Elected Representation Policy and background information (Brighton and Hove)

How it works and why it’s important 2016 - 2018

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Introduction and purpose of this document Our elected reps are leaders of the voluntary and community sector in Brighton and Hove. They represent the sector’s interests, sharing their knowledge and expertise across a broad range of partnerships and agendas. Reps influence strategy, policy and decision making, ensuring the voices of the voluntary and community sector are heard and understood. To ensure that the messages which are shared are relevant and of importance to the sector, elected reps connect with communities via their existing networks and relationships as well as those directly serviced by our organisation. This broad reach into and out of the sector, along with an elected mandate via our membership, ensures that reps are a well-respected and influential force for change in the city. This document describes:

• The purpose of community representation • Our policy on electing and supporting reps • A reps role description and skills the role requires • Election procedures

The role of a community representatives Reps have a leadership role to play in developing a strategic voice for the sector that influences key policies, plans and service re-designs. It is intended that the Reps Council, the body of elected reps that meet quarterly, develops this in a number of ways by:

Providing a strategic vision and direction for its representation and leadership activities, suggesting which key agendas should be focused on at which times

Maintaining dialogue and influencing key policies, plans and services

Developing relationships with key decision makers in the city

Attending committees, partnerships, steering groups as relevant and according to priorities in the Reps Council Manifesto

Connecting with the sector via our membership and events (as well as other groups and organisations) to ensure the sector’s current views are heard and understood

Feeding back to the sector on reps influencing activities and outcomes. There are occasions when our staff also have a representation role to play, and may attend partnerships, committees, steering groups. Our CEO and Representation and Partnership Manager in particular have an important ambassadorial role and are often called upon to represent the sector, typically when a new form of liaison is being set-up. However, elected reps will be fielded wherever possible on account of the relevant expertise and elected mandate they bring.

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The benefits of being a community representative We’ve been electing and supporting community reps for 15 years. During that time, reps have consistently fed back on the benefits gained by taking on the role including:

• Increased knowledge of the city and its decision making structures • Deeper understanding of a particular themed area of work • Being involved in decision making • Gaining new opportunities to network and build relationships across the sectors • Developing skills in representation, facilitation, writing reports and giving

presentations. • Belonging to the wider sector • Meeting like-minded people, networking and building personal and social

connections • Raising the profile of their organisation • Developing communication, diplomacy, negotiation and assertiveness skills • Receiving a small fee for their time spent on representation activities

Reps make a difference by:

• Ensuring inclusion and diversity by engaging with and meeting the needs of under-represented groups

• Being part of change and developing new ideas and services • Identifying gaps and developing solutions • Influencing agendas and promoting the sector • Sharing good practice • Building a sense of shared purpose, values and goals with public and business

sectors • Acting as a conduit for information sharing with the sector • Making sure that community engagement is meaningful and undertaken effectively • Improving communication with and understanding of the sector • Focusing on holistic and preventative services • Ensuring participation of service users • Enhancing collaborative working • Securing new delivery opportunities and tailoring activities to local priorities • And ultimately… improving the quality of life locally

The main challenges for representation

• The capacity of the sector means there is a tendency for the same individuals and organisations to put themselves forward as reps

• Organisation vs sector representation, ie reps are there to represent the whole sector, not only the views and interests of their organisation

• Making time for feedback and communication to the whole sector as a vital part of the work

• Cultural differences and power imbalances • The nature of the long road vs the tendency to want quick wins; ie quick wins

around the partnership table tend to be tokenistic and unsustainable but more

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permanent changes can be slow to achieve, which can result in frustration amongst those with a tendency to ‘do it now’!

What is a rep? Our members elect community representatives on a two year term to act as spokespeople for the voluntary and community sector in Brighton and Hove and to influence the city’s policies, strategies and services on behalf of our members and the wider sector. The current economic climate and the shifting landscape of leadership in the city affects the potential impact of sector representation and the ways in which we need to work, eg the council’s Committee system, new Clinical Commissioning group and new Police Crime Commissioner arrangements have all come about since we last reviewed its representative mechanisms. The sector’s ability to influence is at times curtailed by external pressures beyond our control. We try to work creatively to seek opportunities to maximise our input.

