12. Project Board Meetings

A meeting should take place each calendar month unless the Project Board agrees to do otherwise. As a minimum, meetings should be scheduled to cover the following critical project events:

Agree project brief Agree feasibility scope Agree architect selection Feasibility Study sign-off Agree procurement terms and funding for main project Design Stage sign-offs Agree contractor and consultant tender lists Accept building at handover Approve final account Review KPIs (quarterly) Review benchmarks (each RIBA stage)

In all cases a meeting timetable shall be agreed and recorded at the outset. The Project Manager is responsible for organising all Project Board meetings. In the event of not being able to attend a

scheduled meeting a Project Board member shall nominate a proxy who has delegated powers of representation and the authority to make decisions at the meeting.

Where this is not possible, the Chair will determine whether or not the meeting should be rescheduled.

The Project Board shall include in attendance:

the designated Project Manager (mandatory) a Project Support Officer appointed by the Project Manager to take meeting minutes any additional individuals required (for the entire meeting or part), e.g. consultants, the User Representative or other departmental representatives, at the discretion of the group; formally agreed and invited by the Project Board Chair

The generic agenda includes the following:

Matters arising and approval of minutes from previous meeting Project Manager’s highlight report User matters Benchmarking KPIs Risks and issues Funding Any other business

The generic format of the Project Manager’s report contains the following:      Executive summary Programme milestones Risks and red flag issues Changes and variations User decisions

REPORT APPENDICES

A. B. C. D. E. F. G. H. I. Minutes of previous meeting Programme Planning Conditions Tracker Cost Summary Fee Schedule Risk Log Change Control Log Benchmarking Decision log

The report must be issued in its entirety ahead of the meeting. Any subsequent information that becomes available should be forwarded to the Chair (who is by default the SRO) who will decide whether it should be tabled at the meeting. Only new or updated information should be presented in order to avoid duplication and repetition.

Project Managers will brief the Chair prior to any meeting, highlighting any critical decisions to be made by the Project Board.

Project Managers will issue reports and associated papers a minimum of four working days before a meeting, and will issue minutes to the Chair for approval no more than five working days after each meeting. Minutes must be approved by the Chair prior to circulation to the Project Board members. All reports, papers and minutes will be issued electronically unless the SRO agrees otherwise.