North Lincolnshire

Strategic Partnership

 

Purpose,

Constitution &

Operating Arrangements


Section 1: Purpose

1.   Preamble

 

Local Strategic Partnerships (LSPs) are a means of developing more effective joint working between public agencies, private, community and voluntary sectors, and the community, in order to improve the locality. How to do this is a matter for ongoing debate and learning.  As our LSP, the North Lincolnshire Strategic Partnership (“NLSP”) will need to be flexible and keen to evolve. The key is to know what we are trying to achieve and how we will do it, not in a specific structure or constitution.
 

2.      Key Tasks

 The key tasks of the Partnership are: 

  1. To produce and implement the Sustainable Community Strategy, including its main delivery plan, the Local Area Agreement (LAA), and the Local Public Service Agreements (LPSA 2).
     
  2. To encourage better communication between partners and more appropriate information for the local community. 
  3. To stimulate better co-ordination of service provision. 
  4. To oversee public expenditure in order to better align and coordinate the use of resources. 
  5. To ensure that all-important subject areas are covered by appropriate initiatives/partnerships. 
  6. To develop greater trust between partners.
     
  7. To jointly develop creative solutions to problems. 

3.      Establishment

The Partnership is the Local Strategic Partnership for North Lincolnshire. It consists of members from the public, private, community and voluntary sectors and North Lincolnshire Council, to reflect the interests of residents and key local agencies. 

4.      Organisation 

The NLSP consists of a main board (“the Board”) and a partnership body linking to the 4 blocks or themes in the Sustainable Community Strategy and LAA. A Partnership Team supports the Board and member organisations will provide further support for it and the ‘Blocks’. From time to time the Partnership will organise conferences or similar events to widen involvement and better deal with specific issues.      

The role of each Block will be to: 

  • Develop and agree the relevant section of the Community Strategy and LAA;
  • Develop and agree an overall strategy for the theme;
  • Agree programmes of work, action plans and use of resources to achieve the outcomes identified;
  • Maintain an overview of progress and trends and be responsible and accountable for progress towards achieving the stated outcomes;
  • Ensure arrangements to meet specific statutory requirements, e.g. Children’s Act, Crime and Disorder Act. 

5.      Legal Status

The North Lincolnshire Partnership is an unincorporated association. The Board and Partnership will therefore require its partner organisations to fulfil most functions on its behalf.  Some blocks may however fulfil the functions of statutorily required, inter-agency governing bodies. This will be reflected in their individual terms of reference. 

6.  Indemnity      

Members of the Partnership Board are indemnified against liability incurred through the affairs of the partnership (e.g. negligence, default, breach of duty).

For activities relating to external funding programmes indemnity will be provided through the assets of the Accountable Body.

For all other aspects of the Partnership’s objects members are required to be indemnified by their employing organisations. The Partnership will take out insurance for Board members who do not have employers’ indemnification insurance.

Section 2:  Constitution Name

1.   Name.

The name of the Partnership shall be the “North Lincolnshire Strategic Partnership” (hereinafter referred to as the “NLSP”) 

2.   Object 

The aims for which the Partnership is established are to: 

  1. Develop, in consultation with the local people and organisations, the Sustainable Community Strategy which will provide a framework for partners to plan and deliver services;
  2. Oversee the production and implementation of the Local Area Agreement;
  3. Agree the Local Public Sector Agreements (LPSA 2) and monitor its delivery and impact;
  4. Develop mechanisms which promote better communication and shared decision making, break down organisational barriers and promote coherent service delivery;
  5. Target resources more effectively on local priorities;
  6. Ensure local people are actively involved in decisions which affect their communities;
  7. Bring social inclusion and environmental sustainability into the mainstream of our regeneration activity;
  8. Forge partnerships with central government and provide a district-wide voice into
    regional and sub-regional plans.

In implementing these, the NLSP will at all times seek to value cultural diversity, respect community identity, reduce inequality and social exclusion and combat all forms of prejudice and discrimination. 

3.   Membership 

The Board and Partnership shall have power to invite any individual or organisation into membership provided they are based in North Lincolnshire or have responsibilities for issues relevant to the Partnership’s object. Such members will be able to receive Board and NLSP minutes and agendas and attend and participate at meetings.  They will also be eligible for membership of any working groups set up by the Board or Partnership. 

