RAPC 3 June 2013

RTPI NORTH EAST – REGIONAL ACTIVITIES AND POLICY COMMITTEE

AGENDA – MEETING AT 6.00 PM ON MONDAY 3 JUNE 2013

MEA House, Ellison Street, Newcastle-upon-TyneNE1 8XS

______

  1. Welcome by Chair S Litherland and apologies for absence received (Joe Ridgeon, Jenny Nye)
  1. Minutes of the Regional Activities & Policy Committee meeting on 4 March 2013

Circulated for information with this agenda (attached)

  1. Matters arising from the minutes not otherwise covered on this agenda
  2. Visit of Charles Veal Member Services Manager RTPI

Charles will be reporting on the role of Member Services and other issues relevant to the Regions incl Young Planners Structure Jan 2013(see also item 5 re Regions and Nations Panel)

  1. Regions and Nations Panel held on 21 May 2013 (selected papers attached)

All papers were circulated to members by e mail on the 23 May 2013. Graham Garnham attended the meeting as North East rep

Four relevant papers attached:

  1. Thriving committees
  2. Regions Strategy 2012
  3. Centenary
  4. Planning Ambassadors

Any points can be raised with Charles at the meeting.

The relevant papers on Business Planning and Budgets are being dealt with at the RMB on the 1st July 2013.

  1. Calendar for 2013 June to December (attached)
  1. Issues from the Sub-Committees:

(a)CPD Group(attached)

(b)Member & PR GroupPlanning Aid Group

(c)Regional Policy group

(d)Centenary Committee:

City and Century paper from Rose Gilroy (attached)

  1. Topical issues

a) Offer from GVA to host future RMB/RAPCmeetings at their offices in Newcastle (Forth Street)

b) Planning Summer School 6/9 September 2013 Leeds: any one going?

  1. Any other business

Andy Edwards

Hon Secretary

0784 024 7233 (m)

01642 317344 (h)

Currently meeting dates 2013:

Regional Management Board: at MEA House, Ellison Place, Newcastle-upon-TyneNE1 8XS

1 July 2013

21 October 2013

Regional Activities & Policy Committee: at MEA House, Ellison Place, Newcastle-upon-TyneNE1 8XS

