Terms of Reference of the East West Rail Western Section Joint Delivery Board
1. Introduction
The Governance Structure proposed for the western section of the East West Rail project comprises two main internal elements: a Project Executive Board responsible for directing and implementing policies and strategies of the Joint Delivery Board (JDB) (Western Section) and for its day-to-day management and a Joint Delivery Board which is responsible for the provision of guidance and advice as well as oversight and review of the activities of the ProjectExecutive Board.
2. Membership
The Joint Delivery Board comprises the following:
- one member from each member local government authority;
- one member from SEMLEP
- a senior official of the Department for Transport;
- a senior official of Network Rail.;
- Chairman of Executive Board
In attendance:
- Secretariat;
- Members of the Project Executive Board as required.
All member authorities are eligible to be represented on the Joint Delivery Board Board.
The Chairman of the Joint Delivery Board is elected by the members of the Joint Delivery Boardfrom amongst their number.
Provided reasonable notice is provided by a member to the Chairman of the Joint Delivery Board, members may be substituted as circumstances required.
3. Western Section Member Authorities
Buckinghamshire County Council
Oxfordshire County Council
Cherwell District Council
Oxford City Council
Aylesbury Vale District Council
Milton Keynes Council
Central Bedfordshire Council
Bedford Borough Council
SEMLEP
4.General Responsibilities
The Joint Delivery Board is responsible for considering, reviewing and giving guidance to the Project Executive Board on matters which the Joint Delivery Board considers to be of concern, to the members having regard to the interest of Network Rail and the Department of Transport.
Membership of the Joint Delivery Board provided by Network Rail and the Department for Transport will be reflected in a formal Memorandum of Understanding (MOU) which will describe the necessary partnership relationship between the parties such that the rail industry will have regard to the interests of the Joint Delivery Board.
These matters include national, legal, regulatory and fiscal requirements, establishment of project objectives and the arrangements for effective communications between the members and the Project Executive Board.
The Joint Delivery Board shall operate within a spirit of partnership between the parties in order to determine how the scheme shall be promoted and taken forward to implementation and operation as well as determining and agreeing the roles of each of the parties and other parties as appropriate.
Other major responsibilities include:
●confirming the appointment of aProject Executive Board Chairman;
●agreeingthe terms of reference of the Project Executive Board and the appropriate delegation of powers and authority to be given to the Project Executive Board;
● seeking an effective dialogue between the Joint Delivery Board, the Project Executive Board and the Rail Industry to facilitate an effective working relationship;
● consideration and approval of funding and budget proposals presented by the Project Executive Board;
●approve accounting arrangements, including the provision of a central banking authority to be provided by a member authority, for the financial management and control of income and expenditure of the project finances.
5.Financial Matters
The annual accounts are drawn up in accordance with accounting principles determined by the Project Executive Board with the approval of the Joint Delivery Board.The role of accounting body shall be performed by the Transport for Buckinghamshire of Buckinghamshire County Council who hold, maintain and provide full audited accounts on behalf of the Project. The Joint Delivery Board is required to review and where appropriate satisfy themselves of the acceptability of accounting procedures and financial reporting in general.
6. Source of Funding
During the phase of project development during which authorisation of the railway through the selected planning process, there will be two separate sources of funding.
Growing Places Fund
Both South East Midland LEP and the Buckinghamshire Thames Valley LEP have contributed £1 million and £0.5 million respectively. These funds are proposed to be transferred to Buckinghamshire CC and would be under the financial control of the Section 151 officer.
Oxfordshire CC
Oxfordshire CC proposes to contribute £0.5 million as part of their local contribution toward the planned project development phase and these funds would also be transferred to Buckinghamshire CC and be under the control, of Buckinghamshire CC.
Additional funding toward the next phase is anticipated from Network Rail but these funds will remain under the financial control of Network Rail.
Local Contributions
The provision of the local contribution by the member authorities of the Joint Delivery Board of up to £50 million is yet to be acquired.
At this stage the responsibility of the Joint Delivery Board is to determine and agree a process to acquire those funds.
7. Meetings
The Chairman of the Joint Delivery Board determines a rolling programme of ordinary meetings of the Joint Delivery Board which must provide for at least two ordinary meetings in each calendar year, although initially a number of early meetings will likely be required.
Additionally, any Chairman or Deputy Chairman may at any time (and at the request of any four members of the Joint Delivery Board shall) convene a special meeting.
The Joint Delivery Board keeps minutes of its proceedings and makes these available to the Project Executive Board and the Consortium’s website.
The quorum is six members of the Joint Delivery Board
8. Administration
The Joint Delivery Board will be serviced by the appointment of a Secretariat to be selected from within the Consortium (Western Section) officials or agents.
The Board secretary will be responsible for all administrative matters necessary for the efficient conduct of the Joint Delivery Board’s meetings and day to day business.