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RMB 20 Jan 2014
RTPI NORTH EAST – REGIONAL MANAGEMENT BOARD
AGENDA – MEETING AT 6.00 PM ON MONDAY 20th JANUARY 2014
GVA Level 4 Central Square Forth Street Newcastle NE1 3PJhttp://www.gva.co.uk/newcastle/#2
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1. Welcome by Chair Stephen Litherland to the first meeting of RMB in 2014 and apologies for absence
2. Minutes of the Regional Management Board meeting 21 October 2013Circulated for approval with this agenda. (attached)
3. Committee membership from AGM 2013 and remaining vacancies (attached)
4. Declarations of Interest
Completion of Declarations of Interest forms (attached)
5. Matters arising from the Minutes not otherwise covered on this agenda
6. Delegation of powers to RAPC in 2014
Continuation of sub committees in 2014Notification of chairs of these committees
CPD Regional Policy Member and Public Relations Planning Aid England Centenary
Representatives from RTPI NE on External Panels: response to survey and input to Annual Report 2013 (Minute 13.54)
7. Venue for committee meetings in 2014
GVA have kindly extended their offer of their offices in 2014
8. Agenda and Items for RAPC Monday 3 March 2014
9. Feedback from AGM 2013: any issues that arose
Draft minutes of 3 Dec 2013 attached for information
10 Topical issueso Newsletter contributionso Centenary event 26th Feb 2014
11. Any Other Business
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Registered Office: The Royal Town Planning Institute, 41 Botolph Lane, London EC3R 8DLA charity registered in England 262865 and Scotland SC 037841
RMB 20 Jan 2014
Andy EdwardsHon Secretary0784 024 7233 (m)01642 317344 (h)
Scheduled Meeting dates 2014 (all on a Monday):
RMB (Regional Management Board)
14 April 201430 June 201420 Oct 2014
RAPC (Regional Activities and Policy committee)
3 March 20142 June 201415 Sept 201424 Nov 2014
AGM
1 Dec 2014
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RTPI NORTH EAST – REGIONAL MANAGEMENT BOARDMINUTES OF MEETING HELD ON 21 OCTOBER 2013
At GVA Central Square Newcastle NE1 3PJ
Present David Cullingford (Region Chair), Stephen Litherland (Senior Vice Chair), Richard Newsome (Junior Vice Chair), Graham Garnham (Hon Treasurer) and Andy Edwards (Hon Secretary)
In attendance Richard Arkell (Chair, Regional Policy Group), Kay Lough (Regional Co-ordinator)
Apologies Joe RIdgeon
13.46 Welcome by Chair David Cullingford
David Cullingford welcomed members to the meeting and thanked GVA for hosting this meeting.
13.47 Minutes of the Regional Management Board meeting held on 1 July 2013
The minutes that had been circulated prior to the meeting were agreed as a true record
13.48 Declarations of Interest
No declarations of interest were made in accordance with the interim regional policy adopted in July 2013
The RTPI had circulated in September 2013 a revised policy on declarations of interest and this was attached to the agenda papers. There was some uncertainty over who – if anyone - was responsible for keeping the records at a regional level, and whether the policy applied to all committee members and co-optees on sub committees.
IT WAS AGREED that the interim policy on Declarations of Interest is continued until the AGM in 2013 and that all committee members in 2014 be requested to complete the declarations set out in the new policy.The Hon Sec to raise queries over the details of the policy with the RTPI centrally with a view to resolving outstanding issues in time for the AGM.
13.49 Matters arising from the minutes of the meeting held on the 1st July 2013 not covered elsewhere on the agenda
13.39 Budget for 2014. The Hon Treasurer reported that he had submitted the Budget in September 2013 and a response was awaited from the RTPI centrally.
It was clarified that charging for CPD events in 2014 was also to fund a Day conference with Newcastle University to provide a network of support to Chris Anderson and to give a “taste” of community planning to students.
IT WAS AGREED that the Planning Aid England sub group should prepare a business case
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for approval by the Regional Chair and Hon Treasurer for funding a Day Conference for community planning using CPD income.
Following the issues from the 2013 Presidential Dinner it was thought wise to have a contingency plan for the Charles Sheridan lecture being organised in May 2014 with the University of Newcastle.
