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Managing the Association, Managing the Agenda


1. The H/IoW Association meetings are organised for Members and the agenda is set by Members. The procedure is for Members to let their Chief Executives know what they want on the agenda, and for Chief Executives to inform the Director.

2. The Director refines the agenda with the Chief Executives’ Group. Items expressly requested by Members will not be removed without negotiation and agreement.

3. The key documents for management of the Association and planning its work are the Constitution and the Action Plan which is agreed at the Annual Meeting and revised as necessary.

4. The Director draws up the Association agenda in consultation with the Chairman and Vice-Chairman. The draft agenda is circulated for Chief Executives to consider at their Group meeting before it is finalised and sent out to Members. Briefings for the Chairman and Vice-Chairman take place before each meeting.

5. The agenda is normally distributed ten days before the meeting.

6.Late items are discouraged but acceptable.

7. There is no "matters arising" item but the Chairman normally allows matters to be raised under the item "Minutes of the last meeting".

8. It is not normally acceptable to add items to the agenda at the meeting, but the Chairman may do so with the approval of Members present.


9. These meetings are for Chief Executives and they set the agenda. One aspect of the Chief Executives Group (CXG) agenda is the Association’s business. CXG considers the Action Plan for the Association each year, and the agenda for the next two meetings of the Association at each CXG meeting.


10. Officer Groups (e.g. Hampshire and Isle of Wight Planning Officers’ Group, Chief Financial Officers, Best Value Network etc.) meet regularly and manage individual aspects of the Association’s work in liaison with the Director.


11. The Chief Executives’ Group appoints "Lead Officers" to assist the Association and Director by taking a lead on particular issues (e.g. regional planning, best value, health, economic partnership, community safety). The Association has agreed a protocol for Lead Officers shown in the Annex. A Lead Officer is appointed to lead on Association business.


12. When senior staff or Chief Executives feel the time is right to report to Members, the Director puts the matter on the Chief Executives’ agenda for discussion prior to it going forward to Members.

13. Members and staff who represent the Association on other bodies are encouraged to report back.


14. Members have complained about too many "information items" on the agenda and these are now simply put in the Association’s bulletin.


15. The rules for Member meetings are flexible. Outsiders are invited as appropriate. Member representatives on the Local Government Group (LGG) are invited, as are relevant officers of the LGG.


16. All Association papers are published on the web (www.hiow.gov.uk).  Association Meetings are open to the press and public. When the press have requested copies, the H/IoW office has supplied them free of charge.

17. The press are normally notified of any significant or news-worthy decisions by means of a press release following meetings. Press releases are drafted by the Director or other relevant staff, under the management of the Director. They must be agreed by the Chairman (or, failing that, the Vice-Chairman).

18. Press releases are issued by the relevant Lead Chief Executive’s press office or by the County Council’s press office, or other press office as appropriate.


19. Specific roles of the Lead Chief Executive are:

(1) to carry out performance review for, and appraisal of, the Director;

(2) to authorise any annual inflation award for the Director;

(3) to authorise the Director’s leave, travel and subsistence expenses; and

(4) to liaise as necessary with the Director and Treasurer over management of the Association’s budget.

20. Any change to the Director’s or Assistant’s job description, salary or terms and conditions of service would need to be agreed by the Chief Executives’ Group and if they were significant, by the Association’s Members at a full meeting.

21. The Lead Chief Executive takes on the Director’s role in his/her absence. In the event of a new appointment, Chief Executives and Members are involved as appropriate. This is a Member appointment.



(i) HIOWLA is an unincorporated association. As such, the roles, responsibilities and views of its individual members cannot be overridden. Decisions can therefore only be reached by consensus.

(ii) Where there is no consensus there should be a mechanism for formally recording dissenting views and no collective view should be disseminated externally without an adequate ‘health warning’ where dissent has been expressed.

(iii) The roles of the County Council, the Unitary Councils and the District Councils are different and the differences will be respected. Responsibility may be sole or joint at all tiers of local government.

(iv) Where a tier of authority has the sole responsibility for a service or function a top officer from that type of authority should assume the lead officer role on any work agreed in that area of activity.

(v) Where a tier of authority has the prime responsibility for a service or function a top officer from that type of authority should assume the lead officer role on any work agreed in that area of activity, but in liaison with a top officer from any type of authority concerned.

(vi) Where services are concurrently undertaken - joint lead officers should be established representing the tiers of authority involved.

(vii) Where the issue involved is ‘generic’ (eg Best Value) - joint lead officer arrangements as between the types of authority on HIOWLA should be agreed.

(viii) All reports commissioned within the HIOWLA work programme should be the subject of full consultation at draft stage between the lead and liaison officers. Draft papers should wherever possible also be considered by the Chief Executives’ Group (HIOWLA support) before presentation to the Association.






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Last update:  13/05/2011
Author:          Nick Goulder, Director


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