Agenda item
Programme Director's Progress Report
(To be tabled at the meeting)
Presented By:Clive Thomas
Minutes:
C Thomas presented the report that had been circulated elaborating on the recommendations on the appointment of a Project Manager, changes in the Joint Planning Team arrangements and a review of the Governance arrangements.
It was noted that the Programme Board had discussed the attributes the Project Manager should have, which would ideally include excellent project management skills together with a sound knowledge of planning and the wider development process. The key priority was the ability to successfully deliver the programme.
The Steering Group then discussed whether the Project Manager should primarily be a Planner or a Project Manager. It was intended that the job description would be agreed by officers from all three Local Authorities who would also evaluate the post. The Steering Group were advised who sat on the Programme Board and it was requested that Members of the Joint Steering Group be provided with the copies of the minutes of the Joint Programme Board Meetings.
The Steering Group then discussed the recruitment arrangements for the Project Manager and it was suggested that the title of the post be reconsidered to ensure that the planning element was adequately reflected. The Steering Group requested clarification of how the post would be funded and it was noted that the intention was that cost would be met by the three plan making Local Authorities but if Northamptonshire County Council and West Northamptonshire Development Corporation wished to contribute their contribution would be welcome. The Steering Group then requested more details in relation to the costs associated with funding the post. It was suggested that this information be collated by the Programme Board.
As detailed in the report it was recommended by the Project Board that the Joint Planning Team be located in a neutral location and it was noted that South Northants Council had offered accommodation space that was not within the Council offices. The Steering Group then discussed the specific line management arrangements associated with the post and although the Project Manager would be accountable to the Programme Board, and in turn the Steering Group, it was proposed that the day to day line management arrangements be provided by Northampton Borough Council’s Corporate Director.
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AGREED: |
(1) |
That the Steering Group approve in principle the recruitment of an experienced Project Manager to lead the joint Planning Team and to drive forward activities to ensure timely achievement of key milestones, subject to more detailed information relating to the costs associated with funding the post. |
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(2) |
That an indication of the above costs be provided as soon as possible, and certainly in advance of the next meeting, so work could begin in securing resources within each Local Authority. |
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(3) |
That the Programme Board consider changing the title of the post from “Project Manager” to adequately reflect the planning element of the role. |
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(4) |
That the candidates be short-listed by officers from the three local authorities but that the appointment be made by a panel of three Councillors, one from each Council. |
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(5) |
That the Project Manager be accountable to the Project Board and in turn the Steering Group. |
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(6) |
That the Steering Group be provided with more information in relation to what elements of the post it was proposed would be line managed by Northampton Borough Council’s Corporate Director. |
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(7) |
That the Joint Core Team establish its own identity and be located in a neutral location whilst being conveniently located for the constituent authorities and stakeholders. |
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(8) |
That WNDC and Northamptonshire County Council be invited to second resources to the Joint Core Team together with commitment (defined input) |
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(9)
(10) |
That any resource implications in relation to the Project Manager post and the Joint Core Team be shared proportionately between the participating organisations subject to the further detail requested at agreed item 3 above. That, once the minutes of future Programme Board meetings are agreed, they be circulated to members of the Joint Steering Group for information. |
GOVERNANCE
The Steering Group discussed the recommendations within the report relating to Governance and C Thomas advised that the aim of the recommended changes was to make it clear that the Councillors on the Steering Group had the necessary delegated authority, in a transparent and clear way, to make some decisions on behalf of their Local Authorities. The aim was to strengthen existing arrangements and not change decision making processes within individual Councils. It was important also that the officers on the Programme Board had the support of the leadership and the managerial authority within their organisations to resolve the issues discussed at the Programme Board as they felt appropriate.
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AGREED: |
That the governance arrangements for both the Steering Group and Programme Board be reviewed in order to build on and strengthen the existing arrangements. Also that the Programme Board prepare a report as to how this should be taken forward. |
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COMMUNICATIONS AND RESOURCE PLANS
It was noted that the Programme Board had already agreed the need for a Communications Plan and a Resource Plan for the programme. Work had already begun on drafting a Communications Plan however the completion of this draft, as well as a producing a draft of the Resource Plan, would not be possible until the Project Plan had been agreed in detail identifying key milestones.
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AGREED: |
That draft versions of both the Communications and Resource Plan be submitted to the next meeting of the Steering Group. |
Supporting documents:
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