Capital and Properties Board

COUNCIL OF THE ISLES OF SCILLY Capital and Properties Board Terms of Reference   Section 1 – Purpose, Aim, Objectives and Scope  

 Core Purpose

  The core purpose of the CIOS Capital and Properties Board (the ‘Board’) is that this is an informal Board to advise and identify how the Council should best invest, maintain, and dispose of its assets to ensure the Isles of Scilly have the assets and infrastructure appropriate for their needs over the next 10 years.  The Board has no formal decision-making powers but can advise on recommendations to Council with regard to matters within its remit.  

2.                   Strategic aim  

a)       The strategic aim of the CIOS Capital and Properties Board is to oversee work to enable the provision of an estate which;   i.            delivers quality, well maintained and economical buildings and facilities

ii.            is efficient and responsive to the changing needs of the community

iii.            promotes the reduction in the production of greenhouse gases of the Council buildings and facilities

iv.            and promotes environmental sustainability across the CIOS estate  

b)      Additionally, the Board is to identify opportunities for development of the future estate working with the council, other partners and wider stakeholders where it is necessary to do so.  

c)       Several programmes and initiatives have close links with the work of the Board which are as follows :-  

         i.            Integrated Health and Social Care

       ii.            Town Hall Cultural Centre and Museum

   

3.                   Objectives Recognising that the implementation of the Strategic Asset Management Plan (SAMP) will require significant management time, and relies heavily on the availability of both financial and staff resources, the Board’s objectives are to;  

a)       ensure clarity on what assets, land and property interests are currently held by the Council; and b)      oversee and update the financial profile of the Council’s asset portfolio;

c)       continue to develop the principles and policy position for determining the acquisition, holding, transfer and disposal of assets, and making appropriate recommendations to Council; d)      ensure the current asset base remains fully aligned to the Councils corporate objectives and departmental strategies, and if any changes are required to the estate, its use, etc. in accordance with sound asset management principles and the Council’s policy position, making such recommendations as are appropriate; e)      oversee the integrated management of the Council’s property assets;

f)        provide recommendations as to how the Council may manage its assets over the next 10 years including the acquisition and disposal of assets.

g)       Oversee the implementation of the recommendations of the SAMP h)      Define a clearly prioritised work programme i)        Ensure asset related risks are appropriately mitigated and managed.

j)        The Governance Committee will review the objectives bi-annually.  

4.                  Scope The CIOS Capital and Properties Board has the remit to provide advice across all of the Council services where the matter falls within its terms of reference, including:  

a)       lead and support the development of a medium-term capital prioritisation plan for specific projects with regular reporting; b)      assess and comment on a funding strategy that details how required asset expenditure will be financed and/or how current service provision may be scaled back or provided by alternative means. The Funding strategy is to be presented to Full Council for approval;

c)       The Council has oversight of appropriate resources and staffing to provide and maintain all the assets necessary to deliver its services; d)      oversee, develop and publish a rolling three-year summary for all CIOS planned asset maintenance and new asset investment.   Section 2 – Membership  

5.                   Board membership a)              The membership of the CIOS Capital and Properties Boardis as follows :-

 

         i.            Chairman of Council

       ii.            Lead Member Housing and Corporate Estate

     iii.            Lead Member for Planning and Regulatory Services

     iv.            Lead Member for Finance

  b)      The Board nominates and elects the Chair annually in the meeting that follows May Full Council. The Chair has to be a Councillor. c)       If members are unable to attend a meeting an appropriate substitute should be nominated to attend on their behalf. d)      All members shall be invited to meetings of this Board whether or not they are a member of the Board. e)      The relevant named Lead Member will be notified if the Board is discussing a particular building or area within their remit.

f)        The Board will be supported by the relevant officers.

g)        Voting rights sit with all Members of the Board.   Section 3 – Governance  

6.                   Governance structure The CIOS Capital and Properties Board is accountable to and reports to Full Council.  

7.                  Quorum a)       The quorum necessary for the transaction of business shall be two members including the Chair. A duly convened meeting of the Board at which a quorum is present shall be competent to exercise all or any of the powers of the Board. The Chair has a casting vote. b)      Changes to the Terms of Reference shall be agreed by the Board and Full Council.   Section 4 - Details of meetings  

8.                  Meetings will be held monthly.

a)       Meetings of the CIOS Capital and Properties Boardwill be chaired by a Council member, elected annually as stated in 5b with secretariat support being provided by officers.  b)      Meetings of the CIOS Capital and Properties Boardwill be minuted. c)       Agenda and papers / reports relating to agenda items will be sent out at least 5 working days before the meeting to Members. d)      All Board members can request an item to be added to the agenda. e)      All Council members have the right to attend Board meetings.

f)        Where appropriate, the Board may agree to invite third parties to their meetings to inform the deliberations of the Board.  Such persons have no voting rights.  

9.                   Authority

a)       The Board will make recommendations to the appropriate decision maker. b)      The Board has no formal decision-making powers.

c)       The S151 Officer and Monitoring Officer will be invited to all meetings as optional attendees and will be sent the agenda and papers/reports five days in advance of the meeting.