Venue: Virtual Meeting - Zoom
Contact: Eirian Roberts 01286 679018
No. | Item |
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APOLOGIES Minutes: Yana Williams (Coleg Cambria), Professor Iwan Davies (Bangor
University), Iwan Davies (Conwy County Borough Council) and Judith Greenhalgh
(Denbighshire Council). |
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DECLARATION OF PERSONAL INTEREST To receive any declarations of Personal Interest Minutes: Askar Sheibani declared a personal interest in item 7 - Portfolio
Highlight Report – as he was a member of the DSP project consortium (the
Digital Signalling Processing Centre). He was not of the opinion that it was a prejudicial interest, and he did
not withdraw from the meeting during the discussion on the item. |
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URGENT BUSINESS Minutes: None to note. |
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MINUTES OF THE PREVIOUS MEETING PDF 124 KB The Chair
shall propose that the minutes of the meeting held on 11 December 2020 be
signed as a true record. Minutes: The Chair signed
the minutes of the previous meeting of the NWEAB held on 11 December 2020 as a
true record. |
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2020/21 BUDGET : 3RD QUARTER REVIEW PDF 1 MB Dafydd
Edwards to provide the North Wales Economic Ambition Board (NWEAB) with details
of the actual expenditure and income for the third quarter of the 2020/21
financial year as well as projected full year out-turn against its annual
budget. Decision: To
receive and note the NWEAB Joint-Committee’s Third Quarter Review for 2020/21. To
receive the Joint-Committee's approval to transfer any underspend in 2020/21 to
the earmarked reserve that will be available for future years. Minutes: The report was submitted by Sian Pugh (Group Accountant - Corporate and
Projects). RESOLVED To receive and note
the NWEAB Joint-Committee’s Third Quarter Review for 2020/21. To receive the
Joint-Committee's approval to transfer any underspend in 2020/21 to the
earmarked reserve that will be available for future years. REASONS FOR THE DECISION It was anticipated
that there would be £156,255 of underspend in 2020/21. It was noted that any
underspend at the end of the financial year could be transferred to the
earmarked reserve fund. In order to work effectively, the Joint-committee (NWEAB) must be aware
of its expenditure situation to date and this year's spending projections
against its annual budget. DISCUSSION The reprot was submitted, which provided
details of the actual expenditure and income for the third quarter of the
2020/21 financial year, together with a projected full year out-turn against
the annual budget. Details were provided about the background and relevant considerations
and the consultations held. In response to questions, the following was noted:- - That the underspend had not had any impact on
what we should have achieved by now. - That the balance at the end of the 2020/21 financial year would be
higher than projected, mainly due to Covid-19 and the delay in recruiting to
jobs. It was intended to present the
2021/22 budget to the Board in March, following a discussion with the Portfolio
Director and the Operations Manager to see whether some of this year's underspend needed to be committed in next year's budget. It would be essential to ensure that we had a
safety net in the longer-term, as larger sums of money would be spent. - That there was no right answer in terms of how much reserves should be
held in future, and that this needed to be considered in the context of other risks that we would commit to as we move forward, and how
much would be included for provisions such as inflation, etc. Consideration
would be given to that when the budget would be presented. The Head of Finance and the team were thanked for their work. |
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FINAL DEAL AGREEMENT PDF 434 KB Alwen
Williams to present the signed version of the Final Deal agreement for
the North Wales Growth Deal, prepared by the Welsh Government and UK
Government. Additional documents: Decision: To
note that the Final Deal Agreement had been completed. Minutes: |
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PORTFOLIO HIGHLIGHT REPORT PDF 441 KB Hedd
Vaughan-Evans to update the North Wales Economic Ambition Board on
progress since the completion of the Final Deal Agreement in December 2020. Additional documents: Decision: To
note the Portfolio Highlight Report for February 2021 and the progress made
since the completion of the Final Deal Agreement in December 2020. To
delegate the power to the Operations Manager in consultation with the Chair to
