Agenda and minutes

To confirm the appointment of Councillor David Hughes as Chair of the Programme Board and to propose that a Member of the Programme Board be appointed Vice-Chair.

It was moved by Councillor David Hughes, seconded by Councillor Steve Flitter and

RESOLVED (unanimously)

That Councillor David Hughes be confirmed as Chair of the Ashbourne Reborn Programme Board and that Councillor Simon Spencer be appointed as Vice-Chair of the Ashbourne Reborn Programme Board.

The Chair declared the motion CARRIED.

To enable members of the public to ask questions, express views or present petitions, IF NOTICE HAS BEEN GIVEN, (by telephone, in writing or by email) BY NO LATER THAN 12 NOON OF THE WORKING DAY PRECEDING THE MEETING. As per Procedural Rule 14.4 at any one meeting no person may submit more than 3 questions and no more than 1 such question may be asked on behalf of one organisation.

There was no public participation.

Members of the Programme Board are required to declare the existence and nature of any interests they may have in subsequent agenda items in accordance with the District Council’s Code of Conduct. Those interests are matters that relate to money or that which can be valued in money, affecting the Member, their partner, extended family and close friends. Interests that become apparent at a later stage in the proceedings may be declared at the time.

Forms were distributed at the meeting for Members of the Programme Board to record any relevant disclosable pecuniary or other interests. It was noted that these details would be kept as public record and published in due course.

This report summarises activity to progress the Ashbourne Reborn Programme, highlights key programme risks and sets out next steps.

10:10am – Councillor Anthony Bates entered the meeting.

Laura Simpson, Principal Regeneration Officer (Derbyshire Dales District Council), introduced an updating report and gave a presentation to the Board which explained the variety of engagement activities which had been undertaken so far. Information regarding the progress made against the current schedule of programme milestones was also presented to Board Members.

Kevin Parkes, Head of Professional Services – Highways Delivery (Derbyshire County Council), provided an update on the highways and public realm aspects of the project. It was noted that there had been contention regarding the provision of short stay and disabled car parking and plans had been revised in response to issues raised. It was also noted that the required listed building consent application for the work on the Market Place and Victoria Square had been submitted and would be considered by the District Council’s Planning Committee at their November meeting.

Councillor Charlotte Cupit (Derbyshire County Council) provided the board with reassurance that the risks relating to the processing of Traffic Regulation Orders (TROs) were being taken seriously by the County Council. It was noted within the report that any associated mitigation for the processing of TROs would be discussed at the next meeting of the Highways and Public Realm Project Control Board.

Tony Walker (Ashbourne Methodist Church) provided an update on the progress of the Link Community Hub Project. It was noted that the project had progressed to RIBA stage 4 and that despite delays caused by the requirement for the completion of additional bat surveys, the submission of the relevant planning applications was due to take place imminently and did not represent a significant risk to delivery timeframes.

The Board asked that Officers write to the District Council to ask that all applications relating to the LUF bid be expedited, if possible, to minimise any delays to planned timeframes.

It was moved by Councillor David Hughes, seconded by Councillor Steve Flitter and

RESOLVED (unanimously)

1.    That activity and progress to date be received and noted.

2.    That the Procurement Strategy for the Highways and Public Realm Project be received and noted.

3.    That the delivery partner Project Boards’ Terms of Reference be requested for approval by the next meeting of the Programme Board, in accordance with Governance requirements.

4.    That the Draft Protocol for Escalating Ashbourne Reborn Decisions, as included at appendix 3 to the report, be received and agreed.

5.    That the highlighted Programme risks and associated mitigation measures be received and noted.

6.    That the reporting and monitoring requirements are received and noted.

This report asks Members of the Programme Board to consider the establishment of an additional fixed term post of Communications Officer within the District Council’s Communications and Marketing Team to deliver the Communications and Engagement Plan for the Ashbourne Reborn programme. The report also seeks Board Member endorsement of the immediate approach taken to securing short term interim capacity.

Giles Dann, Regeneration and Place Manager (Derbyshire Dales District Council) introduced a report which presented the case for the establishment of an additional fixed term post of Communications Officer within the District Council’s Communications and Marketing Team to deliver the Communications and Engagement Plan for the Ashbourne Reborn Programme. The report also sought Board Member endorsement for the proposed approach taken to secure short term interim capacity.

Under the original programme governance arrangements, a Communications and Engagement Plan was agreed which required proactive communications throughout the period of the programme. An officer Communications and Engagement Group was established to lead on developing and delivering effective communications and engagement activity. The membership and responsibilities of the group were detailed within the report. The report informed Board Members that as plans had developed, it had become clear that there was a need for a dedicated resource at programme level to increase proactive communication and engagement activity.

The report therefore sought approval to request funding provision be sought from the District Council’s General Reserve to enable the establishment of an Ashbourne Reborn Communications Officer post.

The Board noted that further engagement will be required with each project board regarding the working arrangements for the role, and that project communications staff should work closely with the Ashbourne Reborn Communications Officer.

It was moved by Councillor Anthony Bates, seconded by Councillor Stuart Lees and

RESOLVED (unanimously)

1.    That Board Members endorse the action taken to secure interim communications support from Aecom for the Ashbourne Reborn programme.

2.    That, at its meeting on 28 September 2023, funding provision be sought from the District Council’s General Reserve to enable the establishment of an Ashbourne Reborn Communications Officer post on a fixed-term basis for a period of two-years, subject to further engagement with each project board regarding the working arrangements for the role.

3.    That the intention be noted, of Derbyshire County Council to ensure additional communication and stakeholder engagement relating to other highways and transport work taking place in Ashbourne during the preparation and delivery of Ashbourne Reborn.

The Chair declared the motion CARRIED.