Agenda item

To consider the report of the Overview and Scrutiny Member Working Group (copy enclosed).

The Committee considered the report of the Overview and Scrutiny Committee Working Group (the Working Group) presenting the conclusions of the Working Group on the scrutiny workplan item.

Members were reminded that this Committee had originally received a report from the Working Group on this scrutiny item request submitted by Councillor A S Fluker. The request sought review of various issues arising from the extensive history of the corporate project involving the potential acquisition of land by the Council with a view to providing affordable housing and generating a commercial return. It was noted that this corporate project had effectively been closed by Council decision in November 2023.

The Corporate Governance Project Officer provided the Committee with background information regarding this item and how the Working Group had looked at the various issues over several months. The Committee had received a number of reports, the last being in September 2024 when further clarity around how the project began and the engagement with local landowners was sought. The outcome of the further review by the Working Group was set out in the report along with some additional findings. It was noted that the Working Group had also received a detailed schedule of financial milestones associated with the project to provide better understanding.

The Working Group concluded that it had discussed and received enough information to understand and be clear on a wide range of issues. It therefore commended the lessons learnt report to the Council for future use along with emphasising the obligation on both Officers and Members to be clear on the objectives of similar projects at the outset. Members were advised that the best way to spread the messages arising from the Working Group’s conclusions and recommendation was for the Committee to refer this to the Council.

In response to a question regarding the use of Commuted Sums, the Commercial Manager provided some background information, highlighting how these were time limited and had to be spent within a timescale otherwise there was opportunity for developers to claw back the monies, rather than them being invested in the District. He confirmed that, in relation to the corporate project subject of this request, through the project management process a business case had been presented to Members with various options for consideration as to how the funds were utilised by the Council. The corporate project had been discussed with the Corporate Leadership Team and Corporate Projects Board before a report was taken to the Strategy and Resources Committee to approve the original budget. As a further assurance the Commercial Manager highlighted that this project had also been audited by the Council’s external auditors throughout the project.

The Commercial Manager highlighted some lessons learned from the project review which included ensuring that Officers worked collaboratively with Members. At this point he referred to the fact that the early engagement with Members on this project which had begun was interrupted by the membership changes resulting from the elections, and clearly this presented challenges to the Members.

The Chairperson referred to the recommendation set out in the report and moved this together with an additional recommendation that a report on this matter be put forward to a meeting of the Council. This was duly seconded and agreed.

RESOLVED

(i)             That the work undertaken by the Working Group to understand and clarify the various issues and points of concern raised is noted;

(ii)            That the Working Group’s conclusions together with the findings contained in the ‘lessons learned’ report produced by the Project Team with a view to them influencing practice and process in relation to future corporate projects be endorsed;

(iii)           That a report on the Member Scrutiny Item Request – Corporate Project – Land at Heybridge be presented to a meeting of the Council.