Reps Council The Reps Council is the group of elected reps that meets quarterly to decide on courses of action for community representation in the city. Elected reps provide a strong leadership role for the sector by identifying current and future trends and using this intelligence to make decisions about what and whom to influence and when. To ensure it becomes sustainable in the long term and in line with community development principles, reps own and lead the Reps Council with support from our staff. We support Reps Council to maintain its strategic vision and direction, and provide a secretariat function, support the chair of the meetings and carry out research, writing briefings or papers as necessary or as requested. Activities in the meetings often include:

• Updates on actions and developments since the last meeting • Reps identifying key influencing activities and messages to take forward • Key policy updates and discussions, including presentations from our staff or cross

sector partners when appropriate • Information and discussion on services, and service changes • Sharing of intelligence between reps and our staff on cross-cutting issues, gaps in

services • Identifying actions for reps to take forward

In addition, our other staff attend Reps Council meetings on occasion to share intelligence and update on their work areas.

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Reps and networking Reps are elected by the membership based on their areas of knowledge and expertise, which often means they bring a wealth of connections and well established relationships to the role. Developing and maintaining this ‘social capital’ is part of what being a community rep is about. In this way, reps are encouraged to be network champions, bringing the sector together around a particular theme or issue, or highlighting the importance of a policy, plan, service re-design to encourage communities to have their say about issues that affect them. As well as the networking activities reps already take part in, they are encouraged to play a leadership role, developing and participating in agendas for the four main Community Works networks; Children and Young People, Commissioning, Communities and Small Community Groups. In addition, other networking activities and events are likely to take place and reps are encouraged to develop links with these, some of which are hosted by other organisations, eg Healthwatch, Social Enterprise network.

Themed ‘clusters’ of reps Currently, reps are elected under several themes which were broadly identified to reflect the city’s priorities. These reps work together in their themed ‘clusters’ as the sector’s chosen leaders of each theme and make decisions about which influencing activities are most appropriate and effective, eg which partnerships to join, strategies to assist in developing. However, owing to the shifting landscape of leadership in the city along with challenges faced in the current economic climate, the themes also need to shift. 2016–18, reps are elected under the following themes:

• Children, Young People and Skills (5 reps) • Communities (2 reps)

- Crime and Community Safety (2 rep) • Commissioning (2 reps) • Health and Wellbeing:

- Health and Wellbeing (1 rep) - Mental Health (1 rep) - Integration of Health and Social Care (1 rep) - Better Care (2 reps)

• Housing (1 rep) • Small Groups (2 reps) • Social Enterprise (1 rep) • Adult Skills and Learning including volunteering (2 reps)

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• Environment: - Sustainability (1 rep) - Green spaces (1 rep) - Transport (1 rep)

• Equality and Diversity each bringing the sector together for their specific equality strand

- Ethnic and cultural minorities (formerly BME) (2 reps) - Carers (1 rep) - Disabled people (1 rep) - Religion and belief (formerly Faith) (1 rep) - Learning Disability (1 rep) - Sexual orientation (formerly LGBT) (1 rep) - Trans (1 rep) - Men and boys (1 rep) - Older people (1 rep) - Women and girls (1 rep)

Changes from the previous themes include:

Rationalisation of numbers in each category to match the influencing opportunities available

Separation of Health and Wellbeing into 1 general health and wellbeing, 1 mental health, and 1 integration of health and social care

Children and Young People broadened to include skills, to align with changes in the Council’s Committee Structure

Clarification that Skills and Learning Reps will focus on adult learning

Environment reps separated into sustainability and transport plus a new green spaces focus

An additional category for Trans rep, separate to LGB/’sexual orientation’ representation

Co-option and delegation To allow for a more flexible approach to community representation and to ensure the sector involves those with the right expertise at the right times, elected reps have the option to propose up to two co-opted reps within a themed cluster at any one time, to be involved in specific, time limited pieces of influencing work. Providing this option whilst limiting the numbers of co-opted reps allows for a more flexible approach at the same time as ensuring that Reps Council and its Manifesto does not become unwieldy. Co-opted reps are invited to attend Reps Council as observer members. Supporting co-opted reps with their influencing work is the responsibility of the themed cluster of elected reps that proposed the co-option arrangement. An elected rep mentor should be identified within the appropriate cluster and this relationship functions in a similar way to the mentoring arrangement with shadow reps.

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If feasible, there may be an option for some co-opted reps to join the shadow reps group for generic support in developing leadership and influencing skills.

