Minutes 14 November 2024

1.

INTRODUCTION AND APOLOGIES

Introductions made and apologies noted as above. 

2.

CONFLICT OF INTEREST DECLARATION

None.

3.

MINUTES OF LAST MEETING

The minutes were agreed as a true record.

4.

PROJECTS PROGRESS UPDATE

Digital Manufacturing and Innovation Centre

Neil provided an update as per the highlight report. Have put plans on hold whilst new regeneration team review options to increase size of building in order to create additional income and improve overall business model. Options will be worked up in collaboration with AHR Architects and Oxford Innovation. Oxford Innovation already operate multiple similar centres around the country and will be able to advise on business needs and overall financial viability. Options proposal will be completed by the end of month to then decide next steps.

The Chair, Brian said this enables us to correctly review the use and viability of the building.

Cllr Hartnett asked about the contractors being appointed for the design and build of original design.  Neil said preferred contractors had been identified but contracts not signed so have been able to put the brakes on whilst we review the use of the building.  It may then require a new procurement process for reviewed plans.  Have caught this in time to correctly review use of additional funds.

Cllr Hartnett mentioned us been able to keep the funding and asked about possible extensions for the money to be spent.  Neil said original deadline of March 2026 to spend the money; but MHCLG are now saying only have to commit by then so potential with MP’s support that timescales can be extended and enable the best use/value for the money to be spent.

Architects are on board and awaiting costs to look at how much we can increase size of building and what design and cost will be to provide best use of space creating something tenants require in partnership with Oxford Innovation.  Cllr Hartnett felt the design needs to be controlled so it is not high end and within budget.  Neil agreed and this will be the process with a healthy contingency.

Chris Bloore MP said he had spoken to the Minister several times and we will be asked to show value for money and hopes that if the Council team can demonstrate that we should hopefully get the extension required.

Brian asked that some key milestones are built into the plan.  Neil said the outcome of the meeting next week with MCHLG will then enable these timescales to be added in.  Neil said this work can commence at the end of the month when the Options Appraisal is complete and preferred option selected.  This will then be circulated.  

Cllr Geraghty welcomed the approach but asked who will run the centre when its up and running – is it Oxford Innovation or will it sit with the council especially as a bigger building means more risk – so what is the operating model?   Brian agreed the TDB can’t be giving (the Council) a poor inheritance/financial burden.  Brian said this will very much be in the mix of considerations.   Chris Bloore raised some concern if this wasn’t in the original business case/ answer already known to this.  Rachel said this was in the original business case and it was shown as financially viable but over this year as plans have changed it hasn’t been as closely linked as it should be.  That is now happening and will be looked at as a whole picture as we go forward and make decisions.  Rachel said we would be looking for an external operator to run the centre.  Chris said he felt under previous administration, having looked at Council notes, this does seem to have been a very hazy area so is glad that this is now featuring as major consideration.

David Mitchell said he has previously raised concerns about longevity, how it will be funded and today is the first time he is assured by the direction and focus on this building.

All notes and concerns were taken on board.

Brian felt this was a breakthrough moment to get a proper plan in place.  Key decision now to be made using high quality data considering the options.

Neil

4b

Public Realm

Jane mentioned a few issues with the paving/parking.   Got the go ahead from St Stephen’s diocese to do the work.  The stock of materials was raised and Cllr Geraghty explained the process of how this works.  Muj said public realm was raised as a concern earlier in the year around lighting and Christmas lighting, what provisions are been put in place to prevent this in the future.   Jane said the new lights won’t support Christmas lights but new infrastructure will support Christmas lights.   Muj said before Christmas lighting was on Unicorn Hill and it has decreased year on year.  Jane said she would need to check with the Parks and Events team.  Muj said this year there are no lights so can’t have Christmas switch on.  Brian asked that a plan be provided at a future meeting outlining what the display will be for future lights display.  Rachel said Town Centre now falls under her remit and will look at the options / costs / plans for the future.

Jane

Regen team

Regen team

5

Submission of Performance Reporting to MHCLG

Neil stated that most of the key issues have already been covered under the DMIC Update and within the highlight report.

Neil shared the Performance Report (covering April to September 2024) and highlighted key points to members. The Board reviewed the report and provided approval for this to be submitted to MHCLG, subject to any further comments recieved.

Any comments outside of the meeting need to be sent back to Neil by close of play on Tuesday 19^th, so this quarterly report can be sent off in line with next weeks deadline.

All

6

Railway Station Quarter Update

In Penny’s absence, Rachel provided an update.  Railway/Severn Trent have said a diversion is not possible/too costly so the option is to build over it.  Brian said this isn’t something RTDB/RBC/WCC have control over.   Brian raised concern at the pace of dealing with this.  Cllr Geraghty explained the background to this.

7.

UKSPF Update

Georgina provided an update as per the agenda paper.

Muj raised concern about underspends and that the project isn’t going ahead (around lighting).  Georgina said the project is going ahead but on a smaller scale, the reason being that we were unable to get permission for the all the lighting from the Diocese.

Rachel said TDB aren’t held everywhere but approval is required and this Board will be consulted.

Georgina

8.

Governance

Rachel has looked at the Terms of Reference and it doesn’t appear to cover the change from investment to delivery stages.  Rachel sought comments/thoughts on any required areas to consider and new TofR will be brought to the next meeting.  Cllr Geraghty raised a few issues that Rachel would consider.  Would look at TDBs that are running well.

Regen Team

9.

AOB

Civic Pride Update - Brian said that there is an improved programme for improved maintenance in the Town Centre ie jet washing, planters and other ideas around living wall on town centre building.  Please with how Simon Parry and his team has worked on this.  Cllr Hartnett said the council doesn’t own all the buildings/assets in the town but we can lead the way where we can. 

Key milestones and overall timeline - Neil will add additional milestones to the highlight report to address comments received from Brian. These will be added following selection of preferred DMIC option and sent to Brian for further review. Rachel suggested there could be an induction pack for Board Members so everyone new and old on the Board are up to speed.

Regen team

10.

Date of Next Meeting:

Look to have a special meeting to consider DIMC. 

Meetings to be scheduled for 2025.

Rachel/Neil