The Project Governance Board (PGB) has a collective management responsibility and will be established for all major capital facilities projects.
The purpose of the PGB is to provide guidance to the Project Director and a forum for senior level liaison with input to the project by sponsors, users and senior Defence management.
The PGB typically sits once per quarter per project, noting that meetings may be required more often during the early stages of a complex project.
The PGB is chaired by Director General Capital Facilities Infrastructure Branch (DGCFI) or their representative.
Project Officer (PO) arranges suitable date and time with PGB chair (DGCFI EA / Director)
PO / Project Director (PD) and Project Manager / Contract Administrator (PM/CA) determine PGB stakeholders such as CIOG Director Infrastructure Project Delivery
PM/CA sends out recurring calendar invite (quarterly or as appropriate)
PM/CA identifies, arranges and confirms the venue for each meeting, including any necessary teleconferencing arrangements and makes the necessary arragements for a site inspection
PM/CA, in consultation with PO/PD, develops the meeting agenda
PM/CA sends out the meeting agenda, previous meeting minutes and PGB report at least one week in advance
PO/PD develops the Brief for the PGB Chair based on the PM/CAs PGB report
Brief for the PGB Chair provided to the Director, and the Director where DGCFI is the Chair, for clearance at least 3 days in advance
PO/PD compiles PGB pack for the Chair comprising of the agenda, Brief, PM/CA PGB Report and previous meeting minutes
PM/CA prepares the minutes of the meetings within two days of the meeting for review and clearance by the PD
PM/CA circulates the minutes of the meetings to all PGB stakeholders