16 September 2013

25 November 2013

AGM

2nd December 2013

RTPI NORTH EAST – REGIONAL ACTIVITIES AND POLICY COMMITTEE

MINUTES OF MEETING HELD ON 4MARCH 2013

At Mea House, Ellison Place, Newcastle upon Tyne, NE1 8XS

Present / Stephen Litherland (Chair), David Cullingford, Richard Newsome Joe Ridgeon, Graham Garnham, Jan Bessell, Andy Edwards ,Chris Clarke, Steve France, Teresa Strachan, Elaine Langman, Mark Brooker, Richard Arkell, Ian Cansfield, Jenny Ludman, Martin Marsh, Jamie Reed, Li Luo, Rebecca Taylor
In attendance / Kay Lough (Regional Co-ordinator)
13.10 / Welcome by Chair
Stephen Litherland welcomed everyone to the first meeting of the committee in 2013.
Apologies had been received from: Mike Mealing, Chris Pipe, David Stovell, Jenny Nye, Colin Haylock, John Dowsett, Charlotte Colver, Jonathan Nicolson, Liz Donaldson
13.11 / Minutes of the meeting held on the 12 November 2012 and matters arising from the not covered elsewhere on the agenda
The minutes of the meeting held on the 12 November 2012 were agreed as an accurate record: there were no matters arising.
13.12 / Membership of the Regional Management Board and Regional Activities and Policy committee 2013
Andy Edwards had been appointed Hon Secretary
Graeme Smith had been appointed to the vacant position of Corporate member serving until the end of July 2013
There was now only one remaining vacancy for a Student/Licentiate in full time employment to serve until the end of 2014. It was also noted that there may not be many of these people actually working in the region.
IT WAS AGREED THAT a Newcastle University rep would contact any potential Student/Licentiate candidates known to them to establish if there was any interest and encourage anyone interested to apply for the position
13.13 / Minutes of the Regional Activities and Policy committee held on 12 November 2012
12.77 (referring to previous minute 12.63) Clarification of 10% contribution
It appeared that in 2011 5.32% was earned by regions and Regional grant was 4.89%.
A discussion ensued over workload of the Regional co-ordinator and priorities.
IT WAS AGREED THAT a future meeting of RMB would re-examine the Regional Co-ordinator workload and priorities with a view to offering advice to the RTPI as her employer
Action: Chair and Hon Secretary
12.77 (referring to 12.64) English Policy Panel it was reported the English Policy panel had now been established
12.79 Career support/Evening workshop. The date for this was to be fixed
13.14 / Calendar for 2013
The suggestion for holding RMB and RAPC meetings on the same evening was discussed. The holding of the meetings together would reduce overlap in agendas. The drawbacks identified were the potential for having outside speakers at the RAPC would be lost and discussion of Admin items would need to be kept short to avoid overrunning of time available.
IT WAS AGREED THAT the currently published dates would stand and any alterations would be left to a decision by the Chairs of the RAPC and RMB
Action: Chairs of RMB and RAPC
13.15 / Issues from sub committees
(a)CPD Group (verbal)
A full programme had been arranged for 2013 and numbers were holding up with viability being achieved with approximately 40 delegates at an event. A new venue had been found to replace the Centre for Life. Sponsorships had been secured. A Registrar is needed for the APC events.
(b)Member and PR Group (written report)
Chris Clarke reiterated that he will be retiring from chairing the group at the end of 2013. There was a need for “mid ranking” planners to join the group and there was an invitation to all new members of the RAPC to join.
Regional awards deadline was 19 April 2013.
(c)Planning Aid Group (written report)
The monthly rolling contract of Chris Anderson continued.
There was no decision as of the 4th March 2013 on Planning Aid England funding in 2013/14 onwards.
(d)Policy Group (written)
Map for England
At consultation stage but now gaining some traction
Consultation on SEA revocation of the RSS for North East England
Although the RTPI had decided not to respond centrally to consultations on SEAs relating to RSS revocations, it was agreed following consultation with the HQ that a regional response would be appropriate for the North East . A copy of the letter sent to DCLG was included in the report
(e)Centenary committee (verbal)
A meeting had been held on the 16 Feb 2013 which 16 members had attended
Current ideas included:
  • Chair’s reception in February/March 2014
  • Quiz
  • Time Line exhibition at Centre For Life
  • Activity days (up to four)
  • 100 km bike ride
  • Thomas Sharpe lecture which needs a high profile
  • Centenary dinner

13.16 / Topical Issues
BBC 2 The Planners
It was decided not to proceed with a letter suggested by the RTPI centrally to the local papers as the programme settings were not near the North East or relevant.
Taylor review of Planning Practice Guidance
Issues identified by Sarah Lewis (Planning Practice officer) in the consultation were noted.
13.17 / Any Other Business
Speakers/Guests 2013
Charles Veal was attending the meeting on the 3rd June 2013
Speakers/Guests suggestions were needed for the meetings on the 16/9/2013 and 25/11/2013: suggestions to be discussed at June meeting.
Current suggestions include Princes Trust; rep from LEP and University
AGM 2 Dec 2013
Hope to hold at Toffee Factory: Chair and Ian Cansfield to progress
Students/Licentiates on RAPC
It was pointed out that the calendar year for committee membership did not fit in well with the student academic year. It was pointed out that existing rules allowed the co-option of individuals and this could take place in July or September.
It was also agreed that the potential for serving on the RAPC or sub committees would be an ideal topic for inductions for both undergraduates and postgraduate students

Andy Edwards

Hon Secretary

01642 317344 (Home)

0784 024 7233 (Mobile)

Charles Veal visit

4Young Planners Structure with effect January 2013

The Region/Nation structure for the Young Planners (YP) was formally agreed on 20 November 2012 by the Regions and Nations Panel and this note sets out the key points as agreed.

