Terms of Reference for the Greater Lincolnshire Nature Partnership

1.1Structure

The GLNP consists of the following parts:

  • Forum - all Partners (whether funding or non-funding)
  • Steering Group – main governing body, comprising voluntary selected Partner representatives
  • Secretariat –professional officers employed to work on behalf of the GLNP
  • All Partners

All Partners have a responsibility to work in furtherance of the GLNPand its vision.

1.3Forum

The Forum consists of representatives of all Partners. It meets at least once a year.

Forum responsibilities:

  • Selecting Chair and Vice-chair
  • Selecting Steering Group members
  • Endorsing the activities of the GLNP
  • Adopting the accounts
  • Approving the budget
  • Removal of Partnership status
  • Steering Group

The Steering Group consists of individuals drawn from the Partners and selected by the Forum by election.

  • Accountable for:

Open and fair governance of the GLNP

Probity of operation

Financial management

Setting of aims, strategy and objectives

  • Responsible for:

Agreeing strategy and direction

Deciding on priority setting

Reviewing proposals

Deciding on the addition and suspension of Partners

Recruitment of GLNP Manager

Overseeing the Secretariat

Monitoring budget

Resolving disputes

Attendance at meetings

1.5Secretariat

Professional officers employed to work on behalf of the GLNP.

  • Accountable for:

Efficient running of the GLNP

Reputation and standing of the GLNP

  • Responsible for:

Developing and proposing strategies for the GLNP

Delivery of the workstreams

Day-to-day operation of the processes and administration of the GLNP

Communications programme (inbound and outbound)

Selection processes for:

  • Chair
  • Vice-chair
  • Steering Group

Secretariat are as below:

  • GLNP Manager:

Reports to: Steering Group

Recruited by: Steering Group

  • GLNP officers:

Report to: GLNP Manager

Recruited by: GLNP Manager (in association with selected members of Steering Group)

1.6Forum members

Each Partner will nominate a representative to represent their organisation and interests within the GLNP. This representative will have the one vote of the Partner organisation where appropriate, for example selecting the Steering Group members.

An alternate representative should also be nominated for occasions when the main representative is unable to attend meetings. In these situations the alternate will have the vote if appropriate.

1.7Selection of Chair, Vice-chair

The Chair and Vice-chair are selected annually by the Forum. Any member or employee of a Partner organisation can put themselves forward as a candidate for Chair or Vice-chair. No proposing or seconding is necessary. Each candidate should include with their submission a piece of text supporting their candidacy (up to 250 words).

In the event that there is more than one candidate, an election will be held, with each Partner representative having one vote for each position. Election may be by voting in open meeting or by secret ballot as appropriate. Selection of Chair is made in advance of selection of the rest of the Steering Group members.

1.8Selection of Steering Group members

Steering Group members are selected annually by the Forum. The nominated representative from a Partner organisation can put themselves forward as a Steering Group candidate. No proposing or seconding is necessary. Each candidate should include with their submission a piece of text supporting their candidacy (up to 250 words).

Each Steering Group member should have an alternate, this will usually be the nominated alternate from the Partner organisation but does not have to be, for example if the member is representing a varied sector.

Steering Group members may be asked to represent a sector or range of organisations, individuals should bear this in mind when putting themselves forward.

In the event that there are more candidates than places on the Steering Group, an election will be held, with each Partner having one vote for each position. Election may be by voting in open meeting or by secret ballot, as appropriate.

1.8.1Steering Group constituent members

The Steering Group is constructed in the following fashion:

  • Chair – neutral
  • Four- one with experience from each priority work area (currently four areas)
  • Four - any Partner
  • Two - nature conservation
  • Observer- Humber Local Nature Partnership
  • Observer- Hosting organisation
  • Observer – Lincolnshire Local Enterprise Partnership
  • Observer – Lincolnshire Health and Wellbeing board
  • Addition of new Partners

Any group or organisation may apply to become a Partner of the GLNP. The GLNP Manager is responsible for initial screening of applications; all members will be notified by email of prospective new members at this stage and can raise any concerns in advance of consideration of GLNP status by the Steering Group at the next available meeting. The Steering Group is responsible for making the decision on GLNP status.

1.10Resignation or removal of Partnership status

A partner can resign at any stage, giving onemonths’ notice.

The Steering Group may remove any partner who has ignored all communication for over 12 months.

Any Partner having cause for concern regarding the continued Partnership status of any other Partner should in the first instance contact the Secretariat.The Secretariat will determine if there is cause for removal of Partnership status and attempt to resolve the issue, liaising with the Chair and others as appropriate. If this cannot be resolved in a reasonable time period the Steering Group should make a recommendation that the Partner be removed from the GLNP. The Partner may be removed by majority vote of the Forum. In the interim the Steering Group may suspend a Partner if a recommendation for removal is pending, and this is in the interests of the GLNP.