Shadow reps A small group of ‘shadow reps’ may be supported to develop skills in community leadership and representation via mentoring relationships with more experienced reps. Our staff co-ordinate the process and recruit shadow reps (from interested individuals in groups or organisations that are our members), match them with an elected rep mentor and provide training support to assist them in developing knowledge and skills. Elected reps and shadow reps will work together and support each other. This should link with our corporate volunteering strategy and training service, and personal expenses should be offered to enable participation. It is intended that being a shadow rep over a 2 year term would give potential new reps an opportunity to develop enough skills and experience to stand for election in the next round if they wish to. Shadow reps may also be invited to attend meetings, deputise for their elected rep mentor or be co-opted for specific pieces of work as their skills develop. This opportunity is to be aimed especially at volunteers and workers from small community groups or organisations. Shadow reps are not elected, and can enter the organisation at any time, though efforts will be made to recruit them alongside an election round, for the purpose of continuity. Shadow reps will be invited to attend Reps Council as observer members.

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Elected Community Representative Role description

Main purpose of the role: To act as a spokesperson for the voluntary and community sector in Brighton and Hove by voicing the views, issues and experience of the sector and the city’s communities. To influence the city’s policies, strategies and services on behalf of our members and the wider sector.

Main responsibilities:

Gather intelligence from the sector about its current views, issues and experiences by attending events, taking part in networking activities and liaising with our staff

Provide strategic vision and direction for the sector and for our representation priorities

Shape and participate in events, networking activities and creating ‘position statements’ and the Reps Manifesto

Ensure the sector’s current views, issues and experiences are represented when influencing the city’s policies, strategies and services, which includes the regular use of ‘position statements’ and the Reps Manifesto

Develop relationships across sectors and represent the voluntary and community sector’s interests

Work with other elected reps and actively participate in the Reps Council

Attend committees, partnership meetings, steering groups as required and decided by the Reps Council via its Manifesto

Read and digest papers and news bulletins from reps council and other relevant committees, partnerships, networks and events

Gather and maintain knowledge of local and central government policies

Make written submissions, and use other mechanisms for influence as needed

Feedback to our members on meetings attended, activities undertaken and outcomes achieved via our website

Work in accordance with our values, policies and procedures

The Reps REMIT - Skills needed to be an effective community rep:

Relationship building: Ability to develop and maintain effective and helpful relationships with colleagues across all sectors

Engaging: Willingness to engage with the wider sector beyond your existing networks, by attending events and networking opportunities that assist in developing a clear mandate to represent the sector’s current interests

Methodical: Ability to be organised and efficient, keeping up to speed on key agendas that affect the sector, which includes reading and digesting papers and news bulletins from reps council and other relevant committees, partnerships, networks and events.

Impartial: Ability to understand and express the difference between one’s own/organisational viewpoint and that of the wider sector and its varied viewpoints

Tactful and diplomatic: A practical understanding of the sensitivities of working across multiple sectors and ability to act as a critical friend, representing the sector’s interests in a mature and professional manner

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Time commitment This varies according to how many partnerships reps attend throughout the year and what other influencing work they identify as essential to their role. As an approximate guide, reps commit around 20-30 hours per quarter (most partnerships and networks meet quarterly) which equates to around 6-10 hours per month.

Reps support role Our staff will:

• Act as advisor to reps; providing information and translating policies, strategies • Support the Reps Council to maintain its strategic vision and direction • Provide a secretariat service for Reps Council including; hosting all meetings,

developing agendas, writing papers and updates as needed • Support shadow reps, eg with training • Induction for new reps following election

1

Representatives are required to represent the views of the sector and not only/exclusively the

views of their own organisation.

Reps responsibility Approximate time commitment

1 Read papers, prepare for and attend regular meetings of partnerships

4-6 hours per partnership attended, usually quarterly

2 Prepare for and attend Reps’ Council 4-6 hours per

quarter

3 Provide feedback to our members by:

Reporting back after strategic meetings

Providing information on key issues as necessary

Presenting / facilitating at network events as necessary

4-6 hours per

quarter

4 Participate in events and activities, to support the development of the voluntary and community sector’s shared views.

4-6 hours per quarter

5 Make efforts to consult our member organisations (at events, via e-group and by other means) on their views, and communicate these at partnership meetings1.

3-4 hours per quarter

6 Participate in reps induction and training (One session at first Reps Council following election, plus one additional workshop)

3-4 hours

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• Training via ‘Avenues to Influence’ workshop(s) and access to other appropriate training delivered by us and/or our partners

• 1-2-1 contact for new, volunteer and shadow reps • Provide an elected Reps Manual

Reps reimbursement fees and personal expenses Reps reimbursement fees are offered at £800 per year per organisation for volunteer reps or those working for a small group or organisation with an income of less than £35k per year. This is to ensure that volunteers and small groups are not unduly disadvantaged by taking on the elected reps role and to encourage wider representation of the sector. Quarterly payments of £200 are automatically paid to the group or organisation unless the rep becomes inactive, steps down or opts out of receiving payment. Personal Expenses (eg travel, print costs, phone calls) can be claimed by any rep at any time by submitting an expenses form with receipts.

