Estuary House Project Group Decision and Action Log
Date: 22nd October 2009
Present: Claire Walkey (CW), Terry Grace (TG), Steve Keable (SKea), Lisa Barker (LB), Steve Kerridge (SKer), Wayne Mizen (WM), Pam
Collins (PC), Phil Povey (PP)
Apologies: None
No.
Decision or Action or Message
Who will
Action?
1.
Approval to Action Log
Action log agreed by all. Steve Keable requested the sum quoted
under Funding in section 3 should read €250,000 not £250,000.
2.
Actions from last meeting
Smartcard
WM confirmed he sent the breakdown of costs to LB.
No further action required.
Funding
LB confirmed she sent WM the signed dispensation form.
Action: Wayne Mizen to speak to Kevin Balding of Devon Wayne Mizen
Procurement Services and report back at next Project Group
meeting.
Air recycling system
CW confirmed she sent PP the required information.
No further action required.
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When?
Action
Completed
?
Work packages
WM confirmed he and SKer were meeting on Tuesday to work on
the office protocols document and furniture detail.
Action: Wayne Mizen and Steve Kerridge to present Lisa Barker Wayne Mizen/
with draft document for the next Project Group Meeting.
Steve Kerridge
End User Groups
WM confirmed the next End User Group meeting will take place on
2nd November 2009.
Action: Claire Walkey to attend and take notes for action log.
Claire Walkey
Soundproofing for the breakout area by kitchen
LB confirmed she had contacted the contractor for a cost who
confirmed £125. LB confirmed she instructed the contractor to
proceed with the upgrade.
No further action required.
3.
IT Update
PC raised concerns that she feels Project Board have different views
on how Estuary House will operate to Project Group. PC concerned
that Project Board think both Estuary House and Bridge House will
work as one unit, which it will in terms of car parking, meeting rooms,
use of break out area etc, but not in an IT capacity.
Action: Pam Collins to provide a report for next Project Board Pam Collins
meeting.
Lisa Barker to send PID to Pam Collins, Martyn Hutchings and Lisa Barker
Ron Powell.
WM confirmed that from 1st November 2009, Devon County Council
will charge £3 per smartcards.
Action: Lisa Barker to factor in these costs to the overall Lisa Barker
budget.
PC raised concern over reception arrangements.
Adequate
provision has been made for data and voice, but until final
arrangements are made, this is still an undeveloped area.
Action: Wayne Mizen to provide update to Lisa Barker.
Wayne Mizen
Meeting to be arranged between Pam Collins, Wayne Mizen, Wayne Mizen
Steve Kerridge and Lisa Barker.
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4.
Meeting room divider
LB confirmed she had sent the group the specification and costs for
the proposed meeting room divider. LB notified the group that the
contractor had negotiated the cost down by £800, with the total cost
now being £7225. Project Group signed off this item.
Action: Lisa Barker to inform Millwoods and instruct to Lisa Barker
proceed.
5.
Kitchen and teapoint layout
Project Group were presented with samples of kitchen doors, door
handles and laminates. After discussing, Project Group decided for
BOTH the tea points and kitchen:
Range: Avant White
Handles: Crome Bars
Laminates: Slate effect – however, Project Group asked LB to
enquiry about a black gloss worktop. If costs turn out to be too high,
then Slate effect is acceptable.
Action: Lisa Barker to enquiry and report back to Project Group Lisa Barker
The brand of appliances were accepted by all, however, Project
Group requested that all appliances to be either AA or A rated.
Action: Lisa Barker to enquire about appliance rating and report Lisa Barker
back.
6.
Signage for Estuary House
LB asked Project Group if they required external signage for Estuary
House, similar to that of Teign Housing and Millwoods. All confirmed
it is not required.
Action: Lisa Barker to note.
Lisa Barker
7.
Car park barrier/entrance gates
LB confirmed that Millwoods are happy to contribute towards a new
gate/barrier. WM suggested that a single roller gate be installed that
was on a timer mechanism which only open and closed once a day.
Smartcards could override the system if staff wanted to arrive earlier
or later in the day. All agreed to pursue with the gate.
Action: Lisa Barker to inform Millwoods and discuss further Lisa Barker
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with them.
8.
Finance spreadsheet
LB provided Project Group with a finance spreadsheet indicating
costs, the date Project Group agreed the items and the payment
mechanism.
TG asked if this information could go against the agreed work
packages. LB confirmed that this wouldn’t be a problem.
LB confirmed that at present the Cat B works are coming in at
around £200k, however, this does not include IT or furniture costs.
PC confirmed that Martyn Hutchings should be receiving IT costs
this week and will send to LB.
LB would like to draw in Ron Powell’s costs and finalise outstanding
items and be able to present more accurate figures in November.
Action: Lisa Barker to incorporate costs and issue revised Lisa Barker
finance spreadsheet.
9.
Individuals time to the project
LB asked Project Group members how they book their time when
working on this project. All confirmed that their time bookings DO
NOT come out of their contributions to the project.
Action: Lisa Barker to note – no further action required.
10.
Approval of carpet/flooring costs
Project Group were presented with a vinyl sample for the reception
area (Karndean – CK25 Noir). All agreed for this to be used in the
reception area AND waiting area. This is an amendment to the
approved plans sent to all group members. Project Group also
signed off costs for all the flooring in the building.
Action: Lisa Barker to inform Millwoods that the Karndean vinyl Lisa Barker
will extend into the waiting area and obtain costs (if applicable).
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11.
TV aerial points
Project Group were presented with the proposals for the TV points
together with costs. Project Group were happy to proceed with this
item.
Action: Lisa Barker to inform Millwoods.
Lisa Barker
12.
Any Other Business
Project Group discussed MAT’s costs for the smart card first fix.
Although Project Group instructed to proceed with this work, they
wish to express their view that they do not feel MAT’s costs
represent value for money.
Action: Lisa Barker to inform Millwoods.
Lisa Barker
CW confirmed that at the last meeting it was agreed that she would
set up a weekly project meeting in addition to fortnightly project
group meetings. At present, it is felt that as the majority of Cat B
decisions have been made, it may not now be necessary to have
weekly meetings. It was agreed that the fortnightly meetings
continue and extra meetings called as and when necessary.
Action: Claire Walkey to monitor and call meetings as required. Claire Walkey
PP asked CW to send floor plans to him electronically.
Claire Walkey
13.
Date of next meeting
3rd November 2009
10 am – 12 pm
To be held at Room 1, NPS, Venture House, Sowton, Exeter
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