update the report as noted orally during the Board meeting prior to submitting
the Portfolio Highlight Report for February 2021 to Welsh Government and UK
Government. Minutes: The report was submitted by Hedd Vaughan-Evans DECISION
To
note the Portfolio Highlight Report for February 2021 and the progress made
since the completion of the Final Deal Agreement in December 2020. To
delegate the power to the Operations Manager in consultation with the Chair to
update the report as noted orally during the Board meeting prior to submitting
the Portfolio Highlight Report for February 2021 to Welsh Government and UK
Government. REASONS
FOR THE DECISION In December 2020, the NWEAB and the Welsh and UK
Governments agreed the Final Deal Agreement for the North Wales Growth Deal. It was highlighted that the report provided an
update on progress since signing the deal, an overview of the current position
of each programme and project within the deal and an updated timetable for
delivery. It was stressed that the
report focused in particular on the timetable for the consideration of Outline DISCUSSION The report was submitted, noting that it updated
the NWEAB on the progress made since completing the Final Deal Agreement. It
was added that it focused specifically on a timeline for the NWEAB to consider
the Outline Business Cases. It was stressed that considering and presenting the
report to both Governments was one of the requirements to draw down the first
instalment of the funding. The main developments were noted and it was
highlighted that three projects had arranged Gateway Reviews, which included
Morlais, the Enterprise Engineering and Optics project and the Glynllifon Rural Economy Hub. In relation to the Website
and Brand Tender, it was stressed that following a procurement exercise, Tinint had been chosen to develop the new website and
brand. It was added that the first meeting with the Company had been held and
that a timeframe of 12 weeks was in place, and therefore the work was timely
and achievable. It was noted that a Digital Connectivity Project
Manager and a European Funding Project Manager had now been appointed, and an
amended staffing structure for the Portfolio Management Office had been agreed
with WEFO. It was noted that the final jobs would be advertised in January and
February. It was emphasised that the adaptations to the structure ensured that
everyone worked together and not as separate teams. Attention was drawn to the AOR Recommendations,
noting that the team was working through the nine recommendations. It was
stated that a further report on the recommendations would be presented at the
next meeting. Members were guided through the work programmes,
and the timetable for all the projects was outlined. It was noted that some
projects were being delayed or dependent on cases beyond the control of the
NWEAB. It was added that many of the business plans would be approved in
2022-23. Observations arising from the discussion ·
Officers were thanked for
the overview noting that the projects were moving ahead consistently. The need
to add updates to the report before it was sent to both Governments was noted. · It was stated that ... view the full minutes text for item 7. |
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FUNDING AND BUSINESS CASE PROCESS PDF 383 KB Hedd
Vaughan-Evans to update the North Wales Economic Ambition Board on the relevant
processes for approving project business cases and securing the annual drawdown
of funding. Decision: To
note the contents of the report. Minutes: The report was submitted by Hedd Vaughan-Evans. DECISION
To
note the contents of the report. REASONS
FOR THE DECISION In December, the NWEAB and the Welsh and UK
Governments agreed the Final Deal Agreement for the North Wales Growth Deal. The report provided an overview of the processes
agreed by both Governments for the annual funding approval and the approval of
individual business cases. DISCUSSION The report was submitted noting that it
highlighted the relevant processes for approving the project business cases in
order to ensure that the funds would be drawn down annually. In terms of the
Annual Budget approval process, it was added that a series of key documents
would need to be presented to both Governments. It was noted that, after
presenting them, both Governments would take the documents through their
internal approval processes. The possibility of having to present additional
information as part of the process was highlighted, and following approval a Grant
Award Letter would be published. Attention was drawn to the approval process for
Project Business Cases, noting that the business cases would need to be
developed in accordance with the Welsh Government and HM Treasury guidelines.