13.50 Report back from the General Assembly (16 October 2013)
This report was deferred to the RAPC in November 2013 given the absence of Jan Bessell
13.51 Regions and Nations panel 19 Sept 2013 (reports circulated)
The agenda and papers for the Regions and Nations panel were circulated with the papers for the meeting
Conflict of Interest
Charles Veal had circulated the revised conflict of interest policy as described already at the meeting and invited anyone with any comments to contact Colin Bendall at the RTPI, who was the lead officer for the policy.
Regional awards
Mandatory site visits had been again rejected and Charles Veal would circulate the rules for Regional awards in 2014. The timetable for 2014 awards had been circulated with the R and N agenda.
Systems (“Tools for the Job”)
A review of system implementation regionally was discussed and the roll out of the Events Management System (EMS) where trials had now started in three regions. A separate document with all guides had also been circulated.
Hon Sec email accounts
Charles Veal would establish if regional Hon Secs could have RTPI e mail accounts. In the interim the North East Hon Sec had established a Live co uk email account and “Dropbox” so these could be accessed by authorised parties and to aid succession planning.
RTPI weekly lists
These had been raised separately as well as at the R and N meeting as some reps felt that the consultation process with Regions on Policy documents was flawed. Charles Veal to ensure that consultation requirements were made clearer for RTPI staff.
Linking CPD requirements to professional competencies
This paper was referred to the Planning Aid England sub group for further consideration but initial reaction was sceptical as to how much use it would turn out to be in practice.
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13.52 Annual review of Regional Operations Manual
The manual had been last updated in June 2012 and needed to be reviewed annually. A draft highlighting suggested areas for updating and some amendment had been circulated with the papers.
Updating was deferred to allow the Planning Aid England and Young Planners group to update their sections.
Once this was done the Hon sec would bring back to a future meeting for approval. It was important that an annual review took place.
IT WAS AGREED THAT consideration of the Regional Operations Manual update be deferred to a future meeting to allow for updating of the Planning Aid England and Young Planners sections.
13.53 Centenary year 2014
A budget of £5,000 had been earmarked in the 2014 Budget for the Centenary and it was proposed to allocate this as follows:
£2,000 for the Centenary reception£300 for the Timeline element£500 to support a Young Planner quiz£2,200 for Challenge days (it was expected that Chris Anderson would need £1500 of this for materials to support the events)£700 for cycle event, insurances and miscellaneous items. It was suggested that each entrant to the cycle event be asked to pay a minimum of £10 when registering to help cover costs as was usual in most cycle events.
It was pointed out that the Thomas Sharpe lecture was funded by the University via a Bursary and the Dinner would have to be self funding.
It was queried if past Regional Chars could be invited to the Centenary Reception in February 2014. This would be decided in the context of available funding
IT WAS AGREED THAT the proposed allocation of the budget be approved and the Senior Vice Chair be delegated to vary the individual sums to meet operational requirements with the allocation made and decide on all invitees to the Centenary Reception.
13.54 Annual General Meeting 2013
Review of all external appointments made by RTPI NE
A list of all people appointed by the RTPI North East to serve on various bodies had been circulated and it was considered that this may be out of date.
IT WAS AGREED THAT the Hon Secretary to contact all persons representing the RTPI NE to establish if they were still attending meetings on the RTPI’s behalf and to establish if they wished to continue with the role
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It was also agreed that from 2014 onwards these reps would be expected to make at least an annual report via a sub group or the RAPC.
Annual report for 2013 (Word version of 2012 Annual report circulated)
The Annual report for 2013 would be needed for RAPC for approval on 25 November and the suggested contributors list was agreed. The Hon Sec would remind all contributors of the deadlines to meet this timetable.
Committee memberships 2014
The Hon Sec had contacted all committee members whose terms were coming to an end at the AGM asking if they wished to continue and a number of replies were outstanding. A further reminder would be sent out and the Regional coordinator would then contact any remaining non responders individually by phone.
