Agenda item

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

Laura Simpson, Principal Regeneration Officer (Derbyshire Dales District Council) introduced an updating report which provided Board Members with information regarding the activities undertaken to progress the Ashbourne Reborn Programme, highlighted key programme risks and set out the relevant next steps.

Members were presented with indicative information to be provided in the quarterly return to DLUHC (Department for Levelling Up, Housing and Communities). Some re-profiling of expenditure was proposed between financial years but the changes to be presented were not deemed as substantial. It was anticipated that a lot of activity would be undertaken on both projects between this meeting and the end of March in order to firm up costs and understand what could be achieved within the assigned budgets, the role of value engineering and what may require descoping. This work would inform the next quarterly return to DLUHC due in April. It was noted that all anticipated planning applications for the Programme were now consented, and that stage 4 detailed design was progressing on both projects at good pace.

The update on the DCC led Highways and Public Realm project was noted, including that the main contractor procurement contract had been progressed by DCC and would be finalised shortly through the required framework processes. It had been requested by Councillor Simon Spencer that Hostile Vehicle Mitigation (HVM) be discussed at this meeting. Laura informed Members that, following conversations with the working group, it had been proposed by officers that specialist advice be sought to allow for better understanding as to what may be required as a proportionate response to previous concerns raised. It was noted that Derbyshire County Council would provide a procurement route for this advice via their Professional Services Contract (procured via a framework).

As well as supporting Ashbourne Reborn, Cllr Spencer advocated the need to consider a county-wide approach to HVM. It was noted that use of a framework supplier would enable the County and other district / borough councils to “call off” specialist advice as required, with the method / approach for Ashbourne potentially providing a template to be applied to other locations within Derbyshire.

Whilst the need to seek specialist advice was agreed, Cllr Spencer raised concerns regarding the potential cost implications for Ashbourne Reborn from potential mitigation measures and felt that the landowner should meet these costs to avoid jeopardising the project budget. It was agreed that further consideration would need to be given to this issue when specialist advice had been received.

It was moved by Councillor David Hughes, seconded by Councillor Anthony Bates and

RESOLVED (unanimously)

That the Board notes partnership activity to consider a proportionate response to hostile vehicle mitigation, supported by the procurement of specialist support.

The Chair declared the motion CARRIED.

Following questions relating to the ongoing management and maintenance of event spaces upon completion of the programme, it was confirmed that a working group had been put in place to determine such arrangements. It was requested that progress on this work be reported to future meetings of the Programme Board.

Cllr Peter Dobbs queried the Traffic Count numbers within the minutes of 9 January 2024 PCB (Project Control Board) meeting advising the vehicle count was lower than previous information reviewed by DDDC. Further information on the survey was requested.

Laura presented the draft funding profile to Members, noting that this was due for submission to DLUHC on Friday 2^nd February 2024. Members were also informed of the programme milestones, progress of current works and updates to the strategic risk summary. Anna Paxton, Communications Officer for the Ashbourne Reborn Programme, was introduced to Board Members and it was noted that her work had already begun, including production of the January newsletter and regular social media updates.

Tony Walker, Ashbourne Methodist Church, presented Board Members with an update on the progress of the Link Community Hub Project. It was noted that the agreed invoices to date had now been paid and the Planning Application for the major works of the project had been considered and approved by the District Council. It was highlighted that there were interdependencies in the planning conditions that may need to be explored with planning officers and that the ecology requirements to date were significant, with over £40k spent on bat surveys. It was agreed that discussions would be facilitated between the Methodist Church, Derbyshire Wildlife Trust and the Planning Officers at the District Council to consider the planning conditions as incorporated into the planning permission.

In terms of next steps towards main contractor procurement for the Link Community Hub, the replies to the pre-qualification questionnaire were noted, showing promise for the tender process. It had also been established that a separate compound would not be required to support the construction phase, but could be contained within the existing buildings.

It was moved by Councillor Stuart Lees, seconded by Councillor Peter Dobbs and

RESOLVED (unanimously)

1.    That the Board considers progress to date and the position regarding programme, cost, deliverables and risks be received and noted.

2.    That the Board notes the key period for decisions following cost updates and work to understand any requirement for descoping should this prove necessary.

The Chair declared the motion CARRIED.