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Rother Community Links
Linking organisations through consultation

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ROTHER COMMUNITY LINKS STEERING GROUP

Terms of Reference

Purpose of the RCL

* Rother Community Links has been set up to carry out a function: to enable the voluntary and community sector to take part in and contribute to the community planning process.  It is the process to link organizations through consultation.
* It aims to use the networks that already exist as an effective way of consultation.
* The work of Community Links should reflect the collective view for Rother.  There are many organizations that can give local views if they know that information is required. The RCL provides the means by which requests for information from the planning groups and views of voluntary organizations can be formally channeled into the planning and consultation process.
* It is not a body that lobbies on behalf of individual organizations or takes part in the funding decisions for grants or contracts for individual organizations.
* It is not a body that replaces the functions of a Council for Voluntary Service.  It does not help set up, find funds for or offer training to committees or volunteers.
* It may offer training to help individuals take part in planning meetings.
* Two meetings will be held each year to inform and report back to member organisations.
*  Previous planning and consultation forums have not required the need to be constituted as a company or a charity.  Ring-fenced funds for groups have been held by other constituted bodies.

Structure of the steering group
(See Appendix 1)

* The structure should be flexible and needs to be adaptable to undertake tasks as required. 
* For the above reason, the structure needs to be as simple as possible.
* The group should be of a manageable size to carry out the work of RCL, a maximum of eight people.
* The steering group will organise two meetings per year for members, an information seminar and an annual meeting to elect/agree steering group members and appoint a chair.

Individual Roles
(See Appendix 2)

* Members and representatives should be chosen for the work contribution that they could provide. That is time, skills, expertise and responsibility.

* Members acting as representatives speak on behalf of RCL not their own organization.  A set of protocols has been devised to clarify these roles.

Amended and agreed 5.2.02

Appendix 1

ROTHER COMMUNITY LINKS MEMBERSHIP

STEERING GROUP STRUCTURE

Membership

Up to nine members will be chosen (plus statutory service advisors as appropriate) to work on the steering group.  These members will be chosen for their expertise and knowledge and ability to undertake responsibility for at least one of the roles  (see below) of the steering group. 

An initial group, proposed by the sub-group and taken to the current steering group for agreement will stand for one year.  When the new steering group is agreed, the current steering group will cease to function.

If a steering group member leaves, the group may nominate a replacement for the remainder of that current year.

The steering group will elect a chairperson.

Future steering groups will be elected each year in December, at a full meeting of the Rother Community Links.

Sub Groups

Each member will join at least one sub-group that will be responsible for carrying out one of the roles of Rother Community Links.  At least two members will be attached to each sub group. 

The sub group will meet at least monthly, to plan and carry out appropriate tasks and to prepare feedback to the steering group.

The steering group will meet monthly or as appropriate to receive reports and agree/ratify action from each sub group, set future tasks and agenda and take decisions as appropriate.

Sub Group Roles

Group 1. COMMUNICATION
Tasks
To develop a web-site.
To co-ordinate and produce a quarterly newsletter and arrange distribution.
To plan at lease two meetings/seminars for RCL members.

Group 2. REPRESENTATION
Tasks
To seek appropriately skilled members to represent RCL on formal planning groups as required.
To develop a set of protocols for representatives sitting on formal planning groups.
To develop appropriate methods of briefing representatives and for reps to report to  both planning groups and RCL.

Group 3. CONSULTATION AND COMMUNITY VIEWS
Tasks
To develop a database of members with specialist knowledge and expertise.
To develop a method of sign-posting for statutory and voluntary organizations to appropriate members with expertise and knowledge.
To develop appropriate methods of consulting with voluntary and community groups.
To co-ordinate and prepare written consultation reports.

Group 4. RESOURCES
Tasks
To develop protocols for the use of the community fund.
To distribute the community fund as appropriate.
To seek sponsorship and/or grant aid for the work of RCL.
To seek an appropriate organization to act as banker for funds.
To liase with that organization and prepare a monthly statement of account for the steering group. 

Agreed 4.2.02 SL 4.1.02. Amended and agreed 4.2.02
 

Appendix 2

ROTHER COMMUNITY LINKS

Protocols for representatives on formal planning groups

Rother Community Links is a joint initiative between CVSs and voluntary organisations that enables the voluntary and community sector to formally take part in and contribute to the planning of local services. Representatives will be appointed by the management of RCL to attend meetings on its behalf.

Members representing RCL will provide the channel through which an exchange of views and the results of consultations with the community will be made to the planning groups.

Representatives will need to have proven good communication skills, experience of taking part in meetings and a wide knowledge of voluntary sector activities. 

Representatives will be expected to devote time and skills to:

* Take part in formal planning group meetings and sub-groups and express the views of the voluntary and community sector.

* Receive/take part in briefings from special interest groups set up by RCL and to present those views in the formal planning group meetings.

* A brief report to the management group of RCL of items raised and requests made by the planning groups for information, consultation exercises and other activities.

* Take part in the two full RCL meetings in June and December each year.

* Take part in training/awareness sessions offered to members of the management, special interest group members and representatives.

It is expected that approximately 10 hours per month, made up of 2/3 meetings (including briefings and report back) will be required.

Representatives can claim reasonable travel expenses or replacement care or childcare to attend if their parent organisation is unable to meet costs or if the meetings take place outside of normal working hours.

Prepared by SL: Feb. 2002
Amended and agreed after consultation 5.2.02

To register your interest just click the Join Us link or contact Clive Mills at Rye & District CVS, 25 Cinque Ports Street, Rye TN31 7AD
info@rothercommunitylinks.co.uk
Phone: 01797 225466      Fax: 01797 229448

Webmaster e-mail: ed@rothercommunitylinks.co.uk
Any message sent to the Webmaster will be forwarded to the Committee member or member of staff best able to deal with it.