Adopted by Council 5 September 2011

Policy Goals

This policy provides direction for governance arrangements that apply to individual projects being managed by officers of Latrobe City Council. The policy applies to all Councillors and officers of Latrobe City Council.  

The policy aims to:  

1. Encourage best practice project management which aims to keep Councillors and other critical stakeholders well informed and engaged throughout a project.
2. Ensure project governance arrangements and management of projects are in accordance with broader governance provisions as specified in the Local Government Act 1989.
3. Provide clear direction for appropriate involvement of Councillors in governing projects with the express purpose of avoiding arrangements where it may be perceived that individual Councillors have the opportunity to influence the actions of a Council officer, consultant or contractor.

Definition of a Project

For the purposes of this policy, a Project is defined as a high priority action being delivered by council officers which is to occur over a defined period of time in order to meet some unique goals and objectives. An action fitting this definition that is listed as a Major Initiative in the Council Plan would usually be regarded as a project for the purposes of this policy.   

This policy is not intended to apply to actions in the Council Plan that are of an ongoing nature or that are of such a small nature that they would not justify the formation of a project board.   Please see list at Appendix 1 of policy for examples of actions that would and would not be defined as projects  

Policy Implementation    

1. Discussions are to be held with Councillors prior to the commencement of each new financial year to determine which Council Plan actions will be regarded as a project for the purposes of this policy,  
2. Prior to commencement of a project, the following project governance arrangements must be established:  
   1. Project Board comprising Project Executive, Senior Supplier and Senior User. Project manager will also attend Project Board meetings. Must not include Councillors.  
   2. Project Assurance Group – may be comprised of Council officers, officers from a relevant Government department from which funding has been derived and/or external technical advisors if appropriate. Project Manager must attend meetings. Must not include Councillors.  
   3. Project Reference Group – A group of key stakeholders who are to be engaged at key points throughout the project. Must include at least one Councillor and other critical community and agency stakeholders as identified will be impacted by the project. Must not direct Council officers or consultants in the conduct of the project and does not have authority to approve any stages of a project or to change the scope of a project.    
      ** Please refer to definitions section in Appendix 2 of this policy for further information of the functions of each group.  
3. All Project Boards, Project Assurance Groups and Project Reference Groups must operate within a terms of reference and must keep notes of any meetings held.  
4. All Councillors are to be provided with information regarding the project governance arrangements prior to the commencement of a project.  
5. All Councillors and other critical stakeholders are to be kept informed of project progress including the project plan.  
6. All Councillors and other critical stakeholders are to be invited to provide feedback and comment at key points throughout the project.    

This policy has been reviewed after giving proper consideration to all the rights contained within the Charter of Human Rights and Responsibilities Act 2006; and any reasonable limitation to human rights can be demonstrably justified.