Agenda item

To receive the updated Terms of Reference and agree board membership for 2022/23.

Following submission of project summary documentation to government in March 2022, the Towns Fund Programme Management Office reviewed the Terms of Reference for Town Deal Boards. This was to ensure they were fit for purpose for Towns Fund Programme Phase 3 - Delivery and that they met the governance responsibilities set out by government.

A Towns Fund Phase 3 Governance Proposals document was circulated to the Sandwell Superboard Chair, Local Board Chairs and Board Members for consultation in April 2022. In May 2022, SMBC Cabinet approved the Governance Arrangements for Phase 3 and as a result, the Sandwell Superboard (Town Deal Board) structure was replaced by the three Local Boards who inherit Superboard responsibilities, each becoming Town Deal Boards. This also meant Superboard members would transfer to the new Town Deal Boards.

A list of responsibilities set out by government and updates made to the Terms of Reference were presented to board members. These include: -

DLUHC Guidance for Town Deal Boards during Phase 3

·      The Town Deal Board should ensure an element of independent ‘on-the-ground’ monitoring of the deal delivery and act as a ‘critical friend’ throughout the programme lifecycle                                                                                            

·      The Accountable Body should ensure regular catch ups with the Town Deal Board to enable the board to see through the town vision, take ownership of their proposed projects and provide a level of accountability

·      The Town Deal Board should have an ongoing role and sight of decisions, the nature and degree of which should be agreed locally

Terms of Reference

The Phase 3 Terms of Reference were approved by Cabinet in May 2022. Additional items included in the Terms of Reference include: -

·      Written Procedure for urgent decisions

·      Inclusion of S151 Officer / Representative

·      Objections following consultations

·      Scheme of Delegation

·      Compliance with Council’s policies and procedures

·      Membership to be reviewed annually

·      Updated Board Membership Structure

Board Membership and Meetings

In addition to approving Terms of Reference in May 2022, SMBC Cabinet approved the Town Deal Boards membership structure.

Where there are vacancies for identified organisations as per the agreed Board Membership, representatives would be identified and appointed to in line with their own governance procedures, in consultation with the Chair of the Board.

Where there are vacancies for young person representatives, individuals would be identified and appointed to via Sandwell Council’s Youth Service in consultation with the Chair of the Board.

G Tomlinson confirmed they will attend as representative from West Midlands Police.

The Chair sought a decision from Board Members if they support the existing arrangements where Ward Members are briefed at their Town Meetings, or if they wished to invite an additional Ward Member to attend Board meetings. Cllr Laura Rollins, SMBC Deputy Town Lead confirmed she will attend the Town Deal Board in joint capacity and feedback to Ward Members.

The Chair informed the board there were some members that did not attended the historic Local Board meetings, being absent for all/ absent for at least 5 meetings that were scheduled. The Chair sought views from Board Members if organisations should be approached where low/ no attendance has been recorded to seek their interest to continue as a Board Members. This was agreed.

The Town Deal Board will next meet in November 2022 to review April - September claim and reporting period and then continue to meet on a quarterly basis, possibly more frequently in an urgent decision is required.

Town Deal Boards will be in place until March 2026 and representatives are required to attend 50% of meetings as a minimum per year.

Actions agreed: -

·      Board Members to consider organisations who may be interested in joining the Town Deal Board where vacancies are identified.

·      Programme Management Office to approach organisations with low/ no attendance to see if they wish to continue their involvement.

·      Terms of Reference to be updated to include 50% attendance annually is mandatory and would trigger individual board member review.