Appendix 2 - Terms
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Terms of Reference and Membership of Groups Constituted by the
Executive to Assist in Its Work
Joint Consultative Committee
Membership: 6 Members*, 6 Employee
Representatives and 2 Ashford Branch Unison Officials
Terms of Reference
To consider and advise the Executive or other
group of the Council as appropriate upon:-
- Consultation over new Personnel policies and proposals that
materially alter any existing policy.
- Consultation over service specific proposals that have staffing
implications of a material nature but where the issue is not
exclusively concerned with staffing matters.
- Consultation over material organisational structural change(s)
or any material amendments to staff terms and conditions of
service.
- All early retirement proposals that require Council's approval
to grant added years.
- Consultation over non-staffing specific corporate issues such
as the Corporate Strategy and the Budget.
Matters Not Normally to be Referred to the
Executive:
- Consultation over minor amendments to Personnel policies.
(Views to be referred to the Head of Personnel and
Development).
- Consultation over any matter referred from a Joint Working
Group on operationalwide or administrative matters of
service/directorate operational or administrative matters of
greater significance. (Views to be referred to the Head of
Personnel and Development).
- Discussion of Information Items eg., Best Value Performance
Indicators relating to staffing issues, policy implementation
reports, matters arising from staff surveys not requiring executive
decisions, etc. (Views to be referred to the Head of Personnel and
Development or Management Team as appropriate).
- Matters raised for debate by the staff-side. (Views to be
referred to Management Team, but if decisions are required
following discussions, the JCC will agree whether reports should be
produced for the Executive or other Groups as appropriate).
Notes
- *To include the Leader of the Council and/or appropriate
Portfolio holder. This provision will not preclude both Members
from being members of the Group. The Employer's representatives
must be drawn from the Executive and non-Executive Members of the
Council. The Employer’s representation shall not exceed or be less
than the number of representatives of the Employees’ Side. The
Employers must not be represented in negotiations whether directly
or indirectly by members or officials of UNISON or by members who
are also employed by another Local Authority.
- A procedure note is available for inspection from the Proper
Officer detailing the manner in which the Consultative Committee is
constituted, the role of both Sides’ representatives and the
procedure for dealing with items placed before it.
- Members of the Consultative Committee only are permitted to
attend meetings. With the agreement of the Chairman of the
Consultative Committee, appointed representatives of both sides may
send substitutes to attend meetings.
- Although a Chairman’s report of proceedings of the Consultative
Committee is prepared by the Proper Officer, this is not reported
to the Executive or other appropriate Committees of the Council.
Instead, outcomes from the Group are incorporated by report
authors, in the reports submitted to the Executive or other
appropriate Committees.
Quorum:
One quarter of the total membership.
Community Grants Panel
Membership: 4 Members And Appropriate External
Representatives*
Terms of Reference
To consider recommendations from the Head of Cultural Services
upon the allocation of grants over £1,000 and up to £10,000. The
Head of Cultural Services has delegated powers to determine such
grants.
Notes
1. The Head of Cultural Services can determine grants under
£1,000 subject to an assessment of the application against the
criteria in 2 below and the usual consultation with Ward Members
and partner funders; any disagreements arising should result in the
relevant application being referred to the next meeting of the
Community Grants Panel for decision. The Head of Cultural Services
actively target priority areas to encourage them to apply.
(Effective from Round 1 2007/2008 (Minute No. 181/8/06)).
2. The criteria to be applied is as follows:-
- Organisations must have a presence in the Borough.
- Grants will only be given to projects or for services that are
of benefit to some or all of the residents of the Borough.
- Organisations must demonstrate that there is a clear need to
provide a service or facility.
- Facilities and services should seek to maximise community
participation ie there should be no discrimination on the grounds
of age, gender, race, disability, religion or status, except where
restrictions are shown to be legitimate eg in the case of a
playgroup, women's association or youth group.
- Organisations must be properly constituted and managed.
- The Council will not provide financial assistance to religious
groups, political groups, mainstream education and medical service
providers [for their primary purpose]. Groups meeting in premises
owned by religious organisations shall not be precluded from
applying. NB we will fund projects for the benefit of the wider
community led by such groups.
- Organisations must demonstrate that there is a clear need for
financial support from the Council to commence or continue a
service. Lower priority be given for capital allocations to areas
where there are alternative funding streams available and grants
have been awarded in the past. This would only apply if there were
more applications than funding available. (Effective from Round 1
2007/2008 (Minute No. 181/8/06)).
