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Oxford and Abingdon Scheme MoU FINAL 11 December 2014 8

Annex 1: Oxford and Abingdon Scheme Parties with Statutory Responsibilities who have signed this Memorandum of Understanding Environment Agency The Environment Agency (“the Agency”) is by virtue of the Environment Act 1995, the Water Resources Act 1991, and the Flood and Water Management Act 2010, the Flood Risk Management Authority with supervisory duties for all matters relating to flood risk in England. The Agency has powers under Section 37 of the Environment Act 1995 to do anything which, in its opinion is calculated to facilitate, or is conducive or incidental to the carrying out of its functions; this includes entering into a Memorandum of Understanding in order to facilitate practical working relationships with other organisations Following the Floods and Water Management Act 2010, the Agency is responsible for taking a strategic overview of the management of all sources of flooding and coastal erosion. The Agency also has operational responsibility for managing the risk of flooding from main rivers, reservoirs, estuaries and the sea, as well as being a coastal erosion risk management authority. Oxfordshire County Council As the Lead Local Flood Authority they are responsible for developing, maintaining and applying a strategy for local flood risk management in their areas and for maintaining a register of flood risk assets. They also have lead responsibility for managing the risk of flooding from surface water, groundwater and ordinary watercourses. District Councils – Oxford City Council and Vale of White Horse District Council District Councils are key partners in planning local flood risk management and can carry out flood risk management works on minor watercourses, working with Lead Local Flood Authorities and others, including through taking decisions on development in their area which ensure that risks are effectively managed. Thames Water Utilities Limited Sewerage companies are responsible for the public sewers. These are usually in roads or public open spaces, but may run through private gardens. Thames Regional Flood and Coastal Committee Regional Flood and Coastal Committees are responsible for ensuring coherent plans are in place for identifying, communicating and managing flood and coastal erosion risks across catchments and shorelines; for promoting efficient, targeted investment in flood and coastal erosion risk management; and for providing a link between flood risk management authorities and other relevant bodies to develop mutual understanding of flood and coastal erosion risks in their areas. This Memorandum of Understanding is also entered into by the following local Parties Oxfordshire Local Enterprise Partnership The Oxfordshire Local Enterprise Partnership (OxLEP), is responsible for championing and developing the Oxfordshire economy. Working with businesses, academia and the public sector OxLEP is driving economic development across the county. Oxford Flood Alliance The Oxford Flood Alliance is a community group, established in 2007. The Alliance campaigns, and works with the responsible agencies, to reduce the risk of flooding in the Oxford area. We are

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Oxford and Abingdon Scheme MoU FINAL 11 December 2014 9

fully supportive of the Oxford Flood Relief Scheme as being the only viable way to solve Oxford's serious, recurrent, flooding problems. Although they have not signed the Memorandum of Understanding, the Scheme is supported through the Sponsoring Group by the following Parties Defra Defra has overall national responsibility for policy on flood and coastal erosion risk management, and provides funding for flood risk management authorities through grants to the Environment Agency and local authorities. Infrastructure UK Infrastructure UK is a unit within HM Treasury, which works on the UK’s long-term infrastructure priorities and secures private sector investment.

Oxford University Oxford is a collegiate university, consisting of the central University and 38 colleges. The central University is composed of academic departments and research centres, administrative departments, libraries and museums. The University is a landowner and a key player in supporting Oxford economic growth.

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Oxford & Abingdon Scheme – Sponsoring Group Julia Simpson (EA Area Manager / Project Sponsor); Rodney Rose (Deputy Leader Oxfordshire County Council); Sue Scane

(Director Oxfordshire County Council); Bob Price (Leader Oxford City Council); Tim Sadler (Executive Director Oxford City Council); Matthew Barber (Leader VoWHDC); Amanda Nobbs (Thames RFCC Chair); Gary Lloyd (University of Oxford Estates);

Lawrence Gosden (Thames Water);Yvette de Garis (Thames Water) Peter Rawcliffe (Oxford Flood Alliance); Dan Osgood (Defra); Nigel Tipple (Oxfordshire LEP Chair);

Oxford & Abingdon Scheme – Programme Board Joanna Larmour (EA Programme Executive / SRO); Ian Tomes (EA Area Flood Risk Manager); Barry Russell (EA Area Operations Manager); Samina Khan (EA Regional Operations Manager); Phil Griffiths (EA NEAS Team Leader); Mike Moylan (EA Senior Procurement Officer); Paul Murby (Defra); Peter Carver (EA Senior Business Partner); Mark Kemp (Dep Director Commercial, Oxfordshire County Council); John Copley (Head of Env Dev Oxford City Council); Steve

Bishop (Strategic Director VoWHDC/SODC); Paul Illingworth (Infrastructure UK)

Oxford Project Board Richard Harding (EA Project Executive); Peter Collins (EA Senior User); xxx

(Black & Veatch Senior Supplier); John Willmott-French (EA NEAS)

