Reorganisation Board

Terms of Reference

1. Purpose

The Board is responsible for formulating, co-ordinating and managing the Council’s engagement with Surrey Local Government reorganisation and devolution proposals.

2. Objectives

- Provide decision making framework for the Council’s approach to local government reform and devolution programme (“the Programme”)

- Agree the overall goals, objectives, priorities and projects for the Programme for the period January – March 2025 and make recommendations to Corporate Policy and Resources Committee

- Liaise with Surrey County Council and Surrey Borough and District Councils as required

- Monitor spend against initial Reorganisation Budget (initial budget £500,000)

- Ensure timelines are met

- Manage risks associated with the Programme and wider change opportunities

- Consider any new opportunities presented and seek sign off through Corporate Policy and Resources Committee

- Identify and prioritise resources to the workstreams associated with the Programme and re-align as necessary

- Support strategic workforce planning and put in place an effective communications and engagement strategy to keep staff and members informed and to improve change confidence

- Advise Corporate Policy Resources Committee and the Council of significant financial risks and issues arising from the Programme    

3. Board Members

Members of the Reorganisation Board will include:

- Cross party representation (one cllr from each party including the Chair)   

- Programme Manager

- Programme Sponsor

- Commissioning and Transformation Manager   

- Communications Manager

- HR Manager

- Monitoring Officer

4. Review

The terms of reference and membership of the Reorganisation Board will be reviewed as required.

5. Meetings

The Board will meet once a week on a [ Friday before / after Surrey chiefs and leaders weekly meeting ].

Agenda and papers (if any) will be circulated as soon as possible in advance of the meeting. Minutes and actions will be circulated within [ 2 ] working days after the meeting.

A standing agenda will include:

- Minutes of the previous meeting

- Milestones and new actions

- Forward Plan for the Programme

6. Roles and responsibilities

Chair – to be elected by the Board councillors at the first meeting

- Ensure all agenda items are covered effectively and all views are actively considered

- Uphold Programme governance

Programme manager (Terry Collier and Lee O’Neil)

- Track progress and monitor the delivery plan for the Programme

- Develop and maintain risk register

- Manage risks and issues across the projects comprised within the Programme and escalate to the Board as necessary

Programme sponsor (Daniel Mouawad)

- Overall responsibility for achieving the objectives and the overall success of the Programme

- Step in to help resolve issues or concerns which have been escalated to the Board

- Encourage and facilitate collaboration and partnership working amongst the Board members by providing strategic direction and positive leadership  

Board members

- Review papers, attend and contribute at meetings

- Promote the Programme and wider change agenda to internal / external stakeholders