Agenda and draft minutes

It was noted that apologies for absence had been received from Councillors S B Blair and S Hill.

It was noted that there were no substitute members appointed.

To receive any declarations of interest from Members in respect of business to be transacted on the agenda.

There were no declarations of interest.

To confirm the notes of the meeting of the Advisory Group held on 16 April 2024 (to follow).

Subject to the addition of the consultants that had attended the meeting, the notes of the meeting of the Group held on 16 April 2024 were approved as a correct record.

To consider the attached report of the Regeneration Delivery Manager.

The Regeneration Delivery Manager gave an overview of project progress between March and August 2024. 

The Project Advisory Group (PAG) was advised that the first-stage design and build contract (known as a pre-construction services agreement (PCSA)) had been awarded to Jenner Contractors Limited following approval by Cabinet on 4 March 2024.  A package of further surveys and design work had also been approved which would release further funding from the Levelling Up Fund and the Future High Streets Fund.   Planning permission had been granted and conditions such as archaeology were currently being discharged.  

In respect of archaeology, an extensive medieval wall had been discovered and various 16^th/17^th century clay pipes of local interest.  The Council was working with the Canterbury Archaeological Trust which was on site and overseeing what was happening on the ground. The finds had added a 7-week extension to the archaeological works which would in turn cause a delay to practical completion which was now predicted to be May 2026.  Ms Ellie Carswell (Atkins Realis) commented that archaeology was always going to be a risk.  Finds were being recorded and preserved where possible, and a full archaeological report would be produced as part of the project.  The team was working with an engineer to identify where piling could be placed, and this work had now been pushed back from September to November.  Funders had indicated that they were happy with an extension.

Ms Liz Gibney (Lee Evans Partnership) presented a 3D animation tour of the proposed building to Members.   Councillor T J Bartlett asked about the external cleaning and maintenance of the building.  Ms Gibney advised that consideration of which materials to use had been difficult given the building’s location on Townwall Street, the impact of particulates from heavy port traffic being a particular concern.  This had influenced the use of brick and the elevations on the Townwall Street side being as smooth as possible in order to make cleaning easier.  The number of windows had also been minimised for this reason and those installed would be of high quality.  

In response to Councillor E A Biggs (Mayor of Dover), Ms Gibney advised that the colour palette for windows, doors, walls, etc had been kept simple and would need to be signed off with the Council’s Planning team.  In addition, there were regulations that required the use of certain colours for people with impaired sight.  She reassured Members that the team was spending the Council’s money wisely, seeking to achieve a high-quality finish whilst keeping costs down.

In response to Councillor D G Beaney, Ms Carswell advised that, as part of the second stage tender process, Jenner Contractors Limited had attempted to obtain three quotes for work wherever possible, such that Atkins Realis believed them to be on track.   Jenners had a contingency sum of 1.5% and the Council had a contingency sum of 5%.  Whilst it was a challenging project, the risks were decreasing as the project progressed.  She confirmed that the Council  ...  view the full minutes text for item 42.

To be advised.

It was noted that the date of the next meeting would be advised in due course.

The recommendation is attached.

RESOLVED:   That, under Section 100(A)(4) of the Local Government Act 1972, the

public be excluded during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of the Local Government Act 1972.

To receive a verbal report.

Members were reminded that a report would be going to Cabinet that evening seeking approval to award the second stage design and build contract and to proceed to RIBA Stage 4.  There would be a discussion forum meeting with tenants in two weeks’ time.

In respect of risks, archaeology and ground conditions were the notable ones.  These were under review and would be discharged in due course.   In response to Councillor Biggs, the Project Manager advised that a testing and evaluation report on ground conditions had been received that day.  She clarified that ground conditions would have an impact on the piling contractor. 

In relation to a forthcoming Screen South visit, Councillor K Mills was advised that plans were in place. 

RESOLVED: That the update be noted.