4.   The Board

 

The Board will maintain an overview of the overall activities of the Partnership and there will not be more than 16 members. Members of the Board will represent the partnership, named bodies, organisations and sectors reflecting both national guidance and local circumstance. The sixteenth member of the Board shall be the leader of the ruling political body in North Lincolnshire.     

The Board will comprise of statutory and open members. Statutory members are defined by their positions within the area of North Lincolnshire these are: 

Ø      The Chief Executive of NLC
Ø      The Chief Executive of North Lincolnshire PCT
Ø      Chief Superintendent of Humberside Police B Division
Ø      The Chief Executive of VANL
Ø      The Chief Executive of Humber and Wolds Rural Community Council
Ø      The Chair of the Hull and Humber Chamber of Commerce
Ø      The Chair of the Economic Development Board 

The open member places will last for three years and will be filled via elections at the AGM of every third year.  

Board and LPSB membership will be kept under review and will be formally reassessed on an annual basis.  Proposed changes to membership by sector, including definition of qualifying members will require 14 days notice and a two-thirds majority. 

The Board role will be: 

  1. Bring together a broad section of agencies and sectors to develop and sustain a common vision for the area, as indicated in the Sustainable Community Strategy and Local Area Agreement;
  2. Improve the shared understanding of partners’ agendas and encourage better working between sectors;
  3. Maintain a strategic overview of conditions in North Lincolnshire, partly by the development of an annual state of the Borough report;
  4. Have an overview of the work of each theme block to ensure that connections are made across themes, identify gaps, and agree complementary membership, meeting, monitoring and review cycles;
  5. Ensure that each theme block keeps a focus on ‘narrowing the gaps’, achieving the floor targets, and delivering the Partnership’s agreed Improvement Plan;
  6. In conjunction with North Lincolnshire Council, develop and agree the Sustainable Community Strategy on a 3 year cycle of consultation, monitoring and production, including annual updates on key areas of activity: and
  7. Ensure that the entire process is clear, transparent and communicated effectively to partners and the wider community.

The Board will also retain an overall performance management role for the Local Area Agreement (LAA) but each thematic partnership will monitor and evaluate the programme for LAA  within its area.   

5   Thematic Partnerships

Thematic Partnerships overall membership will be set out in their individual terms of reference, but all will contain a minimum of 2 statutory sector members, 2 community/voluntary sector members agreed with the Stronger Communities Group and 1 private sector member. The Economic Development & Enterprise Theme partnership will have a minimum of 2 private sector representatives, nominated by the Hull and Humber Chamber of Commerce Shipping and Industry.  

The number of Theme Blocks will be agreed from time to time by the Partnership and reviewed at least annually. At the moment 6 thematic boards are established: -  

  • Safer and Stronger Communities-        
  • Children and Young People-        
  • Healthier Communities & Older People-        
  • Economic Development & Environment-        
  • Environment and Sustainability Board-        
  • Resilience Board 

Each Thematic Partnership shall have its own terms of reference, agreed and reported to the Partnership, but they will all have:

  • A Performance Agreement setting out the outcomes to be achieved and the targets for performance measures (in effect the LAA): and
  • A Business Plan for how resources - people and money - will be applied to achieve the level of performance.   

6.   The Board  

The Board will act as an Executive body for the LSP (“the Executive”). The tasks of the Executive are to:– 

  1. Ensure a sense of overall direction and purpose for the development of the partnership structure;
  2. To ensure the theme blocks work effectively together and that cross cutting issues are addressed;
  3. Performance monitor the SCS and LAA
  4. Make sure that changes identified through the LAA and LPSA2 are embedded in mainstream services.

The Board will report to the Partnership at NLSP meetings and if required will report as necessary more frequently to the Partnership.  

7.      Amendments to Constitution 

This constitution shall be open to review at any time but any amendment shall not be made unless agreed by a two-thirds majority of members present that are entitled to vote, and be subject to approval by partner organisations.  Notes of such proposed amendments shall be provided to members of the Board 14 days before the meeting.   

8.   Quorum

 

 NLSP Board 

For the NLSP Board meeting to have a quorum at least one third of the current members, including named substitute members, must be present and at least one from three of the four sectors, i.e. public agencies; private agencies; voluntary sector; North Lincs Council.  This applies to the NLSP Board only. 

