OVERVIEW OF GOVERNANCE AND KEY STAKEHOLDERS

Transcription

1 Schedule 1 Programme Governance 1. GUIDING PRINCIPLES 1.1 The following guiding principles are agreed. The Programme s governance will: (a) (b) (c) (d) (e) (f) (g) provide strategic oversight and direction; be based on clearly defined roles and responsibilities at organisation, group and, where necessary, individual level; align decision-making authority with the criticality of the decisions required; be aligned with Programme scope and each Scheme stage (and may therefore require changes over time); leverage existing organisational, group and user interfaces; provide coherent, timely and efficient decision-making; and correspond with the key features of the Programme governance arrangements set out in this Schedule. 2. OVERVIEW OF GOVERNANCE AND KEY STAKEHOLDERS 2.1 The Programme s governance and delivery structures are summarised in Annex 1 and Annex 2 of this schedule. 2.2 The Parties have developed a joint governance structure for the Programme, based around the successful model utilised for the implementation of the recent LSTF and BBAF initiatives. This being based on a joint Programme Management Board of senior officers from all three partner authorities. 2.3 The Parties liaise regularly with the existing Planning & Transport Joint Committee and will also report regularly to the Connected Dorset LEP Group, seeking their advice, views and guidance as required. 2.4 The Programme Manager will co-ordinate delivery of the package and help to manage risk. 2.5 The Parties have already established joint delivery teams for particularly for the revenue based activities through the BTN. 3. PROGRAMME MANAGEMENT BOARD 3.1 The Programme Management Board will provide strategic management at Programme and Scheme level in accordance with its Terms of Reference (see Annex 3), as may be varied from time to time (the Terms of Reference ).

2 3.2 The Programme Management Board shall consist of senior representatives from each of the Parties, with BBC acting as Chair, as indicated in the Terms of Reference. 3.3 The Programme Management Board shall use reasonable endeavours to meet and conduct Board meetings in accordance with the frequency set down in the Terms of Reference, at a venue agreed between the Parties. 4. PROGRAMME MANAGEMENT BOARD DECISIONS 4.1 Each Party will put in place, in accordance with its constitution, all necessary arrangements to give effect to any decisions made by the Programme Management Board, where necessary including signature of key Board decisions / minutes by the authorised representatives of the Parties. For the avoidance of doubt, nothing in this paragraph shall prevent a Party s senior officer(s) / representative(s) on the Programme Management Board from referring decisions back to cabinet or committee where their delegated authority is exceeded or where otherwise required under the relevant Party s constitution. 4.2 A reference in this Agreement to a Programme Management Board decision, decided by the Programme Management Board, or with the approval of the Programme Management Board or any similar wording shall be deemed to be a reference to a Board decision or approval that has been ratified by each Party in accordance with paragraph 4.1 above. In other words, for a Board decision to be binding on the Parties it must be agreed by each Party. 5. PROGRAMME MANAGER 5.1 The Programme Manager shall be appointed by BBC to fulfil the duties, responsibilities, purpose and objectives described in Annex 3.

3 Annex 1 Programme Governance BoP Council BBC Cabinet DCC Cabinet Decision making varies between Councils e.g. gateway processes South East Dorset Planning & Transport Joint Committee (Overview, advice, scrutiny and challenge) BBC, BoP, DCC Portfolio Holders LEP Theme Group Stakeholders (Advisory) Programme Management Board Senior Responsible Owner / Senior Responsible Officers DfT Accountability & Funding via Accountable Body Wider Reference Group Stakeholders (Consultative) Programme Manager Manager??? Communications & Marketing Programme Delivery & Behaviour Change s Poole Design & Implementation Bournemouth Design & Implementation Dorset Design & Implementation Combined Behaviour Change measures for employers, job seekers, students & pupils

4 Annex 2 Programme Delivery Programme Management Board Programme Manager Marketing & Promotion Programme Delivery Support to Programme Manager & Poole Bournemouth Dorset Combined Behaviour Programme Delivery Change network network network measures for improvements improvements improvements Employers Job Seekers Students & Pupils Delivery Partners (Co-ordinated Sustrans, Dorset Chamber of Commerce & Industry, Public Health Dorset, Job Centre delivery) Plus, Dorset Cyclists Network, Dorset Police, Living Well Active Dorset, Dorset LEP, Active Dorset, British Cycling, etc.

5 Annex 3 Programme Management Board s Terms of Reference Sustainable Travel Transition Year Fund Programme Management Board Terms of Reference Introduction The Partnership for Active Travel (PAcT) is an integrated and targeted package of measures developed by the three Dorset local transport authorities: Bournemouth Borough Council Borough of Poole Dorset County Council The three local authorities in partnership with a range of organisations will deliver a programme of capital and behaviour change measures to employers (and their employees), apprentices, job seekers, and students and pupils that will support the local economy, facilitate economic development, improve access to employment and education, increase levels of physical activity through walking and cycling, reduce carbon emissions and reduce the numbers of walkers and cyclists killed or seriously injured. This project aims to improve access to employment and education through facilitating and promoting sustainable travel in the SE Dorset conurbation (this includes the following major employment centres; Port of Poole, Tower Park/Mannings Heath Industrial Estate, Nuffield Industrial Estate and Ringwood Road/West Howe Industrial Estates) and the following major employment centres of Ferndown Industrial Estate and Bournemouth Airport Aviation Business Park that sit just outside the conurbation. The project also covers the major employment centres of Portland-Weymouth-Dorchester. The measures that will be delivered are ready to go, focus on walking and cycling, build on those successfully delivered through the local LSTF programmes and strengthen partnerships for future delivery. Programme Management Board - Membership The Programme Management Board consists of Senior Officers from the three partner authorities, the programme manager, a finance officer from the accountable body, and others as required. Ian Kalra (Chair) Senior Responsible Owner Bournemouth B.C. Julian McLaughlin Senior Responsible Officer Borough of Poole Kate Tunks Senior Responsible Officer Dorset C.C.

6 Bob Askew Programme Manager Bournemouth B.C. Matthew Bassett Finance officer Bournemouth B.C. Membership may be varied from time to time at the discretion of the individual authorities represented. However it is essential that it includes officers of sufficient seniority and familiarity with the PAcT programme to make clear recommendations. Programme Management Board - Responsibilities The Board will provide: oversight, project leadership and challenge The Board will: oversee delivery of the PAcT programme by the partner authorities monitor project expenditure and budgets regularly review progress and changes regularly review project risks make formal recommendations to the Transport Portfolio Holders of the three local transport authorities (Bournemouth, Poole and Dorset) consider and approve reports to DfT on the delivery and monitoring of the PAcT programme Programme Management Board - delegated powers Under PRINCE 2 programme management methodology the Board would have significant delegated powers, and would report to a single corporate body which owns the programme. However, in this case, the programme is severally owned by the three local transport authorities Bournemouth Borough Council, the Borough of Poole and Dorset County Council. Delegated powers of the PMB are limited to those of the senior officers represented on it it is not, in itself, a decision making body. Decisions relating to the delivery of the PAcT programme will be made by the respective authorities, each of which has its own procedures and scheme of delegation. Meetings The Programme Management Board will meet approximately every six weeks, according to an agreed timetable, issued in advance. The Programme Manager, liaising with the Senior Responsible Owner, will arrange meetings, issue agenda and reports and prepare and distribute minutes to board members and interested parties. Period of existence

7 The Programme Management Board will continue to function throughout the period of PAcT delivery i.e. it will deal with work undertaken up to and including the financial year 2016/2017. After this, it will cease, unless in the meantime the authorities have given it a further remit.