Agenda and minutes

The Chair will welcome attendees to the meeting and make opening remarks.

The Chair welcomed board members to the meeting and outlined the agenda items for discussion. The Programme Management Office confirmed the meeting is quorate.

To receive any apologies for absence.

Apologies were received by the following board members: -

·       Councillor K Carmichael – Sandwell Council Leader

·       G Brown - Raglan Road Christian Church

·       S Howells - Sandwell and West Birmingham CCG

·       K Willets - West Midlands Police

·       R Flatley - Sandwell Visually Impaired

To confirm the minutes of the meeting held on 15 November 2023 as a correct record.

Minutes of the last meeting

Board members agreed minutes of the Town Deal Board held on 15 November 2023 were a correct record.

Action Log

Updates recorded on the attached Action Log.

To receive any declarations of interest from board members relating to any item on the agenda.

The Chair asked board members to raise any declarations of interests. None were forthcoming. The chair asked board members to raise any declarations during discussions should they need to. 

To provide an update on:

·       Board Membership

·       Scrutiny

As outlined in the Terms of Reference, Board Membership is reviewed annually. The approach to review membership is for the Programme Management Office to contact members to ask if they wish to remain as a member.

Smethwick Town Deal Board overall, has good attendance. Apologies have been received regularly by some board members due to meeting clashes. The Programme Management Office have advised they can send a representative, or email comments and queries to the Town Deal mailbox.

The review for the Smethwick Town Deal Board has been delayed, due to the announcement of the Smethwick Long Term Plan, as board membership will likely include some Town Deal Board members.

In regard to young person representatives, the Programme Management Office attend SHAPE Forum to discuss project progress and colleagues can feedback their comments to the Town Deal Board. The SHAPE Forum currently meet fortnightly.

In addition, discussions are being held with Sandwell College to explore consultation with their Student Forum. The Programme Management Office/ Project Leads can attend the Forum and feedback to the Town Deal Board.

Scrutiny

As part of governance requirements, the Towns Fund Programme report project progress to the council's Scrutiny Board. At the meeting held on 8 February, a report was presented providing detail of progress, project red rag rated risks and budget pressures.

Scrutiny members were understanding of issues resulting in progress delays and the budget pressures that were flagged due to cost inflation. Scrutiny Members asked the Programme Management Office to report at the next scrutiny, to confirm timescales of delivery and if they will be delivered within the Towns Fund delivery timeline, by March 2026.

To provide an overview/update on Smethwick Long Term Plan.

Board members received information on the Long Term Plan as part of the agenda pack. A summary of the Long Term Plan was presented to members, which included: -

In October 2023, Government announced funding of £20m endowment style funding over a 10 year period. Funding would be issued to Local Authorities as the accountable body.

Funding is set to be 25% Revenue and 75% Capital. The funding has freedom and flexibilities, meaning funds can roll forward between financial years within the delivery period. Capacity Funding to assist the initial set up has been provided to the council.

The programme is focused around three investment themes: Security and Safety, High streets, heritage and regeneration interventions and Transport and Connectivity. DLUHC have worked up pre-approved interventions to refer to as 'on menu' which means a Business Case is not required to peruse pre-approved intervention under investment themes. If it is a more tailored project, this would be referred to an 'off menu' option and an Outline Business Case would be required to be submitted to DLUHC. Examples of pre-approved was provided to board members for each theme.

Timescales were shared with Board Members, including the requirement to establish a Long Term Plan Board by 1 April 2024.  Draft Terms of Reference and governance arrangements would need to be in place. Governance would be based on the arrangements for the Towns Fund governance model. The Long Term Plan board would review and finalise the Terms of Reference. This would then be submitted to the Assistant Director of Legal, the council's S151 officer and Councillor P Hughes as cabinet member for sign off.

An update was provided on the Smethwick Boundary Map provided by DLUHC for the Long Term Plan, and how this does not translate to the Smethwick Ward Boundary. The council can present a revised boundary map to DLUHC. The deadline for this is 1 April. Details of the revised boundary map was shared with board members. Subject to Town Deal Board views and subsequent Cabinet approval, the revised boundary map would be submitted to DLUHC by 1 April for consideration and approval.