In circumstances where a substitute representative attends a meeting it is the responsibility of the partner agency to ensure that they are properly briefed.

 Theme Blocks 

For a theme block to have a quorum at least half of the members should be present.  

9.   Appointments

 

The Board shall appoint at its annual meeting (normally to take place in January) a Chair and Vice-Chair for the ensuing year. The Chair and Vice-Chair will be from different sectors (for this purpose the composition is divided into five sectors – public, private, community, voluntary and North Lincs Council).  The Secretariat for the Board, Partnership and Community Strategy Performance Group will be provided by NLC. 

The Chair and Vice Chair will serve for a period of three years. An existing Chair may put themselves forward for the role again once their term has expired. 

A Chair or Vice Chair may serve no more than two terms (six years). 

Should the Chair resign or be unable to perform their duties the Vice Chair would assume the role until a new Chair can be approved. 

At the time this memorandum was adopted the Chair and Vice Chair are as follows: 

Chair:         Simon Driver (CEO North Lincolnshire Council)

Vice Chair:  Carole Phillips (CEO Voluntary Action North Lincolnshire)   

10.   Special Meetings of the NLSP Board

 

Any 6 members of the Board can call for a special meeting.  Such requisition, made to the Secretariat, must set forth the nature of the matter requiring consideration and the notices summoning such meetings shall contain details of the matter to be discussed.  The meeting must take place within 28 days of its notification. 

11.   Openness and Accountability 

The agenda and minutes of the Partnership shall be made available to the public or interested organisations on the NLSP website.  Meetings will be open to the public except where issues relating to individuals or commercially sensitive information are being dealt with. These items will be identified as such on the agenda.

The LSP is accountable to the public for delivery of the SCS and LAA. This includes ensuring financial probity, equity of process and achievement of agreed outcomes and objectives.

Delivery of the Partnership’s strategy/delivery plan shall be subject to formal review through North Lincolnshire Council’s scrutiny process on at least an annual basis. 

12.    Dissolution 

The Partnership may be dissolved at any time by a Resolution supported by not less than three-quarters of those present and voting at a Board meeting of which at least 21 days clear notice has been given.

Section 3:   Operating Arrangements

A.   NLSP Partnership Board Meetings

1.   Frequency

The NLSP Board shall hold at least 4 Board meetings in every year, for the transaction of general business and will hold such other meetings as they shall find necessary or convenient.  

2.   Agenda

 

 Each Board member shall: 

 

  • Be entitled to send to the Secretariat not less than 21 days prior to the date of the meeting a statement of any matter they may wish to include in the agenda: and
  • Receive copies of the agenda and accompanying papers at least 7 days prior to the date of the meeting, unless there is some particular urgency when a lesser period may be given, which in any event shall not be less than 3 days.

(NB Items may only be “tabled” for information purposes. All items should be written in plain language. Oral reports will only be accepted in exceptional circumstances and with the consent of the Chair. The items for inclusion on each agenda will be agreed with the Chair and Vice-Chair by the Secretariat) 

3.  Decision Making 

A consensus rather than a voting procedure shall be sought for most decisions at meetings of the NLSP Board.  Voting will be needed on decisions that commit finance and beyond that only in exceptional circumstances.  When voting takes place there will be an equality of votes amongst those members present and voting on that question, and in the case of a tied vote, the person presiding at the meeting shall have a second or casting vote.   

4.   Declaration of Interests

 

When accepting membership of the Board each member must complete a register of interests, which shall be kept by the Secretariat and be open to inspection by any member of the NLSP Board or appointed auditor.  In the spirit of openness interests should be declared where appropriate.  Those declaring an interest may be asked to leave the room by the Chair and shall take no part in the discussion, decisions or the voting thereon.  However, the Board if appropriate can invite the interested party to provide factual information before the discussion begins.  As a minimum the register must be updated annually.

5.   Advisors/Officers from Partners

Board members may bring supporting advisers to the meeting at the discretion of the Chair and when agreed in advance. Officers from partner organisations or other agencies can attend to participate or report on specific items, but once again at the discretion of the Chair and when agreed in advance. 

