To consider passing the following resolution:-

“That under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the remainder of the meeting whilst discussion takes place on items 21-25 on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1-7 of part I of Schedule 12A of the Act"

RESOLVED UNANIMOUSLY: That under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the remainder of the meeting whilst discussion took place on items 21-25 on the grounds that they involved the likely disclosure of exempt information as defined in Paragraphs 1-7 of part I of Schedule 12A of theAct.

Appendix to minutes:

RIVER THAMES SCHEME – Member / Officer Project Team

TERMS OF REFERENCE (Draft – To Be Agreed at First Meeting)

1.   PURPOSE OF PROJECT TEAM

The primary purpose of the River Thames Scheme Project Team is to ensure that the Royal Borough’s partnership support for this project is maintained and reinforced.

This approach seeks to reduce flood risk and minimise the impacts of flooding to residents; business and visitors by supporting the delivery of this project to programme; budget and quality standards.

2.   OBJECTIVES: The Project Team will:

§  Engage disciplines across the Authority to positively contribute to the development and delivery of this project

§  Ensure that all disciplines have awareness of key issues as the project develops enabling policy; strategy and communications to be aligned accordingly

§  Increase capacity and resilience to offer support to Members and officers

§ Ensure that the interests of Royal Borough residents; business and visitors are represented, embedded and maximised to minimise the risk and impact of flooding

§  Identify and secure opportunities in the broader context of the project – for example: leisure and economic benefits

§  Identify and seek to mitigate risks and negative impacts on residents, business and visitors

§  Provide support to the established project governance structure:

- Sponsoring Group (Councillor Burbage)

- Programme Board (Ben Smith, Head of Highways & Transport)

- Thames Regional Flood and Coastal Committee (Councillor Grey)

3.   MEMBERSHIP (To be confirmed at first meeting)

Cllr Colin Rayner - Lead Member for Highways, Transport & Flooding (Chairman)

            Cllr Derek Wilson – Lead Member for Planning (Vice-Chairman)

            Ben Smith – Head of Highways & Transport

            Sue Fox or Simon Lavin – Flood Risk Management

            Mark Lampard – Finance Partner

            Jennifer Jackson – Borough Planning Manager

            Louise Dean – Communications Manager

       David Murphy – Environment Agency – Programme Director (Note: a senior representative must be in attendance at each meeting)

            External (to be invited to attend dependant upon Agenda)

            Ward Members                    

            Chairman of Parish Council (Datchet; Horton; Old Windsor and Wraysbury)

The group may co-opt additional representatives to attend for specific topics as appropriate

4.   OPERATION

§  Team to meet quarterly in advance of main Programme Board and Sponsoring Group

§  Agenda to be agreed by the Chairman

§  Record of actions to be maintained; monitored and circulated to Royal Borough representatives on the Sponsoring Group; Programme Board and Thames Regional Flood and Coastal Committee

§  Cabinet to receive a summary of activity as part of the regular Flood Monitoring report

§  The team has no formal decision making powers; no authority to recommend financial commitments and no authority to commit expenditure

§  A review of objectives and purpose will be undertaken on a 6-monthly basis to ensure that the team is offering value to the Authority and the project, informing decisions on continuation or termination