- Existing organisations must be able to demonstrate a sound
financial track record. New organisations must present a sound
business plan.
- Organisations must be able to demonstrate a sound financial
future.
- Priority be given for capital allocations to those parishes and
urban community forums who have not applied to the CGF to date and
those identified as lacking in suitable community facilities in the
OMAI Study, once that study has been revised following consultation
with the parishes and urban community forums. (Effective from Round
1 2007/2008 (Minute No. 181/8/06)).
- Competing similar projects of the same category within
different wards should be decided on the ward deprivation
status.
- Priority should be given to projects dealing with social
exclusion and for young people.
- An upper limit of £1,000 funding apply in the cases of
community appraisals and Village Design Statements.
- Repeat capital allocations from individual groups/organisations
to the CGF be restricted to two applications in a three year period
but applications be allowed to be submitted to any round within
that period. (Effective from Round 1 2007/2008 (Minute No.
181/8/06)).
3. The Information Digest be used to inform Members of
applications and the sums awarded following each grant round.
4. An annual report be submitted to the Executive by the
Portfolio Holder providing information and feedback on the
Community Grants Fund and reviewing the schemes criteria and
priorities in line with Best Value.
5. Three grant rounds be held annually, closing in March, August
and November.
6. Members of the Panel or substitute Members only are permitted
to attend meetings, together, where appropriate, with Ward Members
with the consent of the Chairman.
7. Public attendance pursuant to the Access to Information
Procedure Rules as contained in Part 4 of this Constitution will only be
permitted if agreed in advance of the meeting between the external
representatives and the Chairman of the Panel.
* 8. The external representative shall be:-
Action with Communities in Rural Kent
Mid and South East Kent CVS
KCC Sports Development Unit
Ashford Chamber of Commerce and
Industry.
Community Partnership Group
Membership: 15 Members
Draft Terms Of Reference
To consider and advise the Executive or the Council as
appropriate upon:
- Discussions with providers of public services by public bodies,
quasi public bodies or the voluntary sector within the Borough, on
issues of common concern pursuant to the Council’s role in
“Promoting Wellbeing” (Part I Local Government Act 2000) including
healthcare, policing, social services, library services,
infrastructure and associated transport services, education, youth
services, environmental services, economic development, health and
safety and community safety.
- * Any “Community Call for Action” received by Members of the
Council from the public asking the Council to consider issues
relating to:
(a) Local crime and disorder.
(b) Any other Local Government matter.
(c) The Health Service.
*NOTE: SUBJECT to further discussions with Group
Leaders.
- To provide political input to all partnerships operating within
the Borough including those listed below by keeping their
activities under review by considering progress reports on:
(a) The operation and future plans of the Local Strategic
Partnership and in connection therewith to recommend the
adoption/rejection of the Borough Sustainable Community Strategy to
the Council.
(b) The operation and effectiveness of the Crime and Disorder
Reduction Partnership and Community Safety Partnership
Strategy.
(c) The proposals and outcomes of the Ashford Future
Partnership.
(d) The implications for Ashford of the Kent Partnership, Kent
Public Service Board and the Kent Local Area Agreement.
Delegations: None
Notes:
1. The main purpose of the Group is to be supportive of other
service providers by being a critical friend.
Quorum: One quarter of the total
membership.
Local Development Framework Task Group
Membership: 7 Members*
Terms Of Reference
To consider and advise the Executive upon:-
- Emerging ideas and policies at appropriate stages during the
preparation of the Local Development Framework including public
consultation and the formulation of the Borough Council's response
to the Kent County Council upon that Council's review of the Kent
Structure Plan ensuring at all times that key links with the wider
Ashford's Future Work, the Local Strategic Partnership and the Area
Investment Framework are encompassed.
Notes:
- * Members of the Task Group or Substitute Members only are
permitted to attend meetings. Other Members may attend with the
consent of the Chairman of the Task Group.
Quorum: One quarter of the total
membership.
Nature Conservation Forum
Membership: 6 Members* and appropriate
external representatives*
Terms Of Reference
To consider and advise the Executive or the Head of Cultural
Services as appropriate upon:-
- Matters arising from the management of Nature Conservation
Sites within the Borough, i.e. Bybrook Nature Reserve, Green
Corridors, Heaths, Countryside Corridors, Hoads Wood, Hothfield
Common, Joy Wood/Bridewell Plantation, Singleton Millennium
Woodland; The Dene - St. Michaels, The Warren, Tudor Road -
Kennington.