6.   Record

A full record of those present at the meeting, substitutesattending, of members sending apologies of absence and non-attendance shall be recorded in the minutes.  The minutes of every meeting of the Board shall be drawn up by the Secretariat and shall be approved, and then signed by the Chair at the next meeting. Actions agreed will be recorded at Board meetings and detail the name and organisation/sector of who is responsible and appropriate timescales for delivery and review. 

8.      Attendance 

Board members are expected to attend scheduled meetings. Substitutes for Board members will be accepted in special circumstances. Partner organisations/sectors are required to identify one authorised substitute representative. In special circumstances a substitute representative can make up the Board. This must be agreed with the Chair in advance. 

Should any member miss 2 consecutive meetings the Board will consider whether that member should be asked for a written explanation.  If a written explanation is sent a reply will be expected within 28 days, failure to do so will be considered as resignation form the Board. Unless there are exceptional reasons, missing three meetings will be considered as resignation from the Board. 

8.   Urgent Items

A group consisting of the Chair, Vice Chair and at least one other member of the Board will consider any urgent items that need to be determined between Board meetings. 

9.      Partnership Meetings 

The NLSP shall meet at least twice yearly including the AGM. NLSP meetings will be public meetings.

B Thematic Partnerships 

The operating arrangements for each theme block will be set out in their terms of reference. The Board will approve these and major amendments will be notified in accordance with 8 (section 2). 

It is expected that thematic partnerships will have the following membership as a minimum: 

  • At least two Statutory Sector members from different organisations
  • At least two Voluntary Community Sector members from different organisations
  • At least one private sector member. 

The number of thematic partnerships will be agreed from time to time by the Partnership and reviewed at least annually. At the moment 4 thematic boards are established:-

      -   Safer and Stronger Communities
        
      -   Children and Young People
        
      -   Healthier Communities & Older People
         
      -   Economic Development And Environment 

Each block, as part of its Performance Agreement and Business Plan will provide regular progress reports to the Partnership and Board. 

C   Summary of Proposed Structure

The Board 

Frequency:     Minimum of 4 times per year

Business:       Formally approving major policy documents including the Community Strategy, receiving monitoring reports on the Community Strategy, Local Area Agreement and Local Public Service Agreements round 2. It will also receive monitoring reports on LSP spending, minutes of other working groups as shall be appointed from time to time and updates from Theme blocks.  It will decide how to deal with new or controversial issues, policy updates and initiatives. 

Membership:           

 

 
Private Sector: 2 statutory, 3 open5
  
Community/Voluntary: 2 statutory, 3 open5
  
Public Sector: 3 statutory, 2 open5
  
Political Membership: statutory
1
  
Total16
  

NLSP  

Frequency:      At least 2 times per year

Business:      Dealing with all business issues relating to the Partnership. Advising the Board on issues and performance and provide mandate for the Board. 

Thematic Partnerships 

Frequency:    Minimum of 4 times per year

Business:        As set out in their terms of individual terms of reference, but all will produce, deliver and report progress on a Performance Agreement and Business Plan. 

Work groups & project groups

 

Frequency:     Variable

Business:       These groups will be central to involving stakeholders in the Partnership's activities at the level most relevant to them. It will provide guidance and support for members on the Board, Partnership and other bodies.   

Conduct and behaviour 

All individuals involved with in the Partnership must ensure their conduct is lawful and does not bring themselves, the Partnership or their own organisations into disrepute.

In their role as Partnership members individuals must continue to abide by the Codes of Conduct, Codes of Governance and similar documents of their own organisations. 

Conflict resolution 

All partners should act to foster a culture of mutual respect and seek to make decisions by consensus.

Where a disagreement arises partners should make every effort to resolve the issue at that meeting or subsequent meetings. 

If a disagreement cannot be resolved satisfactorily in this way the matter should be referred to Locality Manager of GOYH. (to be agreed with GOYH)

Where conflict exists over underperformance, failure to deliver, financial performance or efficiency the matter should be referred to Locality Manager GOYH

 In any dispute partners will not act in such a way that makes resolution of conflicts more difficult or damages the reputation of the partners concerned or the Partnership as a whole. 

Equality & Diversity 

The partnership will act in accordance with the Diversity Policy agreed at its meeting of 10 May 2007.