1.11Meetings

1.11.1Forum meeting

The Forum must meet at least once a year; and normally at one yearly intervals. The date and time of the meeting are to be chosen by the GLNP manager, and consideration should be given to choosing a convenient date and time that allows as many Partners as possible to attend. Partners should be advised of the date of the meeting in writing (email or post) at least one month in advance. A notice advising of the date, time and venue should also be posted on the website at least one month in advance.

The notice should detail any selection processes which will take place, as described in sections 1.6 and 1.7. The advice should be sent to both the nominated Partner representative and to the nominated alternate. The venue should be within the boundaries of the GLNP, and consideration should be given to accessibility.

1.11.2Steering Group meetings

The Steering Group should meet four times every year; and ideally at equally spaced intervals. The date for at least the next meeting should be agreed as an agenda item at each meeting. The dates of future meetings should be included in the meeting minutes; this will be taken as sufficient advice of future meeting dates.

The GLNP Manager should circulate an agenda with any papers or supporting documents for consideration at least two weeks in advance of the meeting. Circulation may be by email or post. Requests for inclusion of items on the agenda may be made by any member of the Steering Group. Such requests should be made at least three weeks in advance of the date of the relevant meeting.

Apologies should be given at least one week in advance if a nominated replacement representative.is to be substituted. If this is not the agreed alternate, the GLNP Manager should check that the intended replacement is qualified to act as a replacement.

Preparing and distributing meeting minutes is the accountability and responsibility of the GLNP Manager, who may delegate taking of minutes to another member of the Secretariat. The minutes should be distributed by email or post within two weeks of the date of the meeting.

Any queries regarding the minutes should be reported in the first instance to the GLNP Manager within two weeks of receiving the minutes, who should circulate any clarification or correction within two weeks of receipt of the query. If no queries are reported to the GLNP manager the minutes will be taken as to be an accurate record of the meeting, and need not be reviewed nor discussed at the following meeting.

1.11.3Exceptionalmeetings

1.11.3.1Exceptional meeting of the Steering Group

Should a situation arise that will materially affect the GLNP, the GLNP Manager should in the first instance discuss the situation with the Chair and Vice-chair. If they agree that the situation warrants, an exceptional meeting of the Steering Group should be convened by the GLNP Manager to discuss the situation and agree a course of action. The Steering Group may meet via teleconference or for specific items of business by make decisions by email.

1.11.3.2Exceptional meeting of the Forum

Should a situation arise that could result in the GLNP ceasing to exist or that could seriously jeopardise or otherwise alter the GLNP, the Steering Group can decide to convene an exceptional meeting of the Forum, subject to the normal quorum and majority voting rules of the Steering Group. Should the Steering Group decide on this course of action, the GLNP Manager should convene a meeting at the earliest opportunity, taking account of the likely ability of Partners to attend. Partners should be informed as soon as possible by such means as is judged appropriate.

The Steering Group should recommend an agreed course of action to the Forum, which the Forum should be asked to endorse. Endorsement is by normal voting rules. Normal quorum rules of the Forum apply.

1.12Quorums

The quorums for meetings are:

  • Steering Group: at least five voting members to be present
  • Forum: at least one third of the total number of Partners to be present
  • Voting
  • Forum

Election of Chair and Vice-chair is by simple majority. All other issues are decided by simple majority.

Voting is by a show of hands in open meeting or by secret ballot, as appropriate. In the case of a tied vote the Chair’s decision is final.

1.13.2Steering Group

The Chair / Vice-chair should normally seek to establish consensus views for all issues. However, should this not be possible, a vote should be taken, with the issue decided by simple majority of the voting members present. Voting is by a show of hands in open meeting. In the case of a tied vote the Chair’s decision is final.

1.14Declaration of interests

1.14.1Forum

No declaration of interests is required for Forum meetings.

1.14.2Steering Group

Steering Group members should declare an interest (anything that could have a material benefit to an individual or organisation) before discussion of any items, whether noted on the meeting agenda or arising during discussion.

Should the meeting agree, the relevant member should absent themself from discussion of the relevant item, either by refraining from discussion or by leaving the meeting room. Should abstention be disputed, the Chair’s decision is final.

1.15Winding-up of the GLNP

If a view is formed that the GLNP should cease operation, the process outlined in appendix 1 should be followed.

1.16Expenditure

Expenditure is at the discretion of the GLNP Manager within the limitations set out in appendix 2. At all times expenditure should be managed in line with:

  • The agreed strategy and plans of the GLNP
  • The agreed budget for the GLNP
  • General rules on governance of the GLNP
  • All legal and financial constraints pertaining

Compliance is the responsibility of the GLNP Manager; and the accountability of the Steering Group.