- To identify other Nature Conservation Sites in the
Borough.
- To assist with the management of other Nature Conservation
Projects in the Borough.
Delegations: None
.
Notes:
- * To include the appropriate Portfolio holder.
- +To be local users, conservationists and those involved in the
educational use of the Nature Conservation Sites referred to above.
The list of the current membership is retained by the Proper
Officer (+ British Trust for Conservation Volunteers; English
Nature, Kent Team; Forest Enterprise, SE England Forest District;
Kent Wildlife Trust; Kentish Stour Countryside Project).
- The Forum’s aims are to ensure that the sites referred to above
are conserved and managed properly and to act as a Forum and focal
point for those with an interest and involvement in their
preservation and enhancement.
- Members of the Forum or substitute Members only are permitted
to attend meetings, together, where appropriate, with Ward Members
with the consent of the Chairman of the Forum.
- Public attendance pursuant to the Access to Information
Procedure Rules as contained in Part 4 of this Constitution will only be
permitted if agreed in advance of the meeting between the external
representative and the Chairman of the Forum
- Travel expenses of the external representatives when attending
meetings of the Forum will be met by the Council subject to payment
being limited to the equivalent of the journey from the person's
home within the Borough to the Civic Centre and return.
- The views of the Forum are to be reported via a Chairman's
report which will be prepared by the Proper Officer to the
Executive or the Head of Cultural Services as appropriate.
Quorum: One quarter of the Ashford Borough
Council elected Members on the Forum.
Parish Forum
Membership: The leader of the council
together with the leaders of groups upon the Council and two
representatives each from Parish Councils within the Borough and
the Tenterden Town Council.
Terms Of Reference
To consider and advise the Executive upon:-
- Discussions with Parish Council representatives upon issues of
common concern with a view to achieving a better understanding of
shared aspirations and, to identify ways in which joint working may
be introduced for the betterment of communities as a whole.
Delegations: None
Notes:
- To include the Leader of the Council and appropriate Portfolio
holders.
- Members of the Forum or substitute Members only are permitted
to attend meetings. Other Members may attend with the consent
of the Chairman of the Forum.
- Public attendance pursuant to the Access to Information
Procedure Rules as contained in Part 4 of this Constitution will only be
permitted if agreed in advance of the meeting between the external
representatives and the Chairman of the Forum
- The views of the Forum are to be reported via a Chairman's
report, which will be prepared by the Proper Officer, to the
Executive and/or appropriate Director or Service Manager.
- The Forum will meet 4 times a year.
South Ashford Initiative (SRB) Management Board
Membership: 9 Members*
Terms Of Reference
1. The purpose of the Board will be to:-
(a) ensure that the Single Regeneration
Budget targets are met on time;
(b) approve Delivery Plans, Budgets,
Quarterly Reviews, spending progress and monitor financial
probity;
(c) consider further ways in which the bid
objectives can be realised and suggest these to Community Forum(s)
(the roles and responsibilities of which are to
be established;)
(d) consult with residents of the Bid area
to ascertain their needs and the effects of the Bid proposals upon
them;
(e) provide support to the Community
Forum(s) and Project Leaders;
(f) act as a channel of communication
between partners and individual Project Leaders.
Notes:
* 1. There shall be nine Voting Members:
- Ashford Borough Council (Ward Councillor
and the Executive Representative)
- The Kent County Council (South Ashford
Member)
- Local Community Group Representatives
(two)
- Stanhope Community Chest Panel
Representative
- Stanhope Parish Council Representative
- Stanhope Resident Representatives
(two)
2. The following non-voting "Consultative" members be invited to
the Board:
- Area Youth and Community Officer
- Ashford Police
- Kent County Council – Arts and
Libraries
- Kent County Council – Social Services
- Kent County Council – Youth and
Community
- Ray Allen Centre
- Safe Schools Initiative
- Manager of the Centre of Community Learning
– South Kent College
3. The public be granted unrestricted access to all Management
Board meetings.
4. The voting Members shall appoint one of their number to be
Chairman of the Group. The Chairman will be appointed
annually. The voting Members shall have the right to co-opt as many
other non-voting “consultative Members” as they consider
appropriate. There shall be accredited representatives of parties
who have signed up to the partnership.
