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Paper 9 - 6 June 2003 Meeting

ASSOCIATION OF HAMPSHIRE AND ISLE OF WIGHT LOCAL AUTHORITIES

6 June 2003

INTEGRATING THE ROLES OF HONORARY SECRETARY AND

POLICY MANAGER

Report by the Chief Executives’ Group

________________________________________________________________________

RECOMMENDATIONS

(1) That the roles of Honorary Secretary and Policy Manager be integrated in the Constitution as set out in the report with all references to the Honorary Secretary and Policy Manager being replaced with the new title of Director; and

(2) That the Chief Executives’ Group be charged with providing performance management for the Director who should act as Secretary to that Group.
________________________________________________________________________

1. With the departure of Alan Jones as Honorary Secretary, the Chief Executives’ Group has considered options for his replacement. The normal arrangement would be for the Chairman or Vice-Chairman’s authority to appoint their Chief Executive as the replacement. However, in practical terms the Association’s Policy Manager is carrying out the Honorary Secretary’s role, so the potential arises to integrate the two positions and make the structure more transparent.

2. Under the Constitution, (annex - paragraph 5.10), the Policy Manager’s role is to "support the Honorary Secretary". The Honorary Secretary’s role is "to support and promote the work of the Association, to convene meetings, and to conduct business on its behalf". The Honorary Secretary’s role has evolved to provide line management for the Policy Manager, to handle affairs in his absence, and to provide the essential link back into the Chief Executives’ Group. The Policy Manager is Secretary to this Group which in practice works behind the scenes to implement Association policy along with a number of other joint officer groups (Finance Officers, Planning Officers etc.). Policy management is carried out by the joint officer groupings. The Policy Manager directs work on behalf of the Association and the Chief Executives’ Group, liaising closely with all these officer groups. The title "Director" is both easier to understand in this context and in line with other Local Government Associations.

3. In view of the development of the roles of Policy Manager and Honorary Secretary, the Chief Executives’ Group recommends that the two roles be integrated in the Constitution.

4. If this change is approved, it would be essential to provide both for the absence of the Director, recruitment and appointment, and for performance management. This can be achieved by formalising in the Constitution the position of Director as Secretary to the Chief Officers’ Group, and by setting out the relationship between the Group and the Director. How the Group manage the Director is flexible. For the immediate future the Group will continue with the "Lead Chief Executive" system which has worked well for managing different topics (Health, Community Safety, CPA etc.). With the deletion of the Honorary Secretary role, it may prove best for one Chief Executive to lead on LGA business and act as the relationship manager for the Director. This is the system used by the Association of Councils in the Thames Valley Region (Berks, Bucks and Oxon) where the Chief Executives appoint a Lead to take on this role.

5. If Members approve, then paragraph 5.10 would be changed to read:

"A Director and appropriate administrative assistance shall be appointed by the Association to support and promote the work of the Association, to convene meetings, to conduct business on its behalf and to act as Secretary to the Hampshire and Isle of Wight Chief Officers’ Group. The Chief Executives’ Group shall be responsible for making arrangements to oversee the performance of the Director, and for management of the Association’s affairs in the absence of a Director".

(A number of minor consequential changes to the Constitution would be required).

6. There are no significant cost implications arising from this proposed change because the last review of the Policy Manager’s salary (1998) took account of the work carried out, and this change will not add to this work. The review at that time recognised the responsibilities of the post which stay much the same. However, a further review is recommended to ensure the post remains in line with Member authorities’ practice.

CHIEF EXECUTIVES’ GROUP

Date: 20 May 2003
Annex: 1
Contact: Nick Goulder - 023 8068 8431, E-mail hiow@eastleigh.gov.uk

ANNEX

ASSOCIATION OF HAMPSHIRE AND ISLE OF WIGHT LOCAL AUTHORITIES

Constitution and Terms of Reference

1. Title

The Association shall be known as the Association of Hampshire and Isle of Wight Local Authorities.

2. Membership

2.1 The following shall have the right of membership -

Hampshire County Council
Isle of Wight Council
Portsmouth City Council
Southampton City Council
Basingstoke and Deane Borough Council
Eastleigh Borough Council
East Hampshire District Council
Fareham Borough Council
Gosport Borough Council
Hart District Council
Havant Borough Council
New Forest District Council
Rushmoor Borough Council
Test Valley Borough Council
Winchester City Council
Hampshire and Isle of Wight Police Authority
Hampshire Fire and Rescue Authority
The Hampshire Association of Parish and Town Councils
The Isle of Wight Association of Parish and Town Councils

The two latter associations are referred to collectively in this constitution as "the associations".

2.2 With the agreement of authorities paying the full subscription rate, the status of associate member may be granted to authorities which are not contributing at full subscription rates.

