Minutes 21 August 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

DMIC

Following up on the action from the last meeting, Shane advised that the latest images and business case regarding the DMIC went out on Monday (19 August).

It was advised that discussions were still taking place regarding details to be placed on web site as a tool for communicating with the public. 

Key challenge was design stage and since demolition nothing had happened.  Planning details and update of images would be submitted. 

Shane shared highlight report on screen. 

Shane advised that funding and expenditure for the project was currently running on forecast but at RIBA2 stage over budget by £1.9m.  Design was against Business Cases that were approved in previous years.  Information used as RIBA Stage 3 tiering and design, we found savings by tailoring design in the remit of £2m.  Expecting to see a RIBA Stage 3 course plan on budget.  Report shows monthly reporting. 

David expressed concerns because of project costs projections and although declaring savings would like to see a breakdown of costs.  Shane advised that these were currently estimates data analysis and not at supplier stage.  Would understand more as we go forward but not in a position to supply until RIBA stage 4.  Shane explained the process of how the costs were estimated. 

Track key milestones and next at end of RIBA 3 and submission of planning early Sept.  Discussions taken place with planning colleagues regularly and positive feedback received so far with planning officers.  Planning Committee date 5 September. 

Procurement started early on this.  Expression of Interest had been released and 7/8 contractors expressed interest.  Meeting in a week’s time with some of the interested parties to discuss further, to help produce a strong tender return.  PCSA with contractor at RIBA Stage 4(b).  Design and build will be approach.  May be a 1 or 2 stage tender or we design completely and then ask price to be delivered.  This could lead to change requests as project progresses. RAG currently showing amber at the moment because of a little slippage. 

There are no key decisions at the moment, but ones shown from earlier in the year but kept on for reference.  Due to the infrequency of meetings key decisions need to be discussed when occur.  Plan goes through to March 2026.  Need to spend DLUC grant of £8m by 21 March 2026.  Expect date to move to May/June 2026.  Further discussions to have with contractors. £2m of Council contribution will come in after that. 

Key change is reflected if Board decide to make changes within the project.  Risks also have same approach. 

Will receive an updated Risk Register with stage 3 pack early next week.  This report is for the existing design. Keynote to get across is cost, quality, standards, risk and make sure we understand key decisions and clear on what purpose of building will be i.e. floors that could cope with whatever will be used for, such as heavy machinery. 

Cllr Hartnett raised what Dudley had done to get University on board.  Idea to be kept because this might steer the direction of what DMIC may be.

Pete stated that the new AD (Rachel Egan) starts next Tuesday and already talking to couple of universities in local area and also looking at Worcester Fire Centre.  This facility could be more of a junction for local business to link to educational establishments. Structured links between a University and a manufacturing company are seen as best practice, across the World.  Our DMIC should have such a link.

Chair stated personally thought DMIC looked modern. An enduring architectural style is necessary rather than a current fashion, whose design may look dated in future years.  Shane advised that the team were looking to produce a design which was good for the long term.  Chair stated it was important for the buildings to be easy to maintain and keep clean.  Shane advised that this was recognised as part of the planning process. 

Redditch Library

Pete shared reports. 

Full Council on 29 July.  Officially notified to CC.  Can now look at other options.  Talked with DLUC before election on what would do with £4.2m.  This is above 20% threshold before government approval.  Other option if we do not spend all is the ability to transfer 20% to another scheme.  Government have not currently approved any extension. 

In terms of purchase of the Victorian terrace, work came in on Monday to purchase £1m to include pub within budget.  If we had to Compulsory Purchase these buildings, we would elongate the timescale and would also need a planning application. Thus, delivering this project within DLUC time deadlines would be high risk. 

Smallwood House – NHS are going to put on market at £1m.  Designers have accessed with a view to doing essential internal changes. Total cost of £4.5-5m which is above £2.4m to turn to something similar what was suggested for the library. 

Innovation Centre – extra floor would be about £1.8m within budget.  At present £8m in invested at present solution and if changed to go to planning and time extension required.  Would need to be signed off by government.

Can transfer up to 20% to a project and safest option would be invest in public realm.  Need something to be delivered within timescales.  Government started speaking about extensions 1.5 years away from that point. 

Smallwood House over budget and Victorian Terrace would require more time.  Smallwood House is not viable for us.  There is prospect of dealing with Victorian terrace but time constraint is not yet known.  Doable options are, therefore,  limited.  The most likely option is  investing more in public realm. Risk is that £1m will need to be returned, unless there is an extension granted by DLUC.   Pete is having discussions with DLUC as to where we are on this process. Only declared we were not doing the original town square scheme 2.5 weeks ago.  There is a further Town Deal Board meeting in 3 weeks’ time and hope to have something in outline 19 September. 