Oxford Project Team Richard Harding (Project Executive); Peter Collins (Senior User); Emma Formoy (EA Funding & Benefits Realisation Manager); Holly Foreman (Comms Officer); Emily Betts (Project Manager); Andy Wilson (Project

Manager); Jo Sill (Estates Officer); Penny Burt (NEAS Officer); Graham Heath (One Commercial Lead); Scott Lawrence (Senior Procurement

Officer); Helen Cukier (Senior Comms Officer); xxx (PSO); Tora Hallett (Water Resources); Jon Mansbridge (Sustainable Places Team Leader);

Cathy Scholes (Modelling); Graham Scholey (Biodiversity); Andy Killingbeck (Fisheries)

Abingdon Project Board Richard Harding (EA Project Executive); Peter Collins

(EA Senior User); xxx (Senior Supplier)

Abingdon Project Team Mike Franklin(Project Manager); Gareth Simpson (Project Manager); Emma Formoy (Funding & Benefits Realisation

Manager); Peter Collins (Senior User); Holly Foreman (Comms Officer); Paul Stevens (Estates); Richard Helliier (NEAS); Rebecca Minter (One Commercial Lead); Cathy Scholes

(Modelling); Cliff Hall (Cost Consultant);

Consultant Design PM (TBC)

Oxford and Abingdon Scheme – Governance Structure (10/11/2014)

Version 10

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Oxford and Abingdon Scheme: Roles and Responsibilities

Responsibilities of the Project Sponsor ‘secure the future’

(Julia Simpson)

Responsibilities of the Programme Executive/Senior Responsible Owner

‘deliver corporate strategy’ (Jo Larmour)

Responsibilities of the Project Executive ‘deliver major project’

(Richard Harding)

The Project Sponsor is accountable for the vision and direction of the overall project and ensures organisational reputation is maintained. The Project Sponsor: • Sets and owns the vision for the project (as

agreed by the Sponsoring Group). • Has personal accountability for its outcome. • Owns the Business Case. • Manages the key strategic risks facing the project. • Chairs the Sponsoring Group meetings.

The Programme Executive/Senior Responsible Owner co-ordinates organisational functions and is the key link to stakeholders. The Programme Executive/Senior Responsible Owner: • Secures the investment required to set up and

run the project. • Responsible for the day to day leadership and

management of the project. • Oversees the trajectory of the project

(time/cost/benefits). • Management of the governance and

organisational structure. • Devise the strategic and tactical operational

plan. • Devise business systems. • Has clearly defined financial delegation and

authority. • Escalate issues to Sponsoring Group. • Develops and drives project resources. • Leads the project, providing clear leadership

and direction throughout its entire life by ensuring the project team’s culture and teamwork are fully developed.

• Manages the interface with key senior stakeholders (e.g. Defra, Cabinet Office, Local Authorities) keeping them engaged and informed (owns Stakeholder Engagement and Comms Strategy).

• Maintains the alignment of the project to the organisations strategic direction.

The Project Executive delivers the agreed project objectives. The Project Executive: • Responsible to the Programme Executive for the

overall project management of the project and designing the project governance structure.

• Planning and designing the programme and proactively monitoring its overall progress, resolving issues and initiating corrective action within agreed tolerances.

• Managing and resolving any risks and other issues that may arise.

• Managing the projects budget, monitoring the expenditure and costs against benefits that are realised as the project progresses.

• Facilitating the appointment of individuals to the project delivery teams.

• Ensuring that the delivery of new products or services from the project are to the appropriate quality on time and within budget.

• Ensuring maximum efficiency in the allocation of resources and skills within the project.

• Managing the project level communications with stakeholders.

• Initiating extra activities and other management interventions wherever gaps in the programme are identified or issues arise.

• Reporting progress of the project at regular intervals to the Programme Executive.

10/11/2014

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Oxford and Abingdon Scheme Sponsoring Group Terms of Reference 10/11/2014

Introduction

The Sponsoring Group comprises those senior managers who are responsible for implementing the strategic direction of the organisations involved. They have a key role in the project to enable a scheme of this size and complexity to be delivered. The Sponsoring Group represents those executive/senior managers who are responsible for:

• The investment decision. • Defining the direction of the business. • Ensuring the ongoing overall alignment of the project to the strategic direction of the

organisation(s). • Representatives on the sponsoring group will have sufficient delegation of decision

making authority to commit their organisation to decisions that fall within the remit of the Sponsoring Group.

Responsibilities of the Sponsoring Group

• Confirming the strategic direction against which the programme is to deliver. • Resolving strategic and directional issues. • Securing and approving (internal and external) partnership funding for the project. • Aligning the strategic direction of the project with that of their organisation’s corporate

plan and political environment. • Engaging local support and political will to drive forward and progress the scheme. • Endorsing partnership and collaborative working to deliver the scheme. • Endorsing and supporting the project through approval gateways. • Championing the project: leading by example, communicating the benefits to all

stakeholders, and gaining wider political support. • Providing continued commitment and endorsement in support of the project objectives

at executive and community events. • Confirming successful delivery and sign-off at the closure of the project.

