Terms of Reference

Last updated: 12/08/2022

Long Eaton Town Deal Board - Governance and Terms of Reference – Delivery phase – June 2023

The Long Eaton Town Deal Board was established in response to the Ministry of Housing, Communities & Local Government Towns Fund 2019 prospectus. 

In June 2021 the Government offered Heads of Terms for a town deal for Long Eaton. This offered £24.8 million of Towns Fund grant for the delivery of priority projects identified in the Town Investment Plan submitted by Long Eaton Town Deal Board. Under those Heads of Terms the release of funding was contingent on the submission of a Project Summary Document for each project. The core of the Project Summary Document is a statement by the council’s Section 151 Officer that each project has a sound business case that demonstrates that the project can be delivered, and will provide value for money.  All the Project Summary Documents have now been submitted to government for approval and as such the role of the board moves into the monitoring and evaluation of the delivery phase.

The role of the Town Deal Board is advisory with Erewash Borough Council having legal responsibility as the Accountable Body for the delivery of the projects.

 

1.      The role of the board is (delivery phase):

  1. a) To oversee the implementation and delivery of the Long Eaton Town Deal.
  1. b) To review and endorse any proposed major changes to projects (during the delivery phase).
  1. c) To monitor and evaluate the progress of the implementation of projects including performance and risk as reported by the Accountable Body.
  1. d) To endorse the submission of performance and risk monitoring reports to Government.

 

2.      The Board’s relationship with Erewash Borough Council

Erewash Borough Council is the accountable body for delivering the agreed projects in the Long Eaton Town Deal subject to all full business cases satisfactorily meeting the requirements of the Local Assurance Framework and principles of the Treasury Green Book. 

The assessment of each business case includes:

  • The intended outcomes are desirable (the Strategic Case).
  • The project provides value for money (the Economic Case).
  • The contracting arrangements are appropriate (the Commercial Case).
  • The costs are controlled and adequately financed (the Financial Case).
  • The delivery arrangements are effective (the Management Case).

It is the duty of the Council’s Section 151 Officer to assess each business case individually against the above requirements to confirm that projects are deliverable and are value for money or if indeed they do not meet these requirements.  On the advice of the Section 151 Officer, the council must approve full business cases before progressing the Town Deal projects.

The Chief Executive will provide officer resources from the council as necessary to enable the board to carry out its duties.

 

3.      Membership

The membership of the Long Eaton Town Deal Board is agreed annually at the start of each municipal year.  New members may be added to the membership at the invitation of the board. 

Membership will comprise ONE voting member from the following organisations:

MP for Erewash

Derbyshire County Council

D2N2

Erewash Borough Council – Accountable Body

Erewash Partnership

Erewash CVS

Friends of West Park

Heritage Society

Long Eaton Civic Society

Long Eaton Chamber of Trade

Long Eaton Guild of Furniture Manufacturers

Long Eaton and District 50+ Forum

Militec

Sawley Parish Council

St Laurence Church

Trent College

U3A

 

4.      Code of Conduct

Board members are expected to comply with the Nolan Principles of Public Life and Erewash Borough Council’s Members’ Code of Conduct.

Board members are obliged to declare any pecuniary interests which could give rise to a conflict of interest at the start of each meeting.  Guidance will be provided by the Monitoring Officer at Erewash Borough Council and the board member may be required to abstain from participating in the discussion and voting on the decision itself.  When a declaration of pecuniary interest is made this will be included in the minutes of the meeting.

 

5.      Appointments - Chair and Vice-Chair

The board will appoint a Chair from the private Sector and a Vice-Chair from the Accountable Body on an annual basis.  

 

6.         Substitutes

If a member of the board is unable to attend a meeting the member may nominate a substitute and inform Democratic Services of the name of the substitute at least 24 hours in advance of the meeting.  Apologies for absence will be recorded in the minutes.

 

7.      Voting

Decisions are expected to be reached by consensus but in the event that a vote is needed a matter will be decided by a simple majority of those board members present and voting at that time. 

The following conditions apply for votes to be taken:

a) Only one vote per organisation being represented.

b) Votes have to be cast in person (whether remotely on Teams or at a physical meeting) and proxy votes will not be accepted.

c) If there are equal numbers of votes for and against, the Chair will have a second or casting vote.

 

8.      Quorum

The quorum for board meetings is one quarter of the whole voting membership with a minimum of 5 and will have to be reconvened if it is not quorate..

 

9.      Whistleblowing

The board will comply with the Whistleblowing policy of Erewash Borough Council.

 

10.      Complaints

The Board will comply with the complaints procedure of Erewash Borough Council.

 

11.      Publication Statement

Details of the following will be available on Long Eaton Town Deal website and Erewash Borough Council’s website once published or in hard copy on request from Democratic Services:

  • The structure of the board and its members
  • The Stakeholder Engagement Statement
  • Board meeting agendas and minutes
  • The Long Eaton Town Investment Plan and relevant accompanying documents

Please note that this is only a sample of the data to be published and not an exhaustive list and that some of the information may be subject to being exempt or restricted from publication.

 

12.      Meetings

Board meetings will be convened on a quarterly basis and agreed at the Annual Meeting.  In the event of urgent items which cannot wait until the next scheduled meeting, the Chair can call an extraordinary meeting ensuring that the required notice of meeting is provided.

The administration for the board and its meetings will be carried out by Democratic Services at Erewash Borough Council.

 

13.      Public meetings

Members of the public can observe board meetings but not speak or participate in the meeting itself and as this is not a committee meeting of the council filming and recording will not normally be allowed.  Town Deal Board meetings are generally held remotely using Microsoft Office Teams and live-streamed to YouTube to enable the public to watch. 

Meetings will generally be open to the public to observe only unless the agenda includes confidential or exempt items for example relating to commercial sensitivity when the public can be excluded.

 

14.    Agendas

Agendas will be published on the council’s website and circulated by email in compliance with the publication deadlines set by the Local Government Act 1972.

 

15.    Review of Terms of Reference

It is recommended that the Terms of Reference are endorsed at the Annual Meeting for each Municipal Year and to take account of new or changed guidance.

 

Terms of Reference

Last updated: 11/04/2024

Walking & Cycling Network

Small Scale Project (£1m - £4m)

 

Broad Street Bridge

Long Eaton is a flat and compact town, well suited for cyclists and pedestrians. The Town Board would like to improve the connectivity around areas of the town. These include the bridge at Broad Street which connects West Park to the town centre. Currently the Broad Street Bridge is narrow and the ramps are steep. More importantly it doesn’t connect with the canal towpath.

 

West Park Waterfront

The creation of the ‘West Park Waterfront’ alongside the Erewash Canal with the potential for quayside moorings to enable commercial boats to provide food and drink, along with decking and street furniture to allow visitors to enjoy the waterside environment.

 

For updates please visit the 'Latest News' pages.

Last updated: 11/04/2024

Improving Derby Road Junctions

THIS PROJECT HAS BEEN DISCONTINUED.

 

The decision to cancel this project was taken on 27th January 2023. For further details please follow this link to view the minutes of the Board meeting and supplementary report: Minutes of the January Town Board

Last updated: 11/04/2024

Walking & Cycling Network

Small Scale Project (£1m - £4m)

 

Britannia Mills Bridge

There is an opportunity to build a new multi-purpose pedestrian and cycle bridge over the canal at Britannia Road. This would provide an alternate route along the canal for residents North of Derby Road.

 

For updates please visit the 'Latest News' pages.