It was explained that they would be developed in three stages - Strategic
Outline Case, Outline Business Case and Full Business Case. It was added that
several projects would go straight to the second stage to create an Outline
Business Case. The specific purposes for the five cases within the model were
highlighted. It was noted that, although the NWEAB was the
decision-making body for the Growth Deal, it was explained that both
Governments would review and approve the assurance process for each project. It
was explained that the Gateway Reviews were a crucial part of the assurance
process and that they were independent reviews that would be arranged by both
Governments. As a result of the maturity and existence of the Programme and
Portfolio Business Cases, it was noted that the majority of the projects would
move on to Stage 2 - Outline Business Case. In approving the Outline Business
Case, it was noted that the NWEAB would enable the project to proceed with the
necessary procurement activities, and allow the Full Business Case to be
developed before it could be approved and then start delivery. |
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PRIVATE SECTOR ENGAGEMENT PDF 380 KB Alwen
Williams to present a proposed draft Terms of Reference for the Business
Delivery Board, jointly developed by the Business Delivery Group and the
Portfolio Management Office. Additional documents:
Decision: To
endorse the amended Terms of Reference for the Business Delivery Board. To
delegate the right to the Portfolio Director in consultation with the Chair to
complete the Terms of Reference and to agree on a public name for the Board. To
endorse that current Business Delivery Board members, in collaboration with the
NWEAB Chair and the Portfolio Director, and to work together to appoint a
permanent Chair for the group. Minutes: The report was submitted by Alwen Williams. DECISION
To
endorse the amended Terms of Reference for the Business Delivery Board. To
delegate the right to the Portfolio Director in consultation with the Chair to
complete the Terms of Reference and to agree on a public name for the Board. To
endorse that current Business Delivery Board members, in collaboration with the
NWEAB Chair and the Portfolio Director, and to work together to appoint a
permanent Chair for the group. REASONS
FOR THE DECISION It had been agreed by members of the Business
Delivery Group and the Portfolio Management Office, at their meeting held 12
January 2021, that it was timely and appropriate to look at the terms of
reference of the Business Delivery Group. The Business Delivery Group had been established
as a Sub-group of the North Wales Economic Ambition Board. Approving the
Board's draft Terms of Reference together with the Board's membership were
Joint-Committee matters. DISCUSSION The report was submitted and it was noted that
work had been done to build the relationship with the Private Sector over the
past 12 months. It was added that the Business Delivery Group and the Portfolio
Management Office had agreed that it was timely and appropriate to look at the
terms of reference of the Business Delivery Group. It was noted that the draft Terms of Reference
had been developed jointly between the Ambition Board, the Portfolio Management
Office and representatives of the private sector. It was added that the current
membership, led by the interim Chair, would recruit and appoint new members to
represent all the sectors covered by the Growth Deal. Once the membership was
agreed, it was noted that the Chair could nominate who would serve for a term
of two years. It was stressed that there would be more collaboration between
the Group and the NWEAB but that it would remain an advisory body. Observations arising from the discussion: - It was noted that establishing the Terms of Reference was a part of GA2
and that it was in line with the expectations of both Governments. - It was agreed that the Portfolio Director in consultation with the Chair
would complete the Terms of Reference and agree on a public
name for the Board. |
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EXCLUSION OF PRESS AND PUBLIC The Chairman shall propose that the press and public be
excluded from the meeting during the discussion on the following item due to
the likely disclosure of exempt information as defined in paragraph14 of
Schedule 12A of the Local Government act 1972 - Information relating to the
financial or business affairs of any particular person (including the authority
holding that information). There is an acknowledged public interest in openness in relation
to the use of public resources and related financial issues. It is also
acknowledged that there are occasions, in order to protect the financial
interests that matters related to commercial information need to be discussed
without being publicised. The report deals specifically with financial and
business matter and related discussions. Publication of such commercially
sensitive information could adversely affect the interests of the bodies and
the Councils. This would be contrary to
the wider public interest of securing the best overall outcome. For those
reasons I am satisfied that the matter should be exempt in the public interest. Minutes: Agreed to
exclude the press and public from the meeting during the discussion on the item
due to the likely disclosure of exempt information as defined in paragraph 14,
Schedule 12A of the Local Government Act 1972 - Information about the financial
or business transactions of any specific person (including the authority that
retains that information). There is an
acknowledged public interest in openness in relation to the use of public
resources and related financial issues. It is also acknowledged that there are
occasions, in order to protect the financial interests that matters related to
commercial information need to be discussed without being publicised. The
report deals specifically with financial and business matters and related
discussions. Publication of such commercially sensitive information could
adversely affect the interests of the bodies and the Councils. This would be
contrary to the wider public interest of securing the best overall outcome. For
these reasons, I am satisfied that the matter was closed for the public
interest |
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PROJECT BASELINE REVIEW Decision: To
note the baseline report for every programme. Minutes: DECISION
To
note the baseline report for every programme. REASONS
FOR THE DECISION It was noted that the NWEAB needed to be updated
on the position of each programme and project within the North Wales Growth
Deal. DISCUSSION The report was discussed. |