Questions by Members:

Answers:

Given the impending inevitable LGR impact, are we trying to stretch ourselves too far to deliver the Carnarvon Terrace project?

Councillor Mark Stephenson – Despite it being the biggest current project that TDC are running, I do not think we are overstretching. The Project Delivery Unit are delivering this project, and updates are provided regularly, the next one being in five days. As we have been discussing, there is always an element of risk with larger projects, however, until the price comes in, we are not able to fully risk assess the project.

Following the presentation we previously received from them, can we be given an update on Spendells from the Project Development Unit (PDU)?

Councillor Mark Stephenson – We will liaise with Officers to provide an update for an All Member Briefing as soon as possible.

There have been concerns with overspends on projects. How can we be reassured that issues won't repeat themselves? What due diligence is in place? What changes of process have been put in place to ensure that the same mistakes aren't made?

Councillor Mark Stephenson - The problem with the overspend on Spendells was not in the process, it was that the process was ignored. We now have a document implemented as part of the process that ensures processes such as Finance, Governance and Decisions, are all followed, which the PDU have provided. Also, all projects have a project lead, and the reports now have a higher level of detail, showing how up to date we are. Following the issues with Spendells, this has prompted more inquisition on projects being delivered.

Ian Davidson - When an officer makes a significant error, there have been processes that have been completed and there have been ramifications. The reassurance is in that when the processes aren't followed, there are measures in place, which we have seen unfold and outcomes as a result of that.

What was it that made the £380,000 up, for example, was it things that were not picked up on the original specification?

Ian Davidson - This has been previously discussed and answered and was contained within the report that I submitted to the Committee in April 2025.

There are some projects listed that the Project Delivery Unit are overseeing, and some they are not. What are the criteria for this?

Lee Heley – Primarily, the PDU is overseeing the projects being funded by the MHCLG (Ministry of Housing, Communities and Local Government).

Would Spendells have been overseen by the PDU had it been in place at the time?

Ian Davidson – It is a possibility, but it is impossible to say definitively because we did not have it in place at the time.

Is there any reassurance that Portfolio Holders can give us from a lessons learned perspective?

Councillor Peter Kotz - Every time I meet with Officers, the first thing to be discussed is risk management and risk mitigation. That is a standing item purely because the one thing we can do when assessing ongoing projects is to minimise risk by asking these questions. By having these questions answered it allows me the knowledge to make the best decisions.

Councillor Andy Baker - I will be asking some very searching questions at the very beginning of the process. Mistakes have been made, and we have learned from them. What has happened before, will form parts of questions and discussions that will be had through the process.

Councillor Mark Stephenson - Every project has risks, but there are projects such as the award-winning Sunspot and Honeycroft that have been a success, which are not spoken about. It is worth remembering that Spendells still came through and is providing support for our residents, having had a minimum of 27 families gone through and now in their own homes. This is something to be proud of. Risk is part of it, but we can't make it the enemy, otherwise we won't do anything.

Looking at Spendells from a Cabinet perspective, the oversights came to light on 8^th February 2024, but Cabinet didn’t know until the end of February 2024, why not?

Councillor Mark Stephenson – A written response will be provided.

What action did the Portfolio Holder take at the time?

Councillor Andy Baker - Conversations were had with the Corporate Director and the Leader to question what we knew, how we had planned to deal with it, and how it was going to be done, but until the full report was received in May, and we knew exactly what the cost was, I was in a position to possibly mislead this Committee or the Cabinet.
I have weekly meetings with my Corporate Director and Director for Planning and Community and Spendells was top of the agenda every week.

The list set out a vast amount of exciting, diverse and beneficial projects across the District and I feel the Cabinet should be commended for the work they are doing. Do you agree?

Councillor Mark Stephenson - I do agree. There are 54 projects and over £60 million being spent. There are also a lot of other daily tasks that Officers and Cabinet Members face alongside the management of these projects

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Are we still going to be looking for new sources of funding as the Councils merge? If we do get the funding, how do we assure that the funding stays in Tendring and doesn't get spent elsewhere?

Councillor Mark Stephenson - When we take on funding, we must ensure it meets our Core Priorities and make sure we have capacity and that time scales can be met. We are very good at partnership working and we are already working with who we anticipate being the Councils that will form our new Unitary Authority. This is something I feel the Committee should take forward as part of the LGR discussions as currently it is impossible to say how specific things will be affected.

 
Ian Davidson – Regarding isolated funding to individual areas, when we get funding, it is usually specified for a particular project. In terms of local funding, there is already a lot of work going into these discussions. I have spoken with Town and Parish Councils as well as external groups, to begin to explore what may be possible at a local level, however, there is still a lot of work to be done between now and 2028.

Is there any money available to help us work with Town and Parish councils and other organisations?

Ian Davidson - It depends on the project. It will be a mixture but whatever we do, it will take the capacity of the organisation to do it. We will continue to work with organisations going into LGR because it is going to be so important.