13.55 Agenda for RAPC 25 Nov 2013
Dr Lee Pugalis (postponed from September 2013) would be offered a 20 minute slot.Apart from this the main focus of the meeting would be
AGM agenda, arrangements and committee membership in 2014
Annual Report
Preparations for the first meeting in 2014 (involving committee members in sub groups)
13.56 Topical Issues
World Planning Day 6/7 November 2013 - a virtual planning event- where participants were being sought. No one immediately came to mind and this was referred to Members and PR group Chair for considerationRegional awards for Policy documents produced by statutory and non statutory bodies.It was agreed to look favourably on including this as a category on its own in the 2014 Regional awards
13.57 Any Other Business
Junior Vice Chair was making a presentation on 22nd October 2013 to final year students from Newcastle University with the Education officer from RTPI central and would also include the advantages of being involved in the RTPI North East both as a Young Planner and on the RAPC
Andy Edwards
Hon Secretary01642 317344 (h)0784 024 7233 (m)
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REVISED CONFLICT OF INTEREST POLICY
Conflict of interest policy
September 2013
This policy applies to Trustees, committee members and senior staff
Why we have a Policy
Trustees have a legal obligation to act in the best interests of The Royal Town Planning Institute, and in accordance with The Royal Town Planning Institute’s governing documents, and to avoid situations where there may be a potential conflict of interest. Staff and volunteers have similar obligations. The Institute’s bye laws contain the rules which govern conflicts of issue in particular paragraphs 74 to 77.
Conflicts of interests may arise where an individual’s business, personal or family interests and/or loyalties conflict with those of The Royal Town Planning Institute. Such conflicts may create problems; they can:
• inhibit free discussion;• result in decisions or actions that are not in the interests of The Royal Town
Planning Institute and;• risk giving the impression that The Royal Town Planning Institute has acted
improperly.
The aim of this policy is to protect both the Institute and the individuals involved from any appearance of impropriety. It derives not only from the Institute’s bye laws but also from the Charity Commission’s operational guidance A Guide to conflicts of interest for Charity Trusteeshttp://www.charitycommission.gov.uk/charity_requirements_guidance/charity_governance/good_governance/conflicts.aspx and the ICSA Best Practice guide on Managing Conflicts of interest in the not for profit sector.
The Declaration of Interests
Accordingly, we are asking Trustees, committee members, senior staff and those staff who are party to financial decisions to declare their interests, and any gifts or hospitality received in connection with their role or association in The Royal Town Planning Institute. The guidance on gifts and hospitality will apply to all staff. A declaration of interests form is provided for this purpose, listing the types of interest you should declare.
To be effective, the declaration of interests needs to be updated at least annually and also when any changes occur.
If you are not sure what to declare, or whether/when your declaration needs to be updated, please err on the side of caution. If you would like to discuss this issue, please contact the
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Registered Office: The Royal Town Planning Institute, 41 Botolph Lane, London EC3R 8DLA charity registered in England 262865 and Scotland SC 037841
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Chief Executive or Managing Director. In addition Trustees can consult the Honorary Solicitor and Honorary Secretary for confidential guidance.
This register of interests shall also be used to record all gifts of a value over £25 received by the Trustees, committee member and any member of staff. Interests and gifts will be recorded on the charity’s register of interests, which will be maintained by the Governance officer. The register will be accessible by Trustees and senior staff. Data Protection
The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act 1998. Data will be processed only to ensure that Trustees, committee members and senior staff act in the best interests of The Royal Town Planning Institute. The information will not be used for any other purposes.
What to do if you face a Conflict of Interest
If you are a user of The Royal Town Planning Institute’s services, or the carer of someone who uses the Institute’s services, you should not be involved in decisions that directly affect the service that you, or the person you care for, receive(s). You should declare your interest at the earliest opportunity and withdraw from any subsequent discussion. The same applies if you face a conflict for any other reason.
You may, however, participate in discussions from which you may indirectly benefit, for example where the benefits are universal to all users or where your benefit is minimal.
If you fail to declare an interest that is known to the Chief Executive and/or the Chair of the Board of Trustees, the Chief Executive or Chair will declare that interest on your behalf.