1.16.1Financial accountability for unincorporated structures

There is also a dotted line of accountability to the Finance manager of the hosting organisation/accounting body.

1.16.2Record keeping

Records shall be kept of all expenditure, in line with the general requirements on record keeping for the GLNP and with any legal requirements (including for audit purposes).

1.16.3Expenses

Reasonable expenses incurred by Secretariat officers and Steering Group members can be reimbursed retrospectively, subject to approval:

  • Secretariat:

Officers: approval is by GLNP Manager

Manager: approval is by a nominated responsible officer of the accounting body of the GLNP

  • Steering Group:

Members: approval is by Chair or Vice-chair

Chair and Vice-chair: approval is by two ordinary Members of the Steering Group

1.17Authority for general operation of GLNP

1.17.1Secretariat

The Secretariat are generally free to take such decisions on their own authority as are necessary for day-to-day operation of the GLNP. Officers are expected to keep the Manager informed and check before acting if they judge it necessary.

Exceptions are:

  • Expenditure above the limits set out in appendix 3 (capital and revenue)
  • Any action which they judge could possibly jeopardise the standing or reputation of the GLNP
  • Any request to confer endorsement or support of the GLNP on any other organisation or individual.
  • Steering Group

The Steering Group acts as a body and no individual member usually acts on behalf of the GLNP.

1.17.3Exceptional circumstances

Should any situation arise where urgent action is required, the Chair and Vice-chair should be informed as soon as possible, and take such action as they deem fit.

1.18Financial reporting and record keeping

Suitable records and accounts should be kept by officers of the Secretariat to allow adequate reporting to the Steering Group; and to meet any legal audit requirements.

Suitable accounts and financial reports should be prepared and reported to the Steering Group.

Record-keeping and reporting is the responsibility of the Secretariat; the GLNP Manager is accountable for this. Overall accountability for financial reporting and probity is the accountability of the Steering Group.

1.19Data security

Data security is to be given due regard at all times. The GLNP is to be managed to ensure compliance with the following constraints on data security and confidentiality:

  • All legal constraints on data management, including advice and recommendations of the Information Commissioner’s Office[1]
  • All requirements imposed by the owners of any data supplied to the GLNP for any purpose at all, and specifically including:

Records submitted to the Lincolnshire Environmental Records Centre

Data provided by statutory agencies

Data provided by Partners

All employees and Partners have a responsibility to comply with these requirements.

1.20Reporting

Reporting is a vital part of the operation of the GLNP. The GLNP should make regular reports as appropriate on its operations.

1.21Liabilities

The individual Partners have no liabilities for the GLNP, other than any individual agreement for the provision of finance. The hosting organisation takes all legal responsibilities for the employment of staff and by insurance ensures that individual partners are indemnified from all GLNP liabilities.

Appendix 1– Process to be followed in the event of dissolution of the GLNP

If a view is formed that the GLNP should cease operation, the following process should be followed:

  • The Chair and Vice-chair should in the first instance discuss the situation and options at length with the GLNP Manager.
  • If they form a consensus that the GLNP should be dissolved, they should convene at the earliest opportunity an Exceptional Meeting of the Steering Group; unless a routine meeting is due within the time frame in which an Exceptional Meeting could be arranged.
  • The Chair should propose cessation and dissolution of the GLNP to the Steering Group. Adequate time must be allowed for full discussion of the proposal to dissolve the GLNP, and the Chair should recognise and comply with all such reasonable requests for more discussion by any Partner. Normal Steering Group quorum rules apply
  • After discussions have been concluded, the Chair should move to voting on dissolution of the GLNP; specifically, a consensus decision without voting is not to be allowed. Normal Steering Group voting rules apply.
  • In the event that the proposal to dissolve the GLNP is agreed by the Steering Group, an exceptional meeting of the Forum should be called at the earliest opportunity. This should be in line with the normal rules for calling an exceptional meeting of the Forum.
  • The Chair should propose the dissolution of the GLNP to the meeting, laying out in full the reasons for such a proposal. Adequate time must be allowed for discussion, and all reasonable requests by any individual for more discussion time should be allowed. Normal quorum rules for the Forum apply. Following full discussions, the Chair should move to vote on the proposal to dissolve. Normal voting rules for the Forum apply.
  • Should the Forum agree to dissolve the GLNP, the Secretariat and Steering Group shall commence at the earliest opportunity making arrangements for dissolution of the GLNP.

Appendix 2 – Expenditure limits and authorisation to spend

  • The GLNP Manager is authorised to spend up to £500 per transaction on any revenue item without reference or authorisation from any other party
  • The GLNP Manager is authorised to spend over £500 and less than £1,000 but should advise the GLNP Chair of the expenditure after completion of the transaction
  • The GLNP Manager must receive authorisation for expenditure over £1,000 from the GLNP Chair before completion of the transaction

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