Issue - meetings

(i)       to instruct the Chief Executive to bring forward as part of the Council Operating Structure – Senior Management report to Council on 23rd August all options on securing a Programme Director to oversee and be responsible for all Council Capital spend;

(ii)      to note the revised terms of reference for the Strategic Asset and Capital Board, attached at Appendix 1;

(iii)      to note the amended governance arrangements for Strategic Infrastructure Plan and Capital Plan delivery as outlined in this report and attached at Appendix 2, incorporating the delivery of City Centre Masterplan projects within these governance arrangements;

(iv)     to note that the Interim Director of Communities, Housing and Infrastructure be responsible for the Capital Programme until the restructure is undertaken;

(v)      to note the Capital Governance Review Action Plan which is attached at Appendix 3; 

(vi)     to instruct the appropriate senior officer under the new structure to report in Audit Quarter 4 on project management governance as set out in paragraph 3.2 of the report; and

(vii)     to approve that a monthly Members Reference Group, for the Capital Programme be established with a membership of 5 Councillors, 3 nominated from the Administration and 2 nominated from the Opposition, and delegate authority to the Interim Director of Communities, Housing and Infrastructure, following consultation with Group Leaders, to set the Terms of Reference for this group.

The Committee had before it a report by the Interim Director of Communities, Housing and Infrastructure which provided an update on the progress of the Capital Programme Governance Review and the draft revised proposed governance arrangements.

The report recommended:

That the Committee -

(a)      note the revised terms of reference for the Strategic Asset and Capital Board, attached at Appendix 1;

(b)      note the amended governance arrangements for Strategic Infrastructure Plan and Capital Plan delivery as outlined in this report and attached at Appendix 2, incorporating the delivery of City Centre Masterplan projects within these governance arrangements;

(c)      note that the Interim Director of Communities, Housing and Infrastructure be responsible for the Capital Programme until the restructure is undertaken;

(d)      note the Capital Governance Review Action Plan which is attached at Appendix 3; 

(e)      approve that a monthly Members Reference Group, for the Capital Programme be established with membership of five Councillors, three nominated from the Administration and two nominated from the Opposition; and

(f)       note an Internal Audit in Quarter four has been scheduled to review the arrangements and their operation.

Councillor Cooke sought additional information in relation to what support mechanisms were being implemented to encourage officers to report when the project may be going wrong, wherein the Interim Director advised that there were various mechanisms including, Peer Group review sessions, support via the directorates and additional training.

Councillor Donnelly requested information relating to unforeseen overspends and how this would be managed wherein the Interim Director advised that proper management of the project would allow for issues to be detected and reported appropriately.

Councillor Jackie Dunbar sought clarification as to what powers the Members Reference Group would have to resolve any issues, wherein the Interim Director advised that that the Group would not have decision making powers and any issues would be reported to the appropriate Committee.  She further advised that the purpose of the group would be to help members understand the project, how it was being managed and the financial controls in place.

Councillor Yuill sought assurance that if the Reference Group was established that full training would be provided to members to assist them in their role, wherein the Interim Director advised that full training would be provided.

The Committee resolved:-

(i)       to instruct the Chief Executive to bring forward as part of the Council Operating Structure – Senior Management report to Council on 23rd August all options on securing a Programme Director to oversee and be responsible for all Council Capital spend;

(ii)      to note the revised terms of reference for the Strategic Asset and Capital Board, attached at Appendix 1;

(iii)      to note the amended governance arrangements for Strategic Infrastructure Plan and Capital Plan delivery as outlined in this report and attached at Appendix 2, incorporating the delivery of City Centre Masterplan projects within these governance arrangements;

(iv)     to note that the Interim Director of Communities, Housing and Infrastructure be responsible for the Capital Programme until the restructure  ...  view the full minutes text for item 11