Decisions taken where a Trustee or Member of Staff has an Interest
In the event of the Board or committee having to decide upon a question in which a Trustee, committee member or member of staff has an interest, all decisions will be made by vote, with a simple majority required. A quorum must be present for the discussion and decision; interested parties will not be counted when deciding whether the meeting is quorate.
Interested Board (or committee) members may not vote on matters affecting their own interests.
All decisions under a conflict of interest recorded by the minute taker and reported in the minutes of the meetings.
The report will record:
• the nature and extent of the conflict;• an outline of the discussion;• the actions taken to manage the conflict.
Where a trustee benefits from the decision, this will be reported in the annual report and accounts in accordance with the current Charities SORP.
All payments or benefits in kind to Trustees will be reported in the accounts and annual report, with amounts for each Trustee listed for the year in question.
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Where a member of The Royal Town Planning Institute staff is connected to a party involved in the supply of a service or product to the charity, this information will also be fully disclosed in the annual report and accounts.
Independent external moderation will be used where conflicts cannot be resolved through the usual procedures.Managing Contracts
If you have a conflict of interest, you must not be involved in managing or monitoring a contract in which you have an interest. Monitoring arrangements for such contracts will include provisions for an independent challenge of bills and invoices, and termination of the contract if the relationship is deemed unsatisfactory.
MRTPI Chartered Members
The responsibilities in the policy are in addition to those contained within the Code of Professional Conduct for Chartered Town Planners which applies to Trustees, committee members and staff who are members of The Royal Town Planning Institute.
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Appendix B
ROYAL TOWN PLANNING INSTITUTERegister of Member’s Interests
In all cases please give details of the interest and whether it applies to yourself or, where appropriate, a member of your immediate family, connected persons or some other close personal connection.
I ……………………………….. as a Trustee/Member of the Royal Town Planning Institute (RTPI) have set out below my interests in accordance with the organisation’s conflicts of interest policy.
Nature of Interest
1. Current employment and any previous employment in which you continue to have a financial interest.
2. Remunerated and unremunerated appointments e.g. trusteeships, directorships, local authority membership, tribunals or committee membership, paid or unpaid, held in other organisations, charities or voluntary bodies over the last five years.
3. Memberships of Professional bodies, special interest groups, mutual support organisations, trade unions, or other organisations.
4. Companies or other bodies where business could be affected by the work of the RTPI, in which you, or a member of your close family have shareholdings with a nominal value greater than £25,000 or in which you hold more than 1% of the total shares. Also any land or property of substantial value, or from which income is derived. You need not declare your home unless an income is derived from it.
5. Gifts or hospitality offered to you by external bodies to RTPI and its branches and whether this was declined or accepted in the last twelve months.
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6. Any connection or contractual relationship with RTPI or RTPI services or with existing contracts for the supply of goods or services to RTPI or RTPI Services.
7. Any other conflicts not covered by the above
To the best of my knowledge, the above information is complete and correct. I undertake to update as necessary the information provided, and to review the accuracy of the information on an annual basis. I give my consent for it to be used for the purposes described in the conflicts of interest policy and for no other purpose.
Signed: …………………………………………………..
Position: …………………………………………………
Date: ……………………………………………………..
