Agenda item

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 security implications of the Police Accommodation and Courts projects. The Chairman asked that the Comptroller & City Solicitor be requested to provide formal guidance and clarification that this would be the case.

The City Surveyor took the opportunity to provide an update on the ongoing feasibility study concerning the Police Accommodation and new Courts project, which was expected to be complete by the end of February. He agreed to circulate a copy of a related update presentation to Members on the basis that this be treated confidentially.

The relationship with Her Majesty’s Court Service and the court users was discussed. The Deputy Chairman of the Courts Sub-Committee made particular reference to ongoing high-level engagement taking place and emphasised the importance of including this Committee in this activity.

RECEIVED.