Agenda and minutes

Apologies were received from Deputy Doug Barrow, Jeremy Mayhew, Deputy Catherine McGuinnness and Deputy James Thomson.

There were none.

To receive the Order of the Court of Common Council, dated 11 January 2018, appointing the Committee and setting its Terms of Reference.

The Order of the Court of Common Council, appointing the Committee and setting its terms of reference, was received.

Members noted that the current terms of reference were somewhat ambiguous in certain areas, likely as a consequence of the need to establish the Committee quickly. Having had the benefit of further time for reflection, Members were able to make several observations and suggested amendments, agreeing that it would be prudent to revisit the terms of reference and submit revised proposals to the Policy and Resources Committee and the Court. The following amendments were suggested:

·           That the terms of reference be widened to encompass all major capital building projects, not solely the Police Accommodation and Courts projects.

·           That the membership of the Committee be expanded to include, as ex-officio Members, the Chairmen/Deputy Chairman of service committees with relevant projects that move to the remit of the Capital Buildings Committee.

·           Requisite amendments be made to terms of reference and Standing Orders to allow for the Chairmen/Deputy Chairmen of Policy and Resources and Finance to be able vote in the election of Chairman and Deputy Chairman.

·           That it be made clear that the Capital Buildings Committee would own the designated projects in their entirety, so that the approvals of the Projects Sub Committee or service committees were no longer required. This would extend to matters such as property disposals.

·           That co-option rights should be re-explored, to allow the Committee to co-opt from the Court as well as externally.

Authority was subsequently delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to review and submit revised terms of reference. 

RESOLVED: That authority be delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to review and submit revised terms of reference. 

To elect a Chairman in accordance with Standing Order No.29.

In accordance with Standing Order No.29, the Committee proceeded to elect a Chairman for the year ensuing. The Town Clerk read a list of Members eligible to stand and Sir Michael Snyder, being the only Member expressing his willingness to serve, was duly elected as Chairman.

The Chairman thanked Members for their support.

To elect a Deputy Chairman in accordance with Standing Order No.30.

In accordance with Standing Order No. 30, the Committee proceeded to elect a Deputy Chairman for the ensuing year. The Town Clerk read out a list of Members eligible to stand and both Deputy Edward Lord and Alderman Ian Luder indicated their willingness to serve.

A ballot was therefore conducted and the results were as follows:

Deputy Edward Lord was duly elected as Deputy Chairman for the ensuing year.

Prior to consideration of this item, the Town Clerk relayed a request from Deputy Doug Barrow that the matter be deferred until the next meeting, given that neither he nor the Deputy Chairman of the Police Committee were able to be in attendance at today’s meeting and in view of the significance of the Police Accommodation project to that Committee.

After discussion, the Committee was minded that the item should not be deferred, given the urgency of proceeding with business and given that it was not intended to definitively confirm any arrangements at this stage in any case.

It was agreed that an informal Briefing session should be held during March to afford all Committee Members the opportunity to be brought up to speed on the latest position in respect of both projects. Whilst site visits should also be offered in due course, the Chairman was minded that there was less benefit to be had at this early stage than there would be later in the process.

It was also asked that the Chamberlain prepare a financial briefing for the Committee, outlining expenditure to date and anticipated costings across the projects so that Members could get a sense of net commitments and incomings.

The Chairman suggested that the Committee should meet at least quarterly, but accepted that there may be a need to convene additionally on an ad hoc basis or more frequently as a matter of course, given the nature of the projects. Once reporting was underway and Members had been briefed, it would be possible to make an informed judgement as to future meeting frequency.

The Committee also observed that it was highly likely that the vast majority, if not all, of its business would need to be conducted in non-public session, given the likely commercial and

There were no questions.

There were no urgent items.