Minutes:
Laura Simpson, Principle 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 relevant next steps.
Laura noted that partners continued to work collaboratively to progress both projects. Board Members were informed that the Link Community Hub Project continued to progress through RIBA Stage 4 detailed design and the process for the procurement of the main contractor was ongoing following good indications of interest in the project at PQQ stage. The procurement Guideline/Strategy for the project had been updated to reflect the latest position in line with DLUHC requirements and was attached at Appendix 4.
The DCC led Highways and Public Realm Project was also progressing through Stage 4 RIBA detailed design. Designs for Shrovetide Walk and Millennium Square need to be completed to the required level of detail to enable updated cost estimates and subsequent construction, with cost estimates for this design work to be provided by AECOM for agreement. It was noted that framework contractor Galliford Try were now in contract and Early Contractor Involvement had enabled an initial review of the estimated project cost and an indicative phasing plan. It was anticipated that further development of this work, including to reflect progressed detailed designs as they became available through AECOM, would inform recommendations in March and April 2024 about the extent of any value engineering and if necessary descoping.
It was noted that following discussion, the minutes of the H&PR Project Control Board, as included at Appendix 1, were deemed to not be fully reflective of the response from Guy Taylor Associates to releasing design information for Shrovetide and Millenium Square. It was noted that this would be recorded in the H&PR Project Board Minutes.
Laura informed Members that a further meeting of the Design and Events Working Group had taken place. The future use of spaces and associated influences on design were discussed, with recommendations about street furniture and a preference to allow for the provision of a canopy to support flexible use of the Market Place considered for feedback at the subsequent Project Control Board.
Members were informed that feedback had been received from DLUHC accepting the baseline information that was proposed in the Quarter 2 Monitoring Return in October 2023, rebasing the output and completion dates for the projects. This was July 2025 for the Link Community Hub Project and October 2025 for the Highways and Public Realm Project. It was noted that a new memorandum of understanding had not yet been issued but this was anticipated to be received over the next few months and would need to be checked to ensure all the agreed changes had been fully reflected.
DLUHC had launched their Delivery Associates Network, aiming to provide support to unlock barriers to delivery on DLUHC funded projects. Current challenges for Ashbourne Reborn had been outlined to DLUHC in response to a request for information, submitted in an online survey. It was noted that these challenges were mainly focussed on specialised issues outside the anticipated offer of support, such as Hostile Vehicle Mitigation (HVM) requirements and the influence of bat roosts. It was intended that knowledge sharing groups with other local authorities who had encountered similar issues with HVM would be arranged. Further support was being offered regarding challenges related to value engineering, which was being mobilised to enable a quick response should it be required, if any potential need for descoping becomes clearer in the weeks to come.
It was noted that the Communications Protocol (Appendix 3) had been updated and social media updates were ongoing and more frequent, with the comms group being reinvigorated with a new set of meetings. Anna Paxton, Communications Officer for Ashbourne Reborn, had been to Ashbourne with Gary Thompson from Derbyshire County Council to liaise with businesses and property owners regarding the condition and position of underground structures that may influence the methodology for the proposed works. It was noted Anna had begun initial contact with haulers. Councillor Tony Bates, Ashbourne Town Council, requested that once scheduling and a program of work had been finalised, a stakeholder engagement between partners and local retailers take place in order to provide all affected parties with full information in regard to the programme and allow opportunity for questions. It was agreed that this should be held and suggested that a drop-in session would also be beneficial.
10:22 – Sarah Dines MP entered the meeting.