Election procedures Our election process is the responsibility of the our Board of Trustees. Elected Representatives must be part of a member organisation, either as a paid worker or as a volunteer.

Candidates and nominations A campaign to find potential candidates to stand for elections as reps should begin in good time (no less than four weeks) before the relevant AGM. Special efforts should be made to recruit reps from small groups and also shadow reps.

1. Nomination forms must be circulated to interested candidates in good time 2. Candidates must be prepared and be available to take on the role of a rep for a two-

year period 3. Candidates must work for one of our member organisations, whether as a volunteer,

trustee, or paid member of staff 4. Candidates can nominate themselves 5. Candidates must have the agreement and support of their organisation to stand in the

elections 6. Candidates can be nominated under as many themes or equality roles as they choose,

but will only be elected to the theme or equality role which they receive the most votes for

7. Where seats are contested, only one person from any group or organisation may be elected as a rep. If more than one rep from an organisation is elected to a contested seat or to more than one seat within the same theme, the candidate with the lowest number of votes will be asked to step down and the place offered to the nominee with the second highest number of votes the same theme

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8. The ballot paper will show the candidate’s name, member organisation and, responses to the three questions from the nomination form. Candidates will be listed in alphabetical order of their organisation, and grouped by the theme or equality area they are standing for

Voting • Members have two options for voting; on-line, or by postal vote upon request • Voting is confidential • Only our member organisations can vote • Each member organisation has one vote and will receive one ballot paper • Our member organisations are voting for a number of themed and equality focused

reps to be their spokespersons and represent their views on key issues • Each ‘theme’ and ‘equality focus’ has a different number of vacancies and candidates • Candidates will only be elected to the theme or equality focus which they receive the

most votes for • Candidates are normally required to receive 5% of the membership vote to gain

election under the theme for which they are standing, even if themes are unopposed

Voting online

• A link to an on-line ballot is sent via e-mail to the lead contacts of all our member organisations

• Each member organisation has one vote (held by the lead contact) and receives a unique link that only they can use

• There is a deadline for on-line voting

Voting by post • Postal ballot forms can be requested by members • Postal ballot forms must be completed and returned to our office

Following the election After the election, decision-making about which partnerships reps sit on and what work they are involved with must be transparent and democratic. These decisions will be made at the Reps Council’s first meeting following the election. If more reps request to attend partnerships than there are seats for, there will be an on-line voting process where members of the Reps Council can decide who should attend.

Resignations and vacancies

• If an elected representative resigns during their term, the Reps Council is responsible for filling the vacancy and can choose to do this either by going to the candidate who achieved the next highest number of votes at election or by co-opting a rep, whichever is most appropriate for the role

• If an elected representative leaves their member organisation during their term, they

will be treated as having resigned unless they move to an organisation that is also a member if ours. In which case the Reps Council can approve the rep continuing in their

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role providing they have the support of their new organisation. Otherwise, the Reps Council can approach the candidate with the next highest number of votes or co-opt

• Decisions about taking up representative opportunities additional to those detailed in

the Reps Council Manifesto (eg on new strategic partnerships or involvement in a strategic piece of work where the sector wants input) will be made on a case by case basis by the Reps Council

• Where Reps Council members cannot action a task detailed in their Manifesto or where

a specific Community Works member is best placed to represent the sector’s interests on a particular issue, the Reps Council has powers to co-opt additional representatives to act on its behalf

• If the Reps Council cannot agree on how to manage resignations, vacancies and new

representation opportunities, then our Board of Trustees reserve the right to make this decision on behalf of the membership

What else do I need to consider before I make a nomination? 1. Do you have the full support of your organisation and the time to attending meetings and take part in other related activity? Elected representatives hold their seats for two years. Is this commitment understood and agreed by your Chair/Board of Trustees or Committee? 2. Do you have enough capacity in your job or in your spare time to perform a representative role on behalf of the Community and Voluntary Sector? Representatives are accountable to the our membership and in addition to attending meetings are expected to feedback to the wider sector. 3. Do you know enough about the expectations of the Elected Reps role? Be sure to read through this document, and if you’ve any queries or questions, please contact our office to find out more!

Further information Contact our Partnerships Manager: Duncan Blinkhorn duncan@bhcommunityworks.org.uk (until 14 October 2016) Laura Williams laura@bhcommunityworks.org.uk (from 14 October 2016) Telephone: 01273 234025