7 September 2021

MINUTES of MEETING of the STIRLING AND CLACKMANNANSHIRE CITY REGION DEAL

JOINT COMMITTEE held via MS Teams on 7 September 2021 at 2.30 pm Present

Councillor Martha Benny Councillor Neil Benny Councillor Kenneth Earle

Councillor Scott Farmer (In the Chair) Councillor Ellen Forson

Councillor Chris Kane Eileen Schofield

In Attendance

Jim Boyle, Chief Officer – Finance, Stirling Council Carol Beattie, Chief Executive, Stirling Council

Nikki Bridle, Chief Executive, Clackmannanshire Council

John Craig, Interim Head of Regional Programme Management Office Martin Dalziel, Team Leader, External Communications, Stirling Council Graeme Forrester, Lead Solicitor – Governance, Stirling Council

Emma Fyvie, Economic Development, Clackmannanshire Council

David Hopper, Public Transport and Sustainable Development Manager, Stirling Council Pete Leonard, Strategic Director (Place), Clackmannanshire Council

Julia McAfee, Chief Officer – Governance, Stirling Council

Stuart Oliver, Senior Manager, Economic Development, Stirling Council

Dr John Rogers, Executive Director, Research & Innovation Services, University of Stirling David McDougall, Governance Officer, Stirling Council (minutes)

CRD116 APOLOGIES AND SUBSTITUTIONS

Apologies for absence were submitted on behalf of Fiona Colligan (Clackmannanshire Council) and Brian Roberts (Stirling Council).

CRD117 DECLARATIONS OF INTEREST

None.

CRD118 URGENT BUSINESS

None.

CRD119 MINUTES – JOINT COMMITTEE MEETING 6 JULY 2021

The minutes of the meeting of the Stirling and Clackmannanshire City Region Deal Joint Committee held on 6 July 2021 were submitted for approval.

Decision

The minutes of the meeting of the Stirling and Clackmannanshire City Region Deal Joint Committee held on 6 July 2021 were agreed as a correct record.

CRD120 FORWARD PLANNING

JOINT COMMITTEE ROLLING ACTION LOG

The Joint Committee Rolling Action Log was submitted for information. The log had been reviewed and updated to remove completed actions and provided comment on outstanding actions.

Decision

The Joint Committee agreed to note the content of the Rolling Action Log.

(b) JOINT COMMITTEE FORWARD PLAN

A list of items on the Joint Committee Forward Plan was submitted for information.

Decision

The Joint Committee agreed to note the items on the Joint Committee Forward Plan.

CRD121 CRD JOINT COMMITTEE STANDING ORDERS AND TERMS OF REFERENCE REVIEW

The Joint Committee Standing Orders set out a requirement for an annual review of the Standing Orders. The report confirmed that the review had taken place and presented Joint Committee with a number of proposed amendments to the Standing Orders for approval.

The proposed amendments related in the main to ensuring parity in the membership of the partners on the Joint Committee by increasing the number of representatives from the University of Stirling, and at the same time removing private sector representation, reflecting the private sector role on the Stirling and Clackmannanshire Regional Economic Advisory Board (SCREAB) and Regional Economic Forum (REF).

Tracked changes amendments to Standing Orders 6 Definitions, 11 Membership, 19 Substitutions, 21 Quorum and Appendix 1 Terms of Reference, were attached as an appendix to the report.

It was proposed that the membership of the Joint Committee be amended to comprise the following members, all of whom would be voting members:-

3 elected members of Stirling Council (being the Leader, Depute Leader and Leader of Opposition), with Stirling Council having also appointed 3 substitute members;

3 elected members of Clackmannanshire Council (being the Leader of the Council and the Leaders of the other two political groups), with Clackmannanshire Council having also appointed 3 substitute members; and
3 representatives of the University of Stirling.

A number of other changes were required as a consequence, to Standing Orders 19 Substitutions and 21 Quorum, as set out within the appendix to the report.