Central Structure

  1. The YP policy contacts at Botolph Lane will be Charles Veal and Alex McKenzie. ( and )
  2. A central YP policy webpage will be established and maintained by Alex.
  3. The YP Conference will be managed by a nominated project manager and an events assistant will be appointed subject to budget in each year.
  4. The YP Chairs will meet annually at Botolph Lane. The committee secretary will be Charles Veal and the meeting chaired by an Executive Board member, currently Wayne Reynolds. The next meeting is planned for 11th April 2013. Travel expenses will be reimbursed and claims should be submitted to Charles Veal.
  5. YP representatives are allocated one place on the Regions and Nations Panel which meets four times per year and the place will be offered by Charles Veal to regions/nations in rotation. Meetings are planned for 5 March, 21 May, 17 September and 19 November 2013.

Regional Structure

  1. YP representatives (up to two) should be either nominated or elected to sit on each region/nation activities committees.
  2. A budget for YP activities should be allocated and included in the region/nation Business Plan and Budget each year.
  3. Regional Co-ordinators/ Nation Administrators will maintain the region/nation YP webpages and all material should be passed to them for action. Material suitable for the policy pages to be forwarded to Alex McKenzie.
  4. Access to the ALMS database will be via the Regional Co-ordinators/Nation Administrators.
  5. Local email address lists held by YP representatives will be incorporated onto ALMS in due course subject to resources and IT processes to be agreed.

5Extracts of Papers from Regions and Nations Panel 21 May 2013

A)Thriving Committees

The panel is asked to:

  1. Discuss what makes a thriving committee
  2. Share best practice
  3. Endorse the renewal of the committee guides and propose any further guides they would like to see
  4. Endorse the idea of structured inductions for new committee members and honorary officers

Introduction

  1. The role of RTPI Regional Activities Committees and RTPI Regional Management Boards is crucial to delivering outreach RTPI services to members and a fundamental part of the ‘offer’ to members.
  1. This purpose of this paper is to stimulate ideas on how the RTPI can ensure that our committees thrive. The paper is divided into five sections:
  1. Current situation – A brief look at the current structure
  2. Key themes for thriving committees – A look at various aspects of successful committees with examples of best practice
  3. A review of the current guides available for committees
  4. A proposal for structured inductions of new committee members and honorary officers
  5. A set of appendices detailing committee statistics to give a fuller picture

Section 1 – The current situation

  1. About 300 volunteers are involved with the organisation of RTPI Regions and Nations services. Their contribution is vital in allowing the RTPI to deliver support and services to members and they play a crucial role in the governance of the Institute.

Member Services

  1. Volunteers work with RTPI staff to provide a wide variety of member services. These include CPD, networking and career support events; different forms of news and information through newsletters, e-bulletins, blogs and social media; awards for planning achievement and students; policy input and comment; community engagement with Planning Aid, schools and community groups; bursaries and research grants.

Governance

  1. Regions and Nations volunteers are central to the governance of the RTPI and the representation of members. Volunteers are elected by members as representatives on General Assembly and, in turn, elect two representatives onto the Board of Trustees . Generally it is through involvement in Regions’ / Nations’ work (including Young Planners) that the future leaders of the Institute emerge, with virtually all Trustees and many members of the General Assembly having been active in Regions or Nations committees.

Resource for the RTPI

  1. Volunteer contribution and expertise in the Regions and Nations represent a significant input to the RTPI. We do not hold systematic records of the amount of time that volunteers contribute to the RTPI. If however we make a very conservative guestimate of 30 hours per Regions and Nations volunteer per year (recognising some volunteers do much more and others less) this is a sum total 9000 hours.

Committee composition

  1. On the whole the Regions and Nations committees have a fairly good representation of the membership. There is some variation depending on the Region or Nation, for example RTPI London has a very young committee and the Yorkshire and the North West have higher than normal representation of consultants. One issue to note is the general under-representation of public sector workers compared to the membership. Appendix 1 contains a more detailed breakdown of the Regions and Nations committees.