NB Certain responsibilities with respect to sign off are still being agreed by government and require clarification. Membership of the Sponsoring Group

Name Role Organisation Julia Simpson West Thames Area

Manager Environment Agency

Rodney Rose Deputy Leader Oxfordshire County Council

Sue Scane Director of Environment and Economy

Oxfordshire County Council

Bob Price Leader Oxford City Council

Tim Sadler Executive Director, Oxford City Council 34

Community Services Matthew Barber Leader Vale of White Horse District Council

Amanda Nobbs Chair of Thames RFCC Regional Flood and Coastal Committee Gary Lloyd Head of Asset

Management University of Oxford

Lawrence Gosden

Head of Wholesale Wastewater

Thames Water

Peter Rawcliffe Chair Oxford Flood Alliance Dan Osgood Flood Management Defra

Nigel Tipple Chief Executive Oxfordshire LEP

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Oxford and Abingdon Scheme Programme Board Terms of Reference 10/11/2014

Introduction

The Programme Board is the main decision making Board and its purpose is to drive the programme forward and deliver the outcomes and benefits within the tolerances set by the Sponsoring Group. Members provide resource and specific commitment to support the Senior Responsible Owner (SRO) who is accountable for the successful delivery of the programme. Tolerances which currently require escalation of issues from the Programme Board to the Sponsoring Group; delays to key milestones (SOC, Form A etc) and major reputational risks.

Tolerances will be reviewed at key milestones.

Responsibilities for the Programme Board

Members of the Programme Board are individually accountable for their areas of responsibility and delivery within the programme as follows:

• Resolving strategic and directional issues, which need the input and agreement of senior stakeholders to ensure the progress of the programme.

• Ensuring the programme delivers within its agreed parameters (e.g. cost, organisational impact, expected/actual benefits realisation, etc).

• Defining the acceptable risk profile and risk thresholds for the programme and its constituent projects.

• Providing assurance through the programme delivery cycle.

Membership of the Programme Board

Name Role Organisation Joanna Larmour Programme Executive

(SRO) Environment Agency

Ian Tomes Area Flood Risk Manager Environment Agency

Barry Russell Area Operations Manager Environment Agency Samina Khan Regional Operations

Manager Environment Agency

Phil Griffiths NEAS Operations Manager

Environment Agency

Mike Moylan Senior Procurement Manager

Environment Agency

Paul Murby Flood Management Defra

Peter Carver Senior Business Partner Environment Agency

Mark Kemp Dep Director, Commerical Oxfordshire County Council John Copley Head of Environmental

Development Oxford City Council

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Steve Bishop Strategic Director Vale of White Horse District Council / South Oxfordshire District Council

Paul Illingworth Infrastructure UK Also in attendance: Holly Foreman – FCRM Communications, Environment Agency

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Oxford FAS Project Board Terms of Reference 10/11/2014

Introduction

The role of the Project Board is to manage project issues and risks at a project level, within tolerances set by the Programme Board. The Project Board is comprised of the Project Executive, Senior User and Senior Supplier.

Tolerances which currently require escalation of issues from the Oxford FAS Project Board to the Programme Board: delays to key milestones (SOC, Form A etc), major reputational risks, costs forecast to rise above approved FSoD.

Tolerances will be reviewed at key milestones.

Responsibilities of the Project Executive

The Project Executive chairs the Project Board and has ultimate responsibility for project delivery. The Project Executive will:

• Chair the Project Board and be ultimate decision maker. • Accept the project mandate. • Define the project brief and control scope creep. • Ensure that the project is deliverable and is acceptable to its users. • Appoint the Project Manager. • Work within the tolerances set by the Programme Board.

Responsibilities of the Senior User

The Senior User is responsible to the end users for ensuring that the products delivered by the project are fit for purpose. Their input continues throughout the life cycle of the project. The senior user:

• Helps shape project deliverables through the development of the project brief. • Communicates the end users’ needs and aspirations throughout the life of the project. • Contributes to change control of the scope of the project and agreement of the project

programme through the Project Board. • Provides a link to all the internal functions (including operations delivery) during the life

of the project. • Is the principal point of contact in FCRM for all project matters. • Leads on engagement with the community and stakeholders if a senior manager, or

on a complex project then they can be supported by a team. • Signs off the product descriptions for products to be delivered as part of the project

board. • Accepts the completed project from the Project Executive.

Responsibilities of the Senior Supplier

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The Senior Supplier represents the interests of those designing, developing, facilitating, procuring, implementing, operating and maintaining the project products. They are also accountable for the quality of products delivered by the supplier. The Senior Supplier:

• Agrees the objectives for supplier activities. • Is responsible for the quality assurance of products produced by supplier. • Manages resources to ensure delivery of their products. • Has responsibility for supplier and delivery related assurance although any delegate

where appropriate.

Membership of the Project Board

Name Role Organisation Richard Harding Project Executive Environment Agency

Peter Collins Senior User Environment Agency TBC Senior Supplier TBC

John Willmott-French

NEAS Environment Agency

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