In regard to programme management, board members were informed the Towns Fund Programme Management Office would support the Long Term Plan Programme.

The proposed approach, of which is based on advice received from DLUHC, the council's Legal Team regarding the process as we enter Purdah period, was confirmed with Board Members. Proposals will be presented to Cabinet on 13 March, subject to the views of Town Deal Board members.

Subject to Cabinet approval, preparation will commence to develop the Long Term Plan that has a submission deadline to DLUHC of 1 August 2024. The plan will provide a 10-year vision with a 3-year investment plan. The council have been encouraged to submit the Smethwick Long Term Plan as soon as possible.

The role and responsibility of the Smethwick Long Term Plan Board was outlined to board members and a discussion was held regarding which representatives from the Town  ...  view the full minutes text for item 15.

Project updates for:

·       Rolfe Street Canalside Regeneration Project

·       Midland Met Learning Campus

To receive an update on project progress and monitoring information for the period of October - December 23 (Private item)

Board members received Item 7a - Smethwick Town Deal Board Reporting October 2023 – December 2023 prior to the board meeting.

Rolfe Street Canalside Regeneration

An update was provided by the project lead. This included: -

·       An overview of progress to date and works completed since the last board meeting

·       An update on the planning application status and current challenges associated with this, resulting in the withdrawal of the application

·       The proposed approach to resolve the challenges, an overview of options to consider if they are not resolved promptly and detail subsequent changes to the delivery timescales

·       A summary of project risks, budget and financial forecast

The project lead was asked if there was an alternative plan should works not progress. Board members were informed alternative options would need to be considered. Board members could discuss matters via email or call an urgent meeting where detailed discussion and decision and approval is required.

Board members were reminded new projects can no longer be submitted, therefore funding could be reallocated to other projects within the Town but this would require DLUHC approval. There would be discussions required with DLUHC where a project has already received the maximum funding offer limit set out in the Smethwick Heads of Terms.

A board member asked if the grant funding for Rolfe Street could be reallocated to the Midland Met Learning Campus project, if WMCA funding was not awarded. Board members were informed that if the WMCA co-funding was not awarded, the Midland Met Learning Campus would be delivered but not achieve net-zero ambition. Should Rolfe Street not proceed, discussions would take place to determine the options for funding.

Midland Met Learning Campus

An update was provided by the project lead. This included: -

·       An update on the WMCA funding application and timescales associated with determination. An investment panel is scheduled for 18 March.

·       Confirmation of arrangements between the council and NHS Trust in relation to the partnership agreement

·       An update on the arrangements with training providers for the learning campus; Discussions are in place with Sandwell college regarding lease and training arrangements. A meeting would also take place with Aston University in due course.

A comment was made regarding the importance of ensuring social value is achieved for this project. Board members were reminded the project team have worked closely with the council's social value officers throughout the procurement process to ensure this is a key element and was incorporated into evaluation questions.

Board members were advised discussions with the successful contractor would take place in due course to tailor social value targets in more detail.

Ron Davis Centre Expansion

Board members were informed this project has now completed following the installation of the final IT equipment. The project has a slight underspend against the forecasted spend, however this is retention for snagging.

An award ceremony was held in November 2023 for learners who completed non-IT courses. This was attended by the Programme Management Office and Councillor P Hughes.

Moving forward, the project will  ...  view the full minutes text for item 16.

To receive update on the forward plans:

·       Press release/Publicity

·       Site visits

Board members received the Press Release and Media forward plan within the agenda pack. Board members were informed of an additional entry, where the Programme Management Office would draft a Press Release for the Midland Met Learning Campus regarding co-funding from WMCA. This would then be published on 18/19 March, subject to the determination of the investment panel

To receive any other business raised by members for discussion.

Meet the Buyer Events - Social Value

Board members were informed two Meet the Buyer events taking place in March. The first being construction based and the second being NHS based.

The Chair thanked board members for their attendance and contributions to the meeting and closed the meeting at 11:59.