Agenda item

The Board considered a report of the Corporate Director of Regeneration Economy and Growth which set out the governance arrangements for the formation and operation of the Board, to ensure compliance with the established programme guidance. The report also set out working arrangements to ensure effective Board operations including the communication of Board related activities (for copy see file of minutes).

The Economic Development Manager provided the Board with a detailed presentation that focused on:

·      Government Guidance and Key Requirements;

·      Board Composition;

·      Terms of Reference;

·      Code of Conduct;

·      Communications Strategy and Equality and Diversity Strategy;

·      Next Steps.

The Board discussed the governance arrangements and queried the funding timeline, report sharing and the decision making process. 

It was noted that the approval process of the official statement would be quick and the funding timeline would depend on certain circumstances. Activities that provided value for money and standard investment planswould receive approval within 6 to 8 weeks, however anything contentious in terms of activities may be a longer process for approval. It was expected that the first investment approval would be received by the end of September 2024. There was flexibility in terms of how the money could be used therefore work could be undertake within the first three-year cycle then could build the bigger programmes later in the process.

It was highlighted that the communications strategy should be more specific to the Town Board to provide more clarity. The Economic Development Manager explained that Durham County Council had capacity to provide support for the Boards messaging and government guidance had an expectation to also reference how the communications strategy reflected wider organisation in terms of the regeneration agenda and wider activity in the county. He advised that the document would be revised to provide more clarity.

The Economic Development Manager provided clarity in relation to the Board membership and advised that the membership table in the Terms of Reference document would be amended to show the organisation providing representation to the Board.

With regards to decision making authority, The Economic Development Manager advised that the forward plan indicated the issues to be discussed at future meetings and Working Groups would operate around different themes, therefore the issues that may impact organisations would be telegraphed in advance and would be managed thought out the process. The Chair added that the lead up to decisions being made would be discussed in advance via Working Groups and discussions would take place outside Board meetings. Decisions would have to be made at key milestone points of the process and there would be a degree of delegation. With regards to press communication and operating within governance constraints, it was noted that press communication would be the responsibility of the Chair of the Board and Cabinet Portfolio Holder as representative for the Accountably Body.

With regards to ensuring consistency when determining the visioning document and investment strategy, it was suggested that deputy representatives be provided.

With regards to publishing papers and sharing information, the Economic Development Manager advised that meeting reports would not be published, however, agendas and a decision note, once agreed by the Board would be published on the website. It was acknowledged that any information that impacted the Town Councils budgeting or policy, the Town Council Clerk would be notified and would make their own view how that should be represented. The Code of Practice and Terms of Reference principals were to be used to ensure that information and statements were within what had been agreed as a collective and communicated as a Board.

The Corporate Director of Regeneration Economy and Growth advised that a guidance note would be produced to provide clarity on report sharing.

Resolved:

That the recommendations in the report be agreed.