Agenda item

-       Overview and Milestones;

-       Town Deal Board – Role and Review of Membership Structure;

-       Investment Sub-Committee – Role, Review and Membership Structure and Election of Members and Chair.

The Board received a presentation by Jo Walker (Assistant Director of Growth, City of Lincoln Council) on the future arrangements for the Lincoln Town Deal Board, which covered the following areas:

• Final Project Selection – Outline;
• Process – Business Case Development and Approvals;
• Proposed Timeline – next twelve months;
• Roles and Responsibilities of the Town Deal Board; Investment Sub-Committee; Delivery Board; and the accountable body;
• Key Points;
• Current Board Structure; and
• Investment Sub-Committee and Terms of Reference.

During the presentation, the following points were noted:

• It was proposed that the Lincoln Town Deal Board would retain oversight of the programme, with the Investment Sub-Committee being responsible for the approval of final project business cases in partnership with the Accountable Body, with each business case being subject to an independent due diligence process.  The Delivery Board would continue to meet as required to bring together lead partners to co-ordinate the development of business cases and project delivery.
• Nominations to sit on the Investment Sub-Committee, which would consist of eight members, would be sought.  It was advised that the secretariat to the Board would email members of the Board inviting nominations.  Meetings of the Investment Sub-Committee would be held monthly, beginning in August 2021. 
• Meetings of the Lincoln Town Deal would be held quarterly, commencing in September 2021.
• The membership of the Board was discussed and it was suggested that consideration be given to whether there were any gaps in the membership and to email the Board’s secretariat with any suggestions.  It was also suggested that a skills audit be completed by all members of the Board and returned to the Secretariat.
• It was reiterated that the programme leads of the selected projects had been invited to commence developing full business cases ready for submission.  The deadline for submission of business cases to the Accountable Body was 31 December 2021.
• Final deadline for approval / submission of full business cases to the Government was 22 March 2022.  Full business cases could be submitted for approval, as and when ready, to the proposed Investment Sub-Committee.
• It was emphasised that the responsibility for the development and drafting of the final business case would sit with the lead partner for the project in each case.  However, the City of Lincoln Council would work with project leads to provide expert support where possible, subject to available funding.
• Independent due diligence would be undertaken on all business cases to support the City of Lincoln Council and the Investment Sub-Committee in its decision making.
• In response to a question relating to the completion dates for the projects, it was advised that the overall programme covered 2025/26. However, there would be some projects delivered before this time, with some early delivery from 2022 onwards. It was agreed the Board would receive an update at the next meeting on when each individual project would commence and target completion dates.

The Board was advised in response to a question by Gary Headland, that it was proposed by the Accountable Body that in relation to the any upfront costs incurred with developing a business case, any eligible costs relating to the development could be claimed retrospectively, subject to the approval of that business case. It was further proposed that the relevant date in respect of retrospective costs should be 22 March 2021, when the Heads of Terms Offer was accepted. Furthermore, Mick Lazarus, the representative of the Cities and Local Growth Unit at the Department for Business, Energy and Industrial Standards and Ministry for Housing, Communities and Local Government, advised that guidance by the Government on upfront funding for project develop was currently under consideration and development.  It was advised that it was currently proposed as part of the draft guidance that up to a 5% advance payment could be available as part of this guidance.  It was hoped the guidance would be issued shortly.  In response to the proposal regarding the funding of retrospective costs and applicable date, Mick Lazarus confirmed that whilst the guidance on funding arrangements was still being developed, it was up to the local area and its S151 Officer to define and agree ‘eligible spend’ and the date it could be claimed from.  Mick reminded the Board that although Lincoln had flexibility in defining eligible spend, it should be mindful that there was a £19 million spending envelope to work within.

It was confirmed by Mick Lazarus that summary documents for projects could be submitted as and when ready, and it was not necessary to wait until 22 March 2022 when they were all ready for submission.  This would assist in the deliverability and target completion dates of some projects.

It was highlighted by Mick Lazarus that the Government had recently issued guidance on communications and branding for projects.

RESOLVED

(1)  That a report be submitted to the next meeting of the Board detailing the target commencement and completion dates for each project.

(2)  That the Board be requested to email the Secretariat with any suggestions on potential gaps in membership and how these could be filled.

(3)  That the Secretariat be requested to email a Skills Audit to all members of the Board for completion.

(4)  That the Secretariat be requested to seek nominations via email from the Board for the Investment Sub-Committee.

(5)  That communications, branding and community engagement be discussed at the next meeting of the Board.