Gloucestershire Assembly for the Voluntary and Community Sector
TERMS OF REFERENCE 2008
1. Introduction
Gloucestershire Assembly for the Voluntary and Community Sector (the Assembly) is based on the belief that collective action is more influential than a series of individual voices, and that co-operation between people generates shared strength through a pooling of energy, ideas and resources.
The Assembly will provide an opportunity for the voluntary and community sector (VCS) throughout Gloucestershire to develop a united voice and to ensure that issues important to the VCS are brought to the fore, always acknowledging that a diversity of views may exist. It will also provide a space for voluntary and community organisations throughout Gloucestershire to meet and exchange information, ideas and good practice.
2. Aim
The aim of the Assembly is to strengthen and support the VCS in Gloucestershire, by providing a strategic voice for the sector, as well as an arena for action and discussion.
3. Objectives
3.1 Ensuring that the collective views of the VCS influence strategic planning and policy decisions.
3.2 Promoting dialogue between the VCS and the statutory sector to enable effective consultation, and to encourage partnership working between the sectors.
3.3 Use VCS Strategy Groups to build the strategic capacity of the VCS, and facilitate networking and enabling the sharing of skills, information, experience, good practice and resources.
3.4 Ensuring that the strengths of the VCS are known and promoted and that weaknesses are understood, identified and addressed.
3.5 Ensuring that VCS nominated representation on key strategic partnership bodies is active and effective.
3.6 Supporting the implementation of the Gloucestershire Compact and delivering it especially in the VCS.
4. Membership & Structure of the Assembly
4.1 The Assembly consists of all voluntary or community organisations operating within Gloucestershire.
4.2 The Assembly will meet in full at least once a year. This meeting will be open to staff, volunteers and trustees/management committee membersof voluntary and community organisation in Gloucestershire. Each organisation will have a single vote.
5. Membership & Structure of the Board of Representatives
5.1 The Assembly is supported by a Board of Representatives (the Board), made up of the Chairs and Vice Chairs from each of the VCS Strategy Groups, plus elected representatives from each district VCS Forum, and members for six cross-cutting themes: ADVICE, HOUSING, LEARNING, RURAL, TRANSPORT, URBAN.
5.2 The make-up of the Board will ensure that all six equalities strands (Age, Disability, Gender, Race, Religion or Belief, Sexual Orientation) are represented. To ensure this, the VCS Equalities & Diversity Strategy Group will have four places on the Board, representing equalities strands which are not already represented through existing strategy groups.
5.3 The full Assembly will ratify the make-up of the Board at the next available annual meeting.
5.4 Individual Strategy Groups are responsible for ensuring representation, with the support of the Assembly Team.
5.5 District VCS Forums are responsible for organising the election of representatives to the Board.
5.6 A Board Member can only represent one VCS Strategy Group, District Forum or cross-cutting theme.
5.7 Termination of membership of the Board: A Board Member’s period of tenure will automatically end in the event that she or he fails to attend three consecutive meetings of the Board, unless the Board determines otherwise. The relevant VCS Strategy Group or District VCS Forum will be advised and ask to ensure consistent representation.
5.8 Deputies: Where a Board Member is unable to attend a Board meeting, a fully briefed deputy may attend the meeting in question.
5.9 The Assembly Board will critically review its membership annually at the Assembly Board Development Day.
6. Duties and Responsibilities for Board Members
6.1 Board Members are responsible for passing on information on issues affecting or opportunities available to the sector e.g. funding, training events, policy changes to the Assembly Team.
6.2 Board Members will be responsible for bringing issues from Strategy Groups or district Forums to Board meetings and will be responsible for reporting back to the relevant meetings.
6.3 Board Members will comply with the Job Description/Code of Conduct for representatives.
7. Meetings & Processes for the Board of Representatives
7.1 The Board of Representatives will meet at least 4 times a year to move forward the objectives of the Assembly.
7.2 Each Board Member will have one vote. Where necessary, questions arising will be decided by a simple majority of those present and entitled to vote. In the case of an equality of votes, the Chair will have a casting vote.
7.3 At least one third of the total number of Board Members, or their deputies, must be present at a meeting to form a quorum.
7.4 The first part of Board Meetings will be open, and observers will be welcome to attend and will be able to speak at the invitation of the Chair.
7.5 The Board will ensure that there is at least one full Assembly event per year to which all Assembly members will be invited.
7.6 The Board will have the right of censure for any Board member not complying with the Job Description/Code of Conduct for representatives.
8. Chair and Vice Chair
8.1 An independent Chair will be selected via a recruitment process.
8.2 The Chair will serve a term of three years, and may stand for a second consecutive term subject to a vote of confidence from the Assembly Board.
8.3 A Vice Chair will be elected from within the Assembly Board, and will serve a term of three years. Nominations for Vice Chair will be requested from the Assembly Board. In the event of there being more than one nomination, a secret ballot will be held of those Board Members present at the next available Board meeting. The Chair holds the deciding vote.
8.4 The process for selecting Chair and Vice Chair will not take place in the same year to ensure continuity of leadership.
8.5 The Chair and Vice Chair will be eligible to stand for a maximum of two consecutive terms.
9. Administration
9.1 The Gloucestershire Assembly Team will provide secretariat support to the Assembly and the Board of Representatives, contributing to the agenda of meetings in liaison with members and, where required, facilitating discussion.
9.2 Reports will be taken of all meetings and circulated to all Board Members, and once approved, will be made public.
9.3 A record of the meetings taking place and key discussions/decisions taken will also be accessible to all Assembly members via the VCS website www.gloshub.org.uk
10. Alterations to these Terms of Reference
10.1 There will be an annual review of these Terms of Reference. Any proposed alterations must be given in writing to the Chair of the Assembly for consideration at this annual review.
10.2 Any alterations to these Terms of Reference will need to be approved by at least two thirds of the Board Members present at that particular meeting, followed by ratification by the full Assembly at its next meeting.
Values
Equality and Inclusion – the Assembly will undertake creative positive action to encourage the involvement of groups within the VCS who tend to be marginalised or excluded.
Accountability – the Assembly and any representatives it selects will be accountable to the VCS and will have clear mechanisms in place to demonstrate this.
Partnership – the Assembly will work towards meeting its aims through co-operative and inclusive partnerships. It will aim to avoid duplication, to promote unity and to encourage and facilitate co-operation between voluntary and community organisations.