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RTPI NORTH EAST
MEMBERSHIP OF REGIONAL MANAGEMENT BOARD AND REGIONAL ACTIVITIES & POLICY COMMITTEE 2014 (as of 15 January 2015)CHAIRS OF SUB COMMITTEES (INVITED TO RMB)
REGIONAL MANAGEMENT BOARD
Region Chair: Stephen Litherland [email protected]
Senior Vice-Chair: Richard Newsome [email protected]
Junior Vice-Chair: Emma Walker [email protected]
Immediate Past Chair: David Cullingford [email protected]
Hon Secretary: Andy Edwards [email protected]
Hon Treasurer: Graham Garnham [email protected]
Region Representative on General Assembly: Jan Bessell [email protected]
Assistant Hon Treasurer (co-opted member)
Jonathan Nicholson [email protected]
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Registered Office: The Royal Town Planning Institute, 41 Botolph Lane, London EC3R 8DLA charity registered in England 262865 and Scotland SC 037841
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REGIONAL ACTIVITIES & POLICY COMMITTEE
Corporate Members serving until the end of 2014:
Richard Arkell [email protected]
Ian Cansfield [email protected]
Jenny Ludman [email protected]
Martin Marsh [email protected]
Mike Mealing [email protected]
Chris Pipe [email protected]
Jamie Reed [email protected]
David Stovell Deputy Region Representative on General Assembly [email protected]
Corporate Members serving until the end of 2015:
Steve France [email protected]
Dr Lee Pugalis [email protected]
Colin Haylock [email protected]
Tammy Adams [email protected]
Scott Munro [email protected]
John Anderson [email protected]
Graeme Smith [email protected]
Jenny Nye [email protected]
Co-opted Member of RAPC to serve until end of 2014:
John Dowsett [email protected]
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Student / Licentiate in full-time employment serving until the end of 2014:
Laura Renaudon [email protected]
Student / Licentiate in full-time employment serving until the end of 2015:
Vikki Drummond [email protected]
Students / Licentiates in full-time education serving for 2013-2014 academic year:
Rebecca Taylor [email protected]
Camilla Bebb [email protected]
Non-corporate Member serving until the end of 2014:
Vacant
Non-corporate Member serving until the end of 2015:
Vacant
Chairs of Sub committees in 2014 who are invited to RMB
Sub committee Name E mailMember and PR Group Joe Ridgeon [email protected] Please advisePlanning Aid England David Cross [email protected] Policy Please adviseCentenary Please advise
Kay Lough – Regional Co-ordinator – is invited to all RMB and RAPC meetings.
Andy Edwards Hon Secretary RTPI NE
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RTPI NORTH EAST – ANNUAL GENERAL MEETING DRAFT MINUTES OF MEETING HELD ON 2 DECEMBER 2013
At the offices of Eversheds, Central Square South, Orchard Street, Newcastle upon Tyne NE1 3XX
Present David Cullingford (Regional Chair), Stephen Litherland, Richard Newsome Joe Ridgeon, Graham Garnham, Andy Edwards, Ian CansfieldAttendance list to be attached
Speaker Chris Brown (igloo)In attendance Kay Lough (Regional Co-ordinator)
1 WELCOME FROM THE CHAIRDavid Cullingford welcomed everyone to the meeting and expressed his appreciation for a good turnout.
Apologies had been received from: To follow
2 MINUTES OF THE MEETING HELD ON 3 DECEMBER 2012The Minutes of the meeting held on the 3 December 2012 were agreed as a correct record.
3 PRESENTATION BY CHRIS BROWN OF IGLOO: CUSTOMISING PLANNING: Custom Build and the implications for the profession
Chris Brown gave an illustrated talk on the trial process of Custom Build which was different to the better known self build and drew from experience in the Netherlands and Germany. It was now being trialled with assistance from the HCA as a national pilot. It represented a move away from volume builders which surveys had shown were distrusted by a majority of would be purchasers. Chris was thanked for his talk and he took various questions on the process and how it related to the Planning and property procedures in the UK. Chris thanked everyone for the questions and comments which had given him some useful feedback to progress the concept.
The Chair thanked Chris for his giving up his time to attend and to Ian Cansfield for helping organise the talk.
4 MATTERS ARISING FROM THE MINUTES
There were no matters arising
5 ANNUAL REPORT OF THE REGIONAL MANAGEMENT BOARD AND REGIONAL ACTIVITIES AND POLICY COMMITTEE
The Chair introduced the report. Written copies of the Annual Report had been circulated and there were also hard copies at the meeting. There were no comments.
6 ELECTIONS OF PRINCIPAL OFFICERS AND REGIONAL MANAGEMENT BOARD MEMBERS FOR 2014
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Registered Office: The Royal Town Planning Institute, 41 Botolph Lane, London EC3R 8DLA charity registered in England 262865 and Scotland SC 037841
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A) Regional Chair
The meeting noted the progression of Stephen Litherland from Senior Vice Chair to Regional Chair
David Cullingford handed his badge of office to Stephen Litherland. Stephen outlined his statement of intent:
He intended to have two themes. The first is “The young person’s voice and young professionals” He had recently spoken at the Young Planners National Conference. He was impressed to see some many bright young planners with enthusiasm and ideas. He was very concerned that there were insufficient opportunities and he didn’t want to let graduates and young professionals walk away from the profession because there is a short term lack of opportunity: we will need them in the future. The grey brigade was very dominant at public meetings and a voice for young people is needed is needed in the planning process. The opportunity to achieve this will be via the Centenary celebrations. One of the ways of doing this will be via the School Challenge days. So overall his priority will be the Young Planners Group.
