Tracey Cabache - Chief Executive Torbay Communities, Liz Muir - Programme Development Manager Torbay Communities, Patrick Rafferty – Capital Programme Delivery Manager

The Board received an update from Tracey Cabache, Liz Muir and Patrick Rafferty on the progress of the Pride in Place Programme, current funding commitments, lessons learned from the first funding round and proposed arrangements for future funding rounds.

Members were advised that ten projects had now received funding approval, with only £1,490 of the first year's allocation remaining unallocated.  The Board reviewed the distribution of funding across the priority themes and noted that expenditure was broadly aligned with community priorities, showing a reasonable split between town centre improvements, crime and safety, neighbourhood improvements and work and skills initiatives.  It was noted that, of these 4 priorities, Work and Skills was the least represented.  The Board discussed the possibility of targeting specific areas in future funding rounds to ensure equity between priorities.

Members also received an update on the progress of approved projects and were advised that grant agreements were being finalised for a number of schemes, with several projects already beginning to draw down funding.

Particular discussion took place regarding the revised Transforming Play Spaces proposal. Members heard that the application had been narrowed to focus on Ellacombe Park and that existing Government and Council funding would cover works planned during the current year. The Board discussed the remaining funding requirements and expressed concerns regarding the level of additional funding sought and the extent to which the proposal aligned with the original community-led aspirations of the programme. Members agreed that further consideration should be deferred until a clearer picture emerged regarding future funding availability and the requirements of other projects.

Members discussed the position of applications that had not been funded during the first round. The Board noted that, of the original 61 applications received, 31 had not progressed beyond the initial assessment stage, whilst a further group of projects had either submitted business cases which were not funded or had been invited to submit business cases but had not yet done so.

The Board considered how best to support unsuccessful applicants and emphasised the importance of providing constructive feedback and identifying alternative funding opportunities where possible. Members noted examples of projects which had already secured funding through other routes following support from the Programme Team.

The Board reflected on the first funding round and noted that the initial call for projects had taken place before public engagement and priority-setting work had been fully completed. Whilst Members felt the process had generated valuable ideas and community interest, it was recognised that improvements were required before future funding rounds were launched.  Discussion also took place on the future approach to grant administration and governance. Officers outlined progress with grant agreements and explained the Council's role as accountable body, including responsibility for financial management, value for money and project oversight.

The Board considered lessons learned from the assessment process and discussed how applications could be strengthened through earlier technical support and engagement with applicants. The proposed use of a RIBA-based gateway process for capital projects was discussed in detail. Members noted that this would allow projects to progress through clearly defined stages of development, with funding decisions being informed by increasing levels of cost and delivery certainty.  Some questions were raised on the specific triggers to gateway stages, noting that RIBA stages 3 and 4 presented particular challenges if not handled correctly.

The Board received an overview of the technical support offer available to applicants from Torbay Council Officers, distinct from the Quality Assurance Framework currently in place.  This includes business case development, project management advice, quantity surveying support, quality assurance and reporting requirements. Members requested further information regarding the costs and implementation of this support package.

The Board also considered options for future funding rounds, and supported the principle of introducing a rolling programme for applications, accompanied by fixed decision points at Board meetings, to allow projects additional development time whilst ensuring funding decisions remained strategic and aligned with programme priorities.

Discussion took place regarding future years' funding commitments. Members noted that, whilst funding to date had largely been allocated on a single-year basis, clear arrangements would be required for projects seeking support beyond their initial funding period. The Board acknowledged the need to balance supporting existing projects with ensuring opportunities remained available for new initiatives.

The Board also reflected on its own operation and development. Members discussed opportunities to improve communication, establish smaller working groups where appropriate and increase engagement between meetings. Reference was made to approaches being adopted by the Paignton Pride in Place Board, including enhanced community engagement activities and thematic sub-groups.

Members welcomed progress on communications activity, including the development of project case studies, community updates, a dedicated website presence and the proposed opening of a Pride in Place Hub on Union Street.

The following actions were agreed:

1. that projects which had submitted business cases but were not funded, together with the nine long-shortlisted projects which had not progressed to a completed business case, be advised that year one finds have now been allocated, but they will be notified of the next call for funding for 2026-27 funds. (Tracey Cabache);
2. that the Programme Team work with the projects not funded from the long short list and the 31 projects that were not shortlisted to identify alternative funding opportunities and provide support where appropriate (Tracey Cabache);
3. that a process be designed for funded projects to apply for future funds in line with the next call for funding, for consideration at the December meeting (Tracey Cabache)
4. that officers develop and present a costed Council technical support offer, incorporating RIBA-stage oversight and gateway review arrangements, for consideration at the December meeting (Patrick Rafferty);
5. that the principle of a rolling application programme, with fixed decision points for funding decisions, be supported and developed further for future consideration by the Board (Tracey Cabache/Jon Paul Hedge);
6. that Board development work be commenced during the next quarter, with further proposals to be reported back to a future meeting (Jon Paul Hedge):
7. that the Board reflection includes consideration of how we can use Pride in Place funding to generate income for future support post Pride in Place.