5. At every meeting of the Board there must be at least three
voting Members in attendance to form a quorum and in the case of an
equality of votes the Chairman
shall have a second or casting vote.
6. The Board will normally hold at least four meetings in each
Financial Year and at those meetings will consider reports from the
Community Forum(s) and such other matters as the Chairman shall
consider appropriate within these Terms of Reference.
7. In April each year the Board shall agree a report on Bid
progress throughout the year and such other matters, as it
considers appropriate; the Group may report at other times on other
issues if it so wishes.
8. The role of the Board will be to ensure that the bid
objectives are implemented. The Board will have executive functions
but will consider any advice from the
accountable body or other relevant statutory organisation and
the SRB Advisory Panel.
9. The Chairman will decide any questions arising in relation to
the conduct of the Board’s proceedings.
10. The Ashford Borough Council will supply an Officer to act as
Secretary of the Board.
Tenants Forum
Membership: 2 Members* and tenants forum
representatives
Terms Of Reference
To consider and advise the Executive and the Head of Housing
upon:-
- Discussions held with Tenant Representatives relating to the
Council’s functions as a Housing Authority and to examine ways in
which the services provided by the Authority pursuant to its powers
may be improved.
Delegations: None
Notes:
- * To include the appropriate Portfolio holder.
- Members of the Forum or substitute Members only are permitted
to attend meetings. Other Members may attend with the consent
of the Chairman of the Forum.
- Public attendance pursuant to the Access to Information
Procedure Rules as contained in Part 4 of this Constitution will only be
permitted if agreed in advance of the meeting between the external
representatives and the Chairman of the Forum.
- The views of the Forum are to be reported via a Chairman's
report, which will be prepared by the Proper Officer, to the
Executive and/or The Head of Housing.
- Travel expenses of the tenant representatives when attending
meetings of the Forum will be met by the Council subject to payment
being limited to the equivalent of the journey from the persons
home within the Borough to the Civic Centre and return.
Transport Forum
Membership: 7 Members* Transport Companies
and other representatives+
Terms Of Reference
- To receive reports from Council Officers, Ashford's Future Core
Delivery Team, consultants and transport operators on transport
issues in the Borough and provide input into the development and
implementation of a sustainable transport strategy for
Ashford.
- To advise the Joint Transportation Board (ABC/KCC) and the
Ashford's Future Board on transport strategy.
Delegations: None
Notes:
- * To include the appropriate Portfolio Holder.
- +The list of current representatives is retained by the Proper
Officer. (+Set out below for information) membership to be reviewed
and widened as and when necessary, to accept representatives from
all modes of travel and local interest groups.
- Members of the Forum or substitute Members only are permitted
to attend meetings. Other Members may attend with the consent
of the Chairman of the Forum.
- Public attendance pursuant to the Access to Information
Procedure Rules as contained in Part 4 of this Constitution will only be
permitted if agreed in advance of the meeting between the external
representatives and the Chairman of the Forum
- The final Agenda will be set 10 working days in advance of the
Forum meeting dates by the Chairman and Vice-Chairman and other
elected Members at a pre-meeting. The Agenda will include a
"main" agenda item supported where possible with a presentation by
the key persons involved with that item. Main items will be focused
on a relevant transport related topic linked to the Ashford's
Future Transport Agenda or Joint Transportation Board Agenda.
- The views of the Forum are to be reported via a Chairman's
report, which will be prepared by the Proper Officer, to the next
available meeting of the Joint Transportation Board.
- The Forum will meet four times a year.
- + Ashford Access Group
- Ashford Chamber of Commerce, Industry and
Enterprise
- Ashford Driving Instructors
Association
- Ashford Taxi Proprietors Association
- Ashford Town Centre Partnership
- East Sussex Community Rail Partnership
- Eurostar
- Independent Taxi Drivers Association
- KCC Passenger and Transport Services
- Kent Association of Parish Councils
- Kent Rural Community Council
- Network Rail
- Marks and Spencer plc
- Rail Link Engineering
- Rail Passenger Association
- Railtrack
- Police (Roads Officer)
- South Eastern Railways
- South Central Ltd
- Stagecoach East Kent
Quorum: One quarter of the Ashford Borough
Council elected Members of the Forum.
Next - Appendix 3 - Functions Not To Be The
Responsibility Of The Executive
This webpage was updated on 6/9/2008