APPENDIX 5
HIGHLANDS AND ISLANDS TERRITORIAL COMMITTEE
TERMS OF REFERENCE AND RULES OF PROCEDURE
Introduction
Following discussions with representatives of the Scottish Government on 20 May 2014, it was agreed that a working group would bring forward draft Terms of Reference for a Highlands and Islands Territorial Committee for consideration by the Scottish Government?.
Terms of Reference
The Highlands and Islands Territorial Committee, hereafter referred to as HITC, shall satisfy itself as to the effectiveness and quality of the implementation of all Operational Programmes and EU-funded initiatives within the jurisdiction of the members of the HITC? (hereinafter referred to as the Territorial Area) in accordance with the following:
. It shall periodically review progress made within the Terriorial Area towards achieving the specific targets of all Operational Programmes including LEADER and Axis 4 (EMFF) and Community Initiatives and make recommendations as outlined below.
. It shall make recommendations to the Joint Programme Monitoring Committee (“JPMC”) and Operational Programme Committees (“OPC”) on the financial allocations across the Strategic Interventions.
. It shall revise the scope of Strategic Interventions in conjunction with Lead Bodies as considered appropriate.
. It shall be represented on the Operational Programme Committees.
. It shall examine the results of implementation particularly the achievements of the targets set for each Strategic Intervention as applied within the Territorial Area.
. It shall make recommendations to the JPMC and OPC, as appropriate, on any amendments it wishes to be implemented to improve the effectiveness of the delivery of the funds including their? financial management.
. Where appropriate it shall consider the criteria for selecting the operations financed under Strategic Interventions and make recommendations to the JPMC and OPC as appropriate for any revisions of these in accordance with programming needs.
. It may propose to the Managing Authorities any revision or examination of the Operational Programmes likely to make possible the attainment of the respective funds objectives and particularly in respect of the Review of the Operational? Programmes.
. It shall be consulted on the Evaluation Plan and have input to all evaluations including the Mid-Term Evaluation undertaken by the Managing Authorities.
. It shall be consulted on the Communications Plan and have input to the activities therein.
. It shall also consider any matters relating to the implementation of the Operational? Programmes as they affect the Territorial Area including retrospection, targeting multi- annual awards and the Annual Implementation Plan. APPENDIX 5
Rules of Procedure
Membership
. Membership of the Highlands and Islands Territorial Committee will comprise each of the seven Local Authorities (namely Angus Council, Argyll and Bute Council, Comhairle nan Eilean Siar, Highland Council, Moray Council, Orkney Islands Council and Shetland Islands Council), Highlands and Islands Enterprise, the University of the Highlands and Islands, SCVO (for Third Sector), Scottish Natural Heritage, Scottish Funding Council, Skills Development Scotland, VisitScotland, officials of Scottish Government Departments and agencies including representatives of LEADER and Fisheries and Lead Bodies for ESI purposes as appropriate.
. The Committee will be chaired by either a regional representative or by the Managing Authority.
Place and Frequency
The HITC shall meet as required but on at least two occasions per annum at a convenient location, normally within the Territorial Area. The timing of the bi-annual meetings will follow the same cycle as those of the JPMC and OPC to ensure that the HITC can consider relevant issues and make appropriate representation.
Agenda
The Chairman will draw up an agenda for each meeting of the HITC in conjunction with stakeholders, including any items which might be requested in writing? by a member of the HITC (so long as the item is appropriate in the reasonable opinion of the Chairman). The agenda shall be issued to the HITC members, along with the papers necessary for the meeting normally 10 working days before the date of the meeting.
Secretariat
The HITC shall operate according to the agreed terms of reference and will be serviced by a Secretariat as specified below.
. Function
The Secretariat function shall cover the following:
– Planning and organisation of meetings, taking place as required but at least twice per year and normally within the Highlands and Islands. This will involve booking venues, catering, communications (VC, Lync etc)
– Co-ordination and liaison with lead bodies to obtain information, including that on activity, outputs and expenditure for HITC papers and reports
– Preparing, collating and issuing agenda and papers to HITC members, normally at least 10 working days before meetings
– Acting as secretariat at HITC meetings
– Producing and issuing meeting minutes and any other papers as agreed with the Chairman, normally within 20 working days APPENDIX 5
– Produce reports, papers and other information, as agreed by the HITC, for submission and consideration by the JPMC and / or OPC
– Liaise, as appropriate, with the Managing Authority, HITC members and others on matters falling within the remit of HITC
– Prepare and co-ordinate HITC input to the Evaluation Plan and linked activity
HITC – Other activities as necessary to ensure the effective operation of the HITC
– Liaison with Operational Programmes Secretariats.
. Resource
The Secretariat function will require a resource of:
– 1 FTE HITC Secretary to provide strategic input, produce papers and reports, input to plans and activities and liaise with the Managing Authority, HITC members and other stakeholders
– 0.5 FTE Admin’ support
. Location
The HITC Secretariat will be located in the offices of one of the HITC members
Record of the Meeting
The Secretariat shall produce a record of each HITC meeting and this shall be submitted in draft to the Chairman within ten working days of the meeting. Draft Minutes shall be issued to the HITC members within twenty working days of each meeting.