Julia asked whether it was an option to rather than having a 4^th floor on the Innovation Centre, could we have a side extension.  Shane advised that this was looked at and the challenge was cost.  Also, would create a challenge in respect of car parking spaces.  Ruth stated it was important to have good quality public realm around the building.  Also, a challenge on levels of car parking because CEOs wanted designated car parking.  A separate extension would not service purpose of spending money.  Extra floor would be a preferable option.  Chair stated that we would need to know what that extra floor would provide.  In other words, what would be the purpose of it?

Ruth advised Church Green East and also further works in the grounds of St Stephens Church could be reconsidered.  Also, in front of library there was a black tarmac shape where further work could be done.  Would be coming to this group for steer and aspirations.   

Public Realm

Shane shared highlight report. 

Penny would normally provide update but it was known that members of team had been in discussions with project team on site.  No financial changes.  Carry red rating.  Need to look about bringing this back into budget before next board with Penny.  Target completion date September next year and safety road audit to follow. 

There we no major key issues.  Project on site construction underway.  Design had been updated and material forward for approval.  Previous work being looked at.  Update at next Board. 

Penny to give update to minutes after her return from leave and added to minutes.

Claire – officers to speak to Cllr Hartnett and highways to remove barriers from group.  Claire sent email to Borough colleagues and looking at process and hopefully progress in place now but will push again if not. 

Penny

5.

Community Hub / Town Hall Update

Pete advised that Exec/Council on 29 July where it was officially approved that library was not moving.  Report to Exec on 3 September with new design for approval.  Council Chambers to remain on ground floor.  Reception to be enlarged, 1^st floor Council space.  Following meeting and approval next task would be to strip out building in preparation for design and work to start in terms of refurb.  Decided to go design and build approach.  Mid-October for financial costs and 4 months than original scheme.  Update more in next meeting.  We have potential client for 1^st floor when refurbed to A+ standard. 

Ruth advised that some of changes would require change of use application, so subject to planning.  Cllr Hartnett stated looking to be commercial as well as community i.e. conference/catering facilities. 

6.

Railway Station Quarter Update

No updates in Penny’s absence.  On return from leave provide an update for next meeting.

Penny

7.

UKSPF Update

Same position as 3 weeks ago.  A lot of skills money to be spent by 31 March and if not have to be given back to Government.  Cllr Hartnett said request for a Plan B.  Pete to check if still going forward.

Pete

8.

Civic Pride

Since last meeting, two meetings took place on 1 August, one with Simon Parry and the other with Cllr Hartnett.  Things to note:

• Town cleaning & maintenance budgets had been squeezed over many years.
• Need to make it easier for towns people to get things fixed in the Town.
• There is no cohesive approach to treating the town as an estate e.g. 12 new town centre planters, complete with saplings and plants but no horticultural plan to manage their upkeep. Meanwhile, brick-built planters, as part of town hall complex, lie empty and disused.  Does not feel co-ordinated and looks redundant. 

Good alignment achieved with Simon Parry and on budget for this subject.  Development of plan has been allocated to an expert in this field who now works for Simon.  We have focus on objectives, priorities, new equipment needs and staffing and contract implications.  We need to do the maximum with existing budgets as a first step. 

Cllr Hartnett fully supported initiative to improve the look and feel of the Town.  Council-led is a key watchword. Improved channel of communication with Highways but more political influence required to establish a structured relationship between Worcs CC and Redditch BC on this subject . 

Last week saw a street survey in the town centre. An extensive list of cleaning and maintenance actions was developed to brighten the streetscape. This includes removal unused phone boxes, benches, pest control plan, planting schemes, landlord liaison. Simon Parry’s team are developing the implementation approach right now. They are looking into utilising those who are undertaking community service penalties. This is not high-level strategy work but is will have a big practical effect on how the town looks. After the town centre, a similar approach will be taken to developing a plan for the Highways. At present, we do not give a good impression of the town to residents or visitors.

Proposal for upgraded cleaning and maintenance to be part of RBC annual budget process. Key contacts are Simon Parry and Pete.  Thanks to those who contributed to the survey. 

Cllr Hartnett stated that this should be something RBC are doing but we do not own all assets.  Some are CC, some are private or utilities-owned.  Once we take ownership of ours, our leadership should provide an incentive for others to follow.

Anne-Marie advised there was not a lot on the website and still ascertaining on new arrangements where items sit.  Have updated all board members bios and will be sent out.  Actions from last meeting.  Press release to be signed off. 

Chair made a request for everyone to take decisions and perspectives based on the needs of the whole organisation, rather than what works simply for individual departments. This may take time but it is what mature organisations develop in their culture. 

10.

AOB

11.

Date of Next Meeting:

11^th September 2024 at 11:00