Agenda item

The Joint Committee received a report on the progress on the internal and independent reviews, which detailed three key recommendations. With regard to Recommendation 1 (Appointment of Programme Director) it was noted that the proposed May 2019 deadline would have to be more flexible. The Joint Committee was advised that detailed proposals on the implementation of the three recommendations, which had been developed in consultation with the four Local Authorities, were set out in the attached report. Further recommendations suggested that the Programme Director be accountable to the Joint Committee and that the Portfolio Management Office be based in Llanelli, with Carmarthenshire County Council acting as the Employing Authority. It was recommended to adopt the following division of statutory roles:

·         Accountable Body and Section 151 Officer – Carmarthenshire County Council

·         Monitoring Officer – Swansea City and County Council

·         Scrutiny – Neath Port Talbot Council

·         Audit - Pembrokeshire County Council lead on the audit function on behalf of the Joint Committee, with the Lead Audit Officer reporting directly to the Section 151 Officer to ensure the Section 151 duties can be legally discharged and the work programme appropriately aligned to the risks

It was further suggested that any potential overhead costs, particularly the officer time in respect the areas reference above (Statutory Officers, Democratic Services, Scrutiny and Audit) would be given as a contribution in kind to the overall running costs. No LA agreed to any additional cash contributions to the sums previously agreed (£50k per Authority per annum).

The contribution in kind was agreed in principle, although figures were not identified. The potential of a three member quorum and designated substitutes for Joint Committee Members was also to be explored.

In response to a query, the Joint Committee was advised that, due to time constraints and the limited scope of the report, only Local Authority Members had been consulted on the proposal.

In response to a query, the Chair suggested that the UK and Welsh Government could be invited to participate in the revision of the Joint Agreement.

UNANIMOUSLY RESOLVED to approve the recommendations detailed within the report and that:

4.1.    A job profile for the Programme Manager be agreed as set out in the appendix to the report, but it be recommended to Carmarthenshire County Council as the proposed Employer that provision be made for the salary to be increased in the event of an outstanding appointment, and that the Carmarthenshire County Council also be asked to reconsider the level of written and spoken Welsh being required, with view to attracting a wider pool of candidates;

4.2.    The following division of statutory functions be adopted, with associated positions funded by the responsible Local Authority and recharging to be under review

a.    Accountable Body, Employing Authority and Section 151 Officer – Carmarthenshire County Council;

b.    Monitoring Officer  and Democratic Services – Swansea Council;

c.    Scrutiny – Neath Port Talbot Council;

d.    Audit – Pembrokeshire County Council (Lead Authority Officer reporting directly to the Section 151 Officer to ensure the Section 151 duties can be legally discharged and the work programme appropriately aligned to the risks)

4.3.    The ESB be broadened and the expression of interest process be commenced shortly;

4.4.    The Joint Agreement be updated to reflect the new arrangements, including the three-Member quorum and formal deputisation.