Motion

That the Joint Committee agrees:-

to note that a review of Standing Orders has taken place; and
the proposed amendments as set out in the report and marked as tracked changes in appendix 2 to the report, which will take effect from 8 September 2021.

Moved by Councillor Scott Farmer, seconded by Councillor Ellen Forson

Amendment

That the Joint Committee agrees:-

to note that a review of Standing Orders has taken place; and
the proposed amendments as set out in the report and marked as tracked changes in appendix 2, with the exception of all proposed changes in Committee membership relating to the removal of the private sector representatives and any subsequent or consequential changes as a result of that proposal.

Moved by Councillor Neil Benny, seconded by Councillor Martha Benny

On the roll being called, the Members present voted as follow:- For the Amendment (2) Councillor Martha Benny

Councillor Neil Benny

Against the Amendment (5) Councillor Earle

Councillor Farmer Councillor Forson Councillor Kane Eileen Schofield

The Amendment fell by 5 votes to 2 votes.

On the roll being called for the Motion, the Members present voted as follows:- For the Motion (5) Councillor Earle

Councillor Farmer Councillor Forson Councillor Kane Eileen Schofield

Against the Motion (2) Councillor Martha Benny Councillor Neil Benny

Decision

The Motion was carried by 5 votes to 2 and accordingly, the Joint Committee agreed:-

to note that a review of Standing Orders had taken place; and
the proposed amendments as set out in the report and marked as tracked changes in appendix 2 to the report, which would take effect from 8 September 2021.

CRD122 SCREAB BOARD AND REF BOARDS

This report updated Joint Committee on progress with establishing the Stirling and Clackmannanshire Regional Economic Advisory Board (SCREAB) and Regional Economic Forum (REF).

The formation of SCREAB and REF was underway with letters to those organisations set out within the terms of reference for both having already been sent, asking for nominations to be made. Confirmation of those nominations was expected by 10 September 2021.

Private Sector membership would be determined through an open application process managed by the RPMO, on behalf of Joint Committee. It was proposed that the acting RPMO publish an open invitation for expressions of interest to private sector representatives setting out the purpose of SCREAB and what would be required of members.

It was proposed that this invitation for expressions of interest would be published widely through Stirling and Clackmannanshire business networks and with partner agencies. Informal discussions would be held with those expressing an interest and six members selected. It was envisaged that this process could be concluded in early to mid-October 2021.

In response to a query from a Member, it was agreed that those involved in the private sector membership recruitment process for SCREAB would be set out clearly for reference.

As set out within the SCREAB terms of reference, the Chair and Vice Chair would be private sector members. A Chair and Vice Chair would be nominated from the pool of six selected members (four private sector and two Small to Medium Enterprises (SMEs) split equally between both Council areas) and Joint Committee endorsement would be sought on this as soon as possible thereafter.

Two elected members, one from each local authority, were also required to sit on SCREAB. Members were asked to appoint two members and up to two substitutes on this basis.

Noting the requirement to appoint Elected Members to SCREAB, it was agreed that each local authority would follow-up with confirmed appointments to SCREAB following the meeting.

The report also recommended an amendment to section 3.3 of the terms of reference to state that two Third Sector Interface Representatives, one from each of Clackmannanshire Third Sector Interface and Stirling Voluntary Enterprise be made to ensure that third sector representation across the whole City Region Deal area was present on SCREAB at all times.

Decision

The Joint Committee agreed to:-

note progress with establishing SCREAB and REF;
approve the proposed method to enlist private sector membership onto SCREAB;
appoint two elected members, one from each local authority area, and up to two substitute members to SCREAB; and
approve the suggested change to the SCREAB Terms of Reference relating to third sector representation.

CRD123 SCOTLND’S INTERNATIONAL ENVIRONMENT CENTRE

Scotland’s International Environment Centre was a major project within the Innovation Investment Area of the Stirling and Clackmannanshire City Region Deal. The project would receive investment of up to £22m from the Scottish and UK Governments through the Deal and was expected to leverage a further £30m, creating a total project value of £52m. The Outline Business Case for the project was approved by Joint Committee in June 2021.

