Report to Steering Group Meeting - 14th Sept. '98
1. Aims
1.1 Inform new members of the previously agreed role of the Steering Group
1.2 To advise members on new responsibilities arising from the approval of the Newham Gateway and Extranet Project
1.3 To clarify relationships between the Steering Group and the financial partners in the Newham Gateway and Extranet Project.
2. Recommendations
2.1 That a Project Sub Committee is established to oversee the Gateway and Extranet project
3. Existing responsibilities of the Steering Group
3.1 Establishment of the Group
The inaugural meeting of Newham Online on 2nd Oct '97 established a Steering Group consisting of John Lock, Rik Lewis, Chris McLean, Michael Mulquin, Gavin Sealey, Richard Steel and Richard Stubbs to carry forward its agreed work. At the subsequent meeting held on 13th. Nov '97 a paper setting out the role of the Steering Group was agreed and the following is based on this and subsequent decisions.
3.2 Organisational context
Newham Online is a cross sector partnership with an agreed common statement of aims, commitment and values. Various combinations of partners, acting on a formal or informal basis as appropriate carry out agreed projects. In addition the core partnership roles of co-ordination, information sharing and facilitation need to be carried out on a continuing basis. The Steering Committee has three sets of functions: those functions that are essential for the existence of the partnership, management of projects that the partners decide should be implemented by the partnership as a whole and services offered in the name of the partnership.
3.3 Partnership functions
3.3.1 Identity
The Steering Group elects a Chair and Vice Chair to represent the Partnership between meetings. The Steering Group is responsible for the Partnership's image, promotion and publicity.
3.3.2 Membership, principles and rules
It is an agreed principle of the Partnership that any that share our vision, values and commitment will be welcomed into partnership. The Steering Group is responsible for overseeing the process of application and has primary responsibility for upholding the agreed principles. When Newham Online makes online resources available to the public the Steering Group is the body that oversees this use, receives any complaints and acts accordingly to stop any abuse.
3.3.3 Organisation
The Steering Group is responsible for making arrangements for meetings, conferences and events. It oversees the organisational development of Newham Online, seek resources to carry out the agreed core functions of the partnership and, where appropriate, manages the use of such resources.
3.4 Project functions
When the partnership agrees that a project should be carried out in the name of the partnership as a whole then the Steering Group oversees all phases of the execution of such a project.
3.5 Service functions
Where a partner has agreed to provide a service in the name of the partnership, either to members of the Partnership or to the public at large, the Steering Group oversees the quality of such a service and deals with any complaints that are made about it. Similarly the Steering Group oversees any services provided to the partnership as a whole.
4. New responsibilities arising from the Gateway and Extranet Project
4.1 The detailed management arrangements are set out on P13 of the business plan. The Steering Group is responsible for directing the Newham Gateway and Extranet project and shall receive reports from the Project Manager every two months. It is responsible for approving completion of various phases, approving exceptions to agreed plans, overseeing quality issues, agreeing the end of project report and making recommendations on follow up activity.
4.2 Richard Steel is the Project Manager and has responsibility for approving expenditure, monitoring performance and overseeing the work of the Project Co-ordinator who is Richard Stubbs.
4.3 The financial partners in the Newham Gateway and Extranet project are the London Borough of Newham, GPT and Computer Access. The latter two would find it impossible to sign up to the "Newham First" vision and thus could not be members of the Steering Group.
4.4 It would appear reasonable that all the financial partners should have some role in the management of the project and hence it is suggested that they are included on a Project Sub Committee that considers the more detailed aspects of the work. This would have the added benefit that it would ensure that the Steering Committee should not find its entire time taken up by the Newham Gateway and Extranet project.