeting in September, before the planned one on 20 October. 

Ostap stated procurement in compliance with RBC procurement process.  Did we need a special meeting to valuate appointment?  Pete responded because going across a number of projects Board need to meet before appointment made.  Clayton advised valuations to be carried out by Pete, Shane and himself and asked if the Board wanted the scoring of candidates to be circulated before appointment was made.  It was agreed to circulate.   

Clayton advised that West Mercia Police submitted planning application regarding the change of use of the place they were moving to, but this would not impact on timescales.  Demolition spec for the police station and been received demolition spec for police station and issue of risk due to asbestos removal.  This can only be done upon vacation of building. 

Gary raised funding gap.  GBS money to be bid for and although bid was submitted 2/3 months ago to the LEP there had been no return yet.  Ostap advised approved by successor of body of LEP i.e. Birmingham City Council.  Draw down fund 25/26 financial year.  Ostap explained grant arrangements.  Gary stated still showing overbudget and would be a challenge and constant review of budget.  Pete went to first Town Board conference and general feelings were that things were coming in more expensive.  Risk was that delivery comes all at same time.  Clayton advised that once we had multi-Disciplinary team on board, the first task would be the budget and how we then effectively deliver the project within budget (called value engineering). 

Matt stated things are easing from his experience within the industry and if the prices turn, margins may come down. 

Pete stated all funds are time limited and conversations were happening regarding extensions and extra funding of 10% to cover cost of inflation. 

b.   Redditch Town Centre Public Realm

This was being delivered in conjunction with WCC and already being carried out.  Working with BT and all other statutory providers.  Due to be completed by 2025.  Understood to be covered by Section 106 funds. 

Penny stated service diversion works need to take place first before construction work commences. 

Clayton stated service diversions can usually take 6-9 months for a work date but waiting on BT/Openreach/Severn Trent etc.  They have their own timescales.

c.   Redditch Library

Clayton briefed what had been happening.  One project management team to be appointed to cover library and Innovation centre but two separate teams working on library and Innovation.  EOI to be issued next week with regard to architects led multi-disciplinary team and then go out to tender.  This was not carried out earlier due to cost and did not want to pre-empt what was happening with the library from a WCC point of view.  When library services relocating, we can then start to look at building.  Asbestos in the building was to be factored in.  Working with other colleagues.  Pete stated following a conversation he and Ostap had on deep dive there would be a delay and Government are looking at how this was approached.  We cannot make commitment after 31 March 26 because 3 years away.  Continue conversations for possible extension. 

Clayton

4.

UKSPF

Minutes of UK Shared Prosperity Fund Task Finish Group had been circulated.  The summary of recommendations made by the Board were mainly around people and skills. Only one that could not be considered was the Redditch Youth Hub because of declaration of interest by Gary Woodman and Julia Breakwell.

Redditch Youth Hub supports young people aged between16-24.  Physical place probably in HOW college and will provide specialist support for employment, career advice etc.  Youth unemployment raised significantly in the County.  Being based on model delivered in Worcester City.  Need approval from Board of recommendations including the Redditch youth hub.  Everyone agreed.

Progress report highlights there being not a lot of spend but will be next month.  Covers period from 1 April 22 to 31 July 23 and normally annually but because of carry over longer period.  Small underspend on capital and revenue including £13k on admin.  Find some suitable projects to spend on.  Pete asked about year 3 skills and Georgina advised had been recommended and final approval will go through early Autumn. 

5.

PROJECT PROGRAMMES

Train Station

Penny briefed on train station and thanked everyone for their support and those who participated in the public engagement in July/August.  Project teams are currently analysing the responses. 

Outline design stage at the moment.  Planning documents towards end of the year and planning decision in April 24.  Continuing to engage with DC on project developments.  Ruth sits in project meetings. 

Town Hall Hub

Following decision last month, there had been a lot of work on the stage 3 design.  Overall costs £1m more but covered by additional income for people paying for parts of the building.  2 stage tender process and went out last week.  Far too much risk with a single tender process.  At least 3 contractors at the moment who had tendered.  2^nd part of the tender in October for final approval. 

NHS almost in the building and start date towards end of September.  Specification is high.  End date of programme means that library will probably move in December 2024 and not September. 

6.

ANY OTHER BUSINESS

PC updated on deep dive through the Summer.  Paper sets out outline and Government happy.  Subsidiaries, register of interest forms means we are compliant with everything.

There is a requirement to vote in and receive applications for a chairman, vice chairman and new board members.  Proposals by Friday, 22 September and then meeting to be held last week in September or first week in October to take to this next stage. 

Matt advised that he would mention this at the Business Leaders.  He also visited business with Rachel and could ask there as well. 

Ostap also advised had call scheduled with Hereford and Worcestershire Chamber to see if we can approach members.

Gary advised he would contact Sally Stevenson for Redditch Growth Hub for some ideas. 

Gary asked if we had an overline recruitment pack i.e. terms of reference, how often we meet, difference between chair and members etc.  Pete would circulate by the end of next week with support of Communications.  Pete aware need to follow up because of DLUHC.  Pete to chase as accounting officer.  Pete to put in calendar for lst week in September to agree purpose of board, chair and vice chair and pretender doc discussions.

 Pete

Pete

7.

DATE OF NEXT MEETING

TBA