Following approval of the Outline Business Case, a Full Business Case for the project was developed. Confirmation had been received from the Scottish and UK Governments that the case continued to meet their requirements and that all outstanding issues had been addressed. The Full Business Case was presented to the Joint Committee for approval, in order that project delivery could commence.

As part of the City Region Deal partners’ consideration of the impacts of the COVID- 19 pandemic and the assessment of the potential contribution of Deal projects to regional economic and social recovery, it was agreed to prioritise development and delivery of Scotland’s International Environment Centre.

The project was divided into two phases, in order to accelerate those aspects that would most rapidly have a positive economic and social impact. Formal agreement to this phasing was secured from Clackmannanshire Council, the University of Stirling and the UK and Scottish Governments. The Full Business Case had been developed in accordance with the revised project structure.

Approval of the Full Business Case would enable project delivery to commence. The target date for commencement was September 2021, and the University of Stirling had continued making detailed preparations for beginning delivery of the project in parallel with the business case development process.

Approval of the Full Business Case would support the Joint Committee objective of beginning City Region Deal projects and the delivery of benefits for regional businesses, communities and citizens, as quickly as possible.

Decision

The Joint Committee agreed to:-

approve the Full Business Case for Scotland’s International Environment Centre; and
note that, following approval, the project would proceed into delivery.

CRD124 STIRLING AND CLACKMANNANSHIRE CITY REGION DEAL – UPDATE ON THE BUSINESS CASE DEVELOPMENT PROCESS

This report summarised the current position of the Regional Programme Management Office (RPMO) and drew the attention of the Joint Committee to issues affecting the development, submission, revision, and approval of business cases which had led to substantial delays in the business case journey.

The Regional Programme Management Office (RPMO) had been significantly enhanced, hosted by Stirling Council on behalf of the Partnership in line with the paper approved at the Joint Committee meeting in May 2021. The RPMO had an Interim Head, Project Manager, Project Analyst and Admin Support Officer. A Finance Officer would join the RPMO in September.

It had been noted over several months that there were a number of issues affecting the development, submission, revision, and approval of business cases which had led to substantial delays in the business case journey. These issues were summarised as follows.

Delays in responding with feedback. There had been instances of delay in some business case development timelines, both with CRD delivery partners and at Government level. Short delays at the Government side could have a significant impact on decision at CRD level, while capacity issues within CRD delivery partners could affect the timelines agreed with Government for feedback to be provided. Both the CRD delivery partners and both Governments required to provide updates on timelines and to ensure business cases and feedback were provided consistently.

Additional queries submitted to areas unchanged from earlier iterations. CRD delivery partners had noted that feedback beyond the first round of comments could be returned with queries on areas previously assumed to be satisfactory. These subsequent comments caused further delay at CRD level. It was suggested that should a specified contact in Government be provided for each business case, these inconsistencies could be addressed directly.

Work was required to ensure that the importance of projects at CRD level, the processes involved in deciding on and delivering on the ground were appreciated at all levels. This could be achieved by designated champions for the CRD within

both Governments.

Further issues highlighted by the delivery partners were the capacity within the RPMO, which impacted on the RPMO’s ability to be a “critical friend” during business case development; and existing capacity issues within the wider partnership to produce and revise business cases

Joint Committee was advised that it was undoubtedly the case that all partners had suffered from the effects of the coronavirus pandemic, which had negatively impacted on the duration of the business case journey for projects. Although there had been challenges, it was clear there was a willingness to work together at all levels to progress the Deal

The Chief Executives of Clackmannanshire and Stirling Councils provided Joint Committee with an assurance of the increased capacity which had been put in place at both Councils to take forward business case development in future. The Joint Committee representative from the University of Stirling also noted the significant investment which had been made by the University to ensure the delivery and production of business cases.

Decision

The Joint Committee agreed:-

to note the issues highlighted and the impact they had on the business case journey; and
1. to receive regular feedback on issues in the business case journey in order that the appropriate action and intervention may occur.

The Chair declared the meeting closed at 3.15 pm