Adopted 11th May 2026, 013/26

Review: May 2027

Authority

The Library Project Working Group is appointed by and solely responsible to St Agnes Parish Council. The Working Group’s duties are defined and agreed by the Full Council who may vote at any time to modify them. The Working Group has no decision-making or spending power delegated to it, but will present recommendations to the Council, or to a Committee of the Council, for discussion and decision. The Working Group may be authorised to deliver a programme of work – including incurring expenditure – upon resolution of the Full Council only.

Purpose

The Library Project Working Group will support the Council’s delivery of a new community library, including consolidated Council office space under planning application PA24/09393. It will ensure the successful planning, development and implementation of the project. The Working Group will be responsible for coordinating with Officers, Architects, Contractors and other project stakeholders from time to time to manage the project’s timescales, budget and quality standards.

It will support the Council to engage with the community and staff to gather input to ensure the project meets the needs and expectations of all parties. The Working Group will support the Council regarding grant and other funding applications, compliance with relevant regulations and policies, and ensure transparency and accountability throughout the project’s lifecycle.

Additionally, the Working Group will support the Council to review professional reports and recommendations regarding the remedial structural repairs to the existing building (17, Vicarage Road) and identify critical works, based on safety and functionality, including budget requirements, timescales and management plans.

Objectives

  1. Project Coordination and Management: To support the Council, Staff and project stakeholders to effectively coordinate delivery of a new community library, including planning, design, construction and implementation; ensuring the project is completed on time, within budget and to the highest quality standards.
  2. Community Engagement: To support the Council to actively engage with the community throughout the project.
  3. Funding and Compliance Oversight: To support the Council to oversee the financial management of the project, including grant applications, and ensure compliance with all relevant regulations, policies and best practice.

Scope

To achieve the objectives, the Working Group shall:

  • Convene project progress meetings with staff and project stakeholders.
  • Receive and consider reports and recommendations from staff and project stakeholders and feed back to Full Council.
  • Monitor project targets, timescales and budgets.
  • Review completion certificates.
  • Review and recommend public information and other engagement strategies.

Method

The Working Group will ensure that all recommendations are S.M.A.R.T:

  • Specific: Well defined, clear, and unambiguous.
  • Measurable: With specific criteria that measure progress toward the accomplishment of the goal.
  • Achievable: Attainable and not impossible to achieve.
  • Realistic: Within reach, realistic, and relevant.
  • Timely: With a clearly defined timeline, including a starting date and a target date.

Membership

  • Membership will consist of a maximum of five Councillors.
  • Membership is established at the Annual Parish Council Meeting and thereafter, if Councillor vacancies arise, by the Full Council.
  • The Working Group may elect a Chair, who shall be responsible for calling and running meetings and delegating
    actions with support from the Clerk and/or Property & Business Development Manager.
  • It has the discretion to elect a Vice Chair.

Quorum

Quorum will be three.

Frequency of meetings

As required throughout the project. Meetings may take place virtually, physically, or in a hybrid format as regulations and Working Group members dictate.

Public Participation

There is no legal right to attend, as this is not a decision-making body of the Council. Admittance of the public to meetings is at the discretion of Working Group members.

Record of meeting

Meeting minutes will be produced and submitted to Full Council at the next available meeting. When tasks are created and delegated, each will have a designated person of responsibility. They will have the duty of reporting on their task progress at each Working Group meeting, either in person or by way of a written report.

Review of terms of reference

The Working Group may review their Terms of Reference as required and make recommendations to the Full Council. Only the Full Council may resolve to make changes to the Terms of Reference. The Working Group will terminate once it has fulfilled its purpose, or by resolution of the Full Council, whichever occurs first.