Issue - meetings

RESOLVED:

The content of the Vice Chair’s report, attached as Appendix A, was noted and findings included within were endorsed.

Audio Recording: 2 hours 19 minutes and 4 seconds

Councillor Val Bryant, as Vice Chair of Overview and Scrutiny Committee 2023-24, presented the report entitled ‘Call to Account - Harkness Court’ and advised that:

·     A report was requested by this committee in March 2023, regarding the refurbishment of Harkness Court. The inspection took place on 7 November 2023. A report was to come from the previous Chair of the committee on the project and lessons learnt from it. This was not carried out. Councillor Bryant as Vice Chairman had put together this report to the Committee. Members were asked to see Page 47 of the report for the recommendations.

·     It was stated that no clear thought was given on the project management. It was thought to be a relatively small project and not in need of much management. It has now been recommended that going forward, each project should have a named project manager.

·     There should be clear identification at the beginning of the project scope, risk assessments, knowledge of the project software, building control requirements, financial transparency and monitoring of the timescale of the project.

·     Personnel should be trained in managing contracts. Consistent staffing on projects was thought to be very important.

The following members asked questions:

·     Councillor Ralph Muncer

·     Councillor Elizabeth Dennis

In response to questions, Councillor Bryant stated that:

·     Officers were at the starting point of following the recommendations as to the expectations from projects from now on. The Service Director – enterprise felt that progress on this had been made already.

The Service Director – Resources stated that:

·     The project management guidance had been updated since the Harkness Court project and made information clearer about sizes of projects.

·     There was currently an Internal review of project management being carried out, looking at the recommendations and being clear each year on what projects were being undertaken.

·     This will be followed by a review as to how the project was carried out by the Council.

Councillor Matt Barnes proposed and Councillor Tom Tyson seconded.

The following Members took part in debate:

·       Councillor Ralph Muncer

·       Councillor Matt Barnes

Points raised in debate included:

·       There were failures on the early stages of this project.

·       The call to account needs to be utilized more, together with the Task and Finish groups to identify any mistakes that may be made during the project process.

·       Service Directors should appear before the Committee to provide updates on the relevant projects and this will form part of the working culture of the council.

·       The call to account on this project was difficult and too long. Many of the officers that took part in the project were no longer in post. Many of the recommendations had already been implemented.

·       The task and finish groups are one tool that can be used to focus on the processes used. It was recommended to strongly consider how the Committee uses them going forward.

Having been proposed and seconded, following a vote, it was:

RESOLVED:

The content of the Vice  ...  view the full minutes text for item 14