Building Safety Programme Governance and Objectives

Building Safety Programme Terms of Reference 1.Phases 2.Governance functionality 3.Strategy Board 4.Partnership Board 5.Operational Group 6.Delivery Team

Building Safety Programme Objectives - To remediate known and urgent building safety issues in the wake of the Grenfell Fire in 2017 To effectively prepare the authority for new legislation including the Fire Safety Bill and the Building Safety Bill To ensure that resident participation is considered throughout in line with the new Charter for Social Housing Residents To ensure a seamless cross council approach To ensure effective resourcing and mobilisation of a new robust Building Safety Management System - - - -

Terms of Reference Building Safety Programme phasing and workstreams Phase one Discovery (November 20 to February 21) Key deliverables: Clear understanding of what MHCLG requires from the Council Anticipate the requirements that will be placed on the Council when the Building Safety and Fire Safety bills are translated into law Identify key personnel with LFB to support the management and enforcement of building safety Comprehensive understanding of works requirement Clear communication and reporting with stakeholders Phase two Mobilisation of Building Safety Programme (ongoing to December 21) Key deliverables: Complete building safety approach reviewing fire and management strategies of all Southwark buildings including private landlords. Joint management and Enforcement of buildings (residential & commercial) in Southwark with the LFB Programme of works to remediate buildings in scope Development of an effective enforcement plan Discovery phase for gaps in current building safety system in preparation for phase 3 Phase three Preparation for Building Safety Bill (April 21 to passing of the Bill) Key deliverables: Appropriate governance in place Internal consultation plan devised and delivered Workstreams defined and leads/resources identified Cabinet report detailing new building safety system and associated resource agreed Establish new building safety system and required resources

Governance functionality This group will provide the senior cross council oversight of the programme Issues and risks with the programme will be raised They will meet as the programme requires Strategy Board This board will offer partnership support and challenge Updates will be given to ensure the effective flow of information giving confidence about progress They will meet every 6 weeks Partnership Board This group will represent the work streams and will ensure cross council collaboration to deliver the programme of work They will monitor and escalate any issues and risks to the strategy board They will meet monthly Operational Group These teams will deliver each of the workstreams They will be responsible for providing regular updates into the monthly highlight report This team will meet as determined by the work programme Delivery Teams

Terms of Reference Building Safety Programme Strategy Board Proposed Membership: Member group Michael Scorer, Strategic Director Housing and Modernisation (Programme Sponsor and Chair) Dave Hodgson, Director of Asset Management (SRO) Matt Clubb, Director of Environment Steve Platts, Director of Regeneration Ian Young, Strategic Finance Business Partner Melanie Medley, Head of HR and OD Richard Selley, Director of Customer Experience Cheryl Russell, Director of Resident Services Key responsibilities include: 1. Agree governance of project 2. Clarification of scope and deliverables 3. Provide overview, direction and guidance to the project teams 4. Reviewing workstream updates from the Programme delivery teams 5. Participate in reviews of the programme at the end of key phases and approve progression on key phases and decisions 6. Sign off of key project governance and documentation 7. Escalation of key strategic risk and issues for resolution/mitigation that could impact on the programme to deliver within its agreed boundaries; cost, impact, scale of culture change adoption, expected/actual benefits realised Supported by: Des Vincent, Building Safety Lead Simon Holmes, Head of Engineering Rebecca Towers, Programme Director Programme Manager: TBC Meetings and Reporting Frequency and duration of meetings: 6 weekly or as necessary 1 hour Reporting and key documents: Project highlight report Work stream or other detailed reports as necessary

Terms of Reference Building Safety Partnership Board Proposed Membership: Member group Dave Hodgson, Director of Asset Management (SRO) Des Vincent, Building Safety Lead Simon Holmes, Head of Engineering Phil Morton, Borough Commander LFB MHCLG - TBC Key responsibilities include: 1. Provide high level partnership information sharing and strategic steer 2. Reviewing workstream updates from the Programme delivery teams 3. Participate in reviews of the programme at the end of key phases and approve progression on key phases and decisions Meetings and Reporting Frequency and duration of meetings: Monthly or as necessary 30 minutes Reporting and key documents: Project highlight report Work stream or other detailed reports as necessary

Terms of Reference Building Safety Programme Operational Working Group Proposed Membership: Key responsibilities include: Core member group Work stream leads 1. Clarification of scope and deliverables for each of the work streams 2. Ensure effective delivery of work streams 3. Interrogate the current building safety systems and determine effectiveness, gaps and future requirements 4. Participate in reviews of the programme at the end of key phases and approve progression on key phases and decisions 5. Escalation of key strategic risk and issues for resolution/mitigation that could impact on the programme to deliver within its agreed boundaries Programme Manager: TBC Meetings and Reporting Frequency and duration of meetings: Monthly 1 hour Reporting and key documents: Project highlight report

Terms of Reference Building Safety Programme Delivery Teams Proposed membership: 1. Programme Manager: TBC 2. Work stream leads and key team members: Des Vincent, Building Safety Lead Simon Holmes, Head of Engineering Rebecca Towers, Programme Director Emma Trott, Housing Enforcement and Licensing Manager Stephen Rizzo, Head of Building Control Ann Goodman, Strategic HR Business Partner Ian Young, Strategic Finance Business Partner Fiona Buist, Head of Homeowner Services Dionne Lowndes, Chief Digital and Technology Officer Abi Oguntokun, Head of Accommodation and Support Key responsibilities include: 1. Drive the Programme forward and define and deliver the agreed work streams 2. The Delivery Teams report to the Programme Manager for the purposes of reporting to the Board 3. The Delivery Team leads or key team members will meet for the purposes of collaborative working to contribute to the delivery of the overall work programme 4. Defining the risks and risk thresholds for the work streams 5. Resolve any issues to ensure the progress of the programme is maintained 6. Maintaining focus on the vision and driving the programme forward to achieve the vision and benefits 7. Prepare for reviews of the programme at the end of key phases 3. Workstreams: i. ii. iii. iv. v. vi. vii. viii. Resident Participation ix. Asset Surveying x. Building Remediation Governance Stakeholder Engagement Recruitment, Training and Skills Finance Enforcement Home Ownership Data Systems Meetings and Reporting Frequency and duration of meetings: As determined by lead Reporting and key documents: Work plan with timescales and key milestones

Roles and Responsibilities: Building Safety Programme Role Name Summary Responsibilities Maintains an interface with the COT Ensures lead Member briefings and Cabinet reports are taking place Decision making when programme exceeds tolerances Chairs the Strategic Board Sponsor Accountable for the success of the Programme Providing clear leadership and direction Securing the investment required to set up and run the programme Ensure the programme achieves its strategic outcomes and realises its benefits Monitor the strategic risks facing the programme Maintain alignment of the programme to Southwark Council s overall direction/ Corporate Plan Report to the sponsor on the progression of the programme Senior Responsible Owner Responsible for the success of the workstreams relevant to their business area Monitor spend of the programme budget in their business area Highlight and monitor risks of the programme in their business area Board Service Leads

Roles and Responsibilities: Building Safety Programme Role Name Summary Responsibilities Day-to-day management and leadership of the work stream includes definition of the work, definition of resources, project planning Facilitating meetings to ensure delivery Effective coordination of the work stream Highlighting risk, issues, resource requirements Reporting against the work stream through the Programme Manager Work Stream Leads Day-to-day support for the programme Arranging meetings and workshops Organises and services the Strategic Board, Partnership Board and Operational Working Group Ensures work streams are in place and are progressing Delivers the high level programme plan and ensures progress against this Collating highlight report Managing Teams/Sharepoint site Programme Manager