His second theme will be “Positivity and Positive Planning.” The recent deep recession has led to Planning taking a lot of flak for not delivering growth. Planning hadn’t caused the problem but was part of the solution. Because he now worked in a national role he could see the UK wide perspective. The North East needs to be positive. We must get way from the Local Authority versus Developer culture to drive forward growth and prosperity. He wanted to be a glass half full region. The Centenary year was an ideal vehicle to promote this culture. The events planned showed what had been achieved.
Stephen concluded by saying he looked forward to the challenge ahead. He had a great team around him. He thanked everyone for putting their faith in him.
Immediate Past Chair
The meeting noted the progression of David Cullingford from Regional Chair to Immediate Past Chair
Senior Vice Chair
The meeting noted the progression of Richard Newsome to Senior Vice Chair
Election of Regional Officers to serve one year
Junior Vice Chair
The Hon Secretary reported that Emma Walker had been properly nominated, proposed and seconded, in advance of the meeting and was the only candidate. The meeting noted her election as Junior Vice Chair.
Hon Secretary
The Hon Secretary reported that Andy Edwards had been properly nominated, proposed and seconded, in advance of the meeting and was the only candidate. The meeting noted his election as Hon Secretary for a one year term.
Hon Treasurer
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The Hon Secretary reported that Graham Garnham had been properly nominated, proposed and seconded in advance of the meeting and was the only candidate. The meeting noted his election as Hon Treasurer for a one year term.
Assistant Hon Treasurer
The Hon Secretary reported that there was no formal position for an Assistant Hon Treasurer in the Officer structure but previously Assistants had been appointed to help officers and to assist with their workloads. Jonathan Nicholson had been a member of the RAPC for 2011 to 2013 but was not continuing in that role and had indicated a willingness to act as Assistant Hon Treasurer. The meeting noted the co-option of Jonathan Nicholson as Assistant Hon Treasurer for a one year term
7 ELECTION OF REGIONAL ACTIVITIES AND POLICY COMMITTEE MEMBERS FOR 2014
Corporate members
The Hon Secretary reported that there were eight vacancies for Corporate members to serve for two years i.e. 2014 to 2016.
Colin Haylock, Jenny Nye, Dr Lee Pugalis, Graeme Smith and Scott Munro had been properly nominated, proposed and seconded, in advance of the meeting and were duly elected to serve for two years.
This left three vacancies to fill. Tammy Adams, John Anderson and Steve France who were present at the meeting indicated their willingness to serve. They were duly elected for a two year term subject to the usual nomination and secondment procedure to be arranged by the Hon Secretary as soon as possible.
In addition John Dowsett who was a retiring member of the RAPC for 2011 to 2013 had indicated a willingness to continue. He had sent his apologies. It was agreed that John would be co-opted for one year and would be held in reserve to fill any RAPC vacancies that arose during 2014.
Student or Licentiate members in Full Time Employment
There was one vacancy for a Student or Licentiate member in Full Time Employment to serve for one year. The Hon Secretary reported that Vikki Drummond had been properly nominated, proposed and seconded in advance of the meeting and was the only candidate. The meeting noted her election for a one year term.
Student or Licentiate members in Full Time Education
There were two vacancies for Student or Licentiate members in Full Time Education to serve for one year. Rebecca Taylor had been properly nominated and seconded, in advance of the meeting and was duly elected to serve for one year. Further nominations were requested to fill the remaining vacancy and Camilla Bebb indicated her willingness to serve. She was duly elected to serve subject to the usual nomination and secondment procedure to be arranged by the Hon Secretary as soon as possible.
Non Corporate members: two vacancies
The meeting noted that no nominations had been received and the Hon Sec was requested to circulate all members asking if they knew anyone suitable
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8 Any Other Business
None
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