2.3 Membership of the Association is a voluntary matter for each authority or association. However, should any authority or association wish to withdraw from membership or associate membership, then at least 12 months’ notice must be given. In the event notice of withdrawal is given in mid year (i.e. any time after the 1st October in any year), no reduction of subscriptions shall be made.

3. Objectives

The objectives of the Association shall be -

3.1 To provide a means for facilitating co-operation between the constituent authorities and with the associations;

3.2 To promote the interests of local government in Hampshire and the Isle of Wight;

3.3 To assist the member authorities and the associations in the effective performance of their duties and functions;

3.4 To pursue issues of common concern to member authorities and the associations and to represent their joint interests to other bodies.

4. Terms of Reference

4.1 The Association will have the ability to consider any matter facing local government, but it shall not have the power to make decisions that would bind one or all of the member authorities or associations;

4.2 The Association will determine appropriate nominations to any organisation, body or authority as are requested or invited;

4.3 The Association will have the power to authorise the Chairman, Vice Chairman, or Honorary Secretary to make representations to any person or organisation on its behalf.

5. Organisation

5.1 On payment of the full subscription rate, each member authority, associate member authority and the associations will have the right to appoint up to the following number of representatives to attend meetings of the Association -

Hampshire County Council - 4 councillors
Unitary Councils - 3 councillors
District Councils - 2 councillors
Police Authority - 2 representatives
Fire and Rescue Authority - 2 representatives
An associate member authority - 1 representative
Each of the associations - 1 representative

5.2 Substitute representatives, with full powers, will be entitled to attend meetings of the Association. Other representatives can attend for specific items of direct concern, but in a non voting capacity.

5.3 Staff of member and associate member authorities and the associations will be entitled to attend meetings and to speak, but not to vote.

5.4 A Chairman and a Vice Chairman shall be elected or be re-elected for a term of 12 months at the Annual Meeting of the Association, from among the representatives of member authorities paying the full subscription rate.

5.5 No individual can serve for more than two consecutive periods of 12 months in the same office of Chairman or Vice Chairman. The Chairman of the Association shall not be appointed from the same member authority in successive maximum periods of office.

5.6 The Annual Meeting of the Association shall be held in June of each year.

5.7 Other meetings of the Association shall take place at least quarterly, at times and venues determined by the member authorities. Meetings will be held and hosted in turn by all member authorities.

5.8 A special meeting may be required by any five member authorities; not less than seven days notice shall be given to member and associate authorities and the associations of the time and place of the special meeting and of the business to be considered.

5.9 Decisions shall be taken on a general consensus of opinion, but where this is not possible each member authority or association shall hold voting rights in concert with the representation as set out in paragraph 5.1 as follows -

Hampshire County Council

-

4 votes

Portsmouth City Council

-

3 votes

Southampton City Council

-

3 votes

Isle of Wight Council

-

3 votes

Each District Council in Hampshire

-

2 votes

Hampshire and Isle of Wight Police Authority

-

2 votes

Hampshire Fire and Rescue Authority

-

2 votes

Any associate member authority

-

1 vote

Each of the associations

-

1 vote

5.10 An Honorary Secretary shall be appointed to support and promote the work of the Association, to convene meetings, to conduct business on its behalf. A full time Policy Manager and appropriate administrative assistance shall be provided by the Association to support the Honorary Secretary in undertaking these duties.

5.11 Any authority or authorities from time to time providing accommodation, financial systems, committee secretary or other related support to the Association should be reimbursed for the costs of providing that support.

5.12 The Association shall also appoint an Honorary Treasurer, who will manage the Association's financial affairs on behalf of the Honorary Secretary, and an Honorary Auditor, who will audit the Association's accounts once a year.

5.13 Amendments to the Constitution may only be adopted by a two thirds’ majority of those entitled to vote and be present.

5.14 A quorum shall comprise not less than twelve representatives from at least five member authorities.

5.15 The annual subscriptions from member and associate member authorities to cover the anticipated costs of the Association shall be fixed before the end of each January for the year starting from the following June, by a formula that correlates to the voting rights (as set out in paragraph 5.9). Special subscription rates for the associations shall also be fixed. Subscriptions shall be paid on or before 1st June each year.

5.16 An annual report on the work and costs of the Association in the preceding year, shall be prepared for consideration at each Annual Meeting.

5.17 Printed copies of the summons and agenda for meetings of the Association shall be despatched by the Honorary Secretary at least one week before each meeting to each member and associate member authority and the associations, with enough copies for each representative and one extra for the Chief Executive /Head of Paid Service.

NG/30.12.98

4th revision

Last update: 28/05/2003
Author: Nick Goulder, Policy Manager

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