Section 2 – Key Themes for committees

  1. Committees are involved in a number of functions from governance to event organisation. This section will look at five key areas that committees are involved in so that the Regions and Nations Panel can discuss them in more depth.

Committee Organisation

  1. Committees meet in a number of ways that suit their needs.

RACs, RMBs, ECs

  1. Each Region or Nation has a governing committee. In the case of the English Regions these are the Regional Management Boards consisting of the principal officers, in the case of the Nations these are the Executive committees. The English Regions also have a wider Regional Activities committee that support the work of the Region.

Meetings

  1. Committee meetings need to be business like and energetic to gain the maximum effect. They need to be accessible, conveniently located and at a suitable time. Across the Regions and Nations there is a wide range of different practice.
  2. Timings – Most committees meet in the evening, others for example the South West Region and East of England meeting in the daytime
  3. Location – Committees mostly meet at the same venue and choose somewhere convenient for members. It is a good idea to periodically review where meetings are held. In some geographically dispersed Regions, for example the East Midlands, meeting locations vary to improve accessibility.
  4. Teleconferencing – Not all committee members can conveniently attend meetings. Some Regions, for example the South East, use teleconferences to allow members to participate without them having to travel large distances. The RTPI has a teleconference system Powwownow which is very cheap and easy to use.
  5. Frequency – There is a wide variation: in practice some Regions and Nations meet quarterly others monthly. The frequency depends on what is useful for your needs and it is worth reviewing whether you need more or less meetings on a regular basis.

Committee Sub Groups

  1. Full committee meetings often cover a wide range of topics and it can be difficult to get all the necessary business done. Sub-groups enable more specialist topics to be considered discretelyand reported back to the committee. Typical sub-groups include events, awards and newsletters. Email and teleconferencing facilitate meetings without having to actually meet, but are better suited to some types of meetings than others.

Diversity

  1. Our members are a diverse range of ages, professional backgrounds and genders. From students to retired members with everyone in between from technical to chartered members it is good practice to draw in as many representatives of the members as possible. Not only does this provide you with more perspectives it also provides you with more contacts and support.

Barriers to participation

  1. Being part of a committee always presents challenges for members in how they can be involved. There are various barriers that can present challenges for aspiring members.
  2. Time commitment – How much time a member can give varies considerably and being flexible about commitment can draw in a wider pool. For example some members may not want to become formal members of the committee but are happy to organise an event. Similarly some may only wish to participate via teleconference.
  3. Timing of meetings – Where possible meeting timings should support member participation.
  4. Location of meetings – Again where possible meeting locations should support member participation
  5. Support for new members – sometimes roles seem daunting or overwhelming and put off potential new members. Clearly explaining the role and the support available helps new members feel they can take part.
  1. Appendix 1 shows the current diversity of our membership. For each committee there are different challenges and it is good practice to regularly review your committee composition and look to diversity.

Succession and new committee members

  1. Committees thrive on both stability and change. In a constantly moving world it is important to have new members and new honorary officers who bring energy, different ideas and a fresh approach. At the same time it is important to have established committee members who bring knowledge and experience of Regions and Nations work.

Where to find new members

  1. Succession and attracting new members can be very difficult. There are a number of ways that committees have been successful in the past in attracting new members.
  1. Developing strong links with Young Planners
  2. Recruiting members at CPD and networking events
  3. Encouraging employers to send staff to be committee members as part of their career development
  4. Using your newsletters and ebulletins to attract new members

Benefits to new volunteers in joining a committee

  1. Having a clear message about why it is important to join helps encourage new members to sign up to a committee. There are a number of very good reasons to join a Regions and Nations Committee
  2. Influence the debate - A chance to get topics and subjects that they are passionate about on the agenda and to shape their Institute and profession.
  3. Networking – Being on a committee gives members a great opportunity to meet other professionals outside of their workplace
  4. Learn new skills – e.g. budgeting, committee chairing, public speaking
  5. Career Development – Being on a committee demonstrates professional dedication and is good for career progression.
  6. Give back to the profession – Being part of the Region or Nation is a great way to support the planning profession.

Governance