West Yorkshire Joint Services Members' Handbook 2016-2017

WEST YORKSHIRE JOINT SERVICES

MEMBERS’ HANDBOOK

2016-2017

CONTENTS

PART 1 MEMBER INFORMATION

(a) Membership of West Yorkshire Joint Services Committee (b) Timetable of Meetings (c) Key/Strategic Committee Reports - Forward Plan 2016/17 (d) West Yorkshire Joint Services Contact Officers

PART 2 GOVERNANCE ARRANGEMENTS

(a) Summary of Joint Agreement and Service Level Agreement (b) Standing Orders of West Yorkshire Joint Services (c) Access to Information Procedure Rules

PART 3 TERMS OF REFERENCE

(a) Terms of Reference of West Yorkshire Joint Services Committee and Sub-Committees (b) Joint Consultative Committee (c) Appointments and Appeals Panel

PART 4 ROLES AND RESPONSIBILITIES

(a) Committee Members (b) Chairs (c) Deputies (d) Business Manager (e) Strategic Leadership Team (f) Committee Secretary (g) Audit Protocol (h) Business Manager /Chair Protocol (i) Statutory Officers

APPENDICES Note these documents are available on the Internet only at www.wyjs.org.uk under Democracy and Governance

APPENDIX 1 Joint Agreement APPENDIX 2 Memo of Understanding APPENDIX 3 Members’ Code of Conduct APPENDIX 4 Members’ Guidance Notes APPENDIX 5 Scheme of Delegation APPENDIX 6 Financial Procedure Rules APPENDIX 7 West Yorkshire Joint Services’ Code of Corporate Governance APPENDIX 8 Whistleblowing Policy APPENDIX 9 Stakeholder Engagement Strategy APPENDIX 10 Partnership and Grant Funding Policy APPENDIX 11 Value for Money Policy APPENDIX 12 Risk Management Policy APPENDIX 13 Anti Fraud and Bribery Policy APPENDIX 14 WYTSS Delegated Legislation

PART 1

MEMBER INFORMATION

PART 1 (a)

Membership of West Yorkshire Joint Services Committee 2016/17

City of Bradford Metropolitan District Council

Contact: Julie Foster [email protected]

Substitutes Councillor Susan Hinchcliffe (Lab) As indicated in Standing Orders (6(4)) C/o Leader’s Office Leaders cannot have designated City Hall substitutes. Bradford BD1 1HY Mob 07971 562628 [email protected]

Councillor Sue Duffy (Lab) Councillor Imran Khan (Lab) 102 Hillcrest Drive C/o City Hall Queensbury Bradford Bradford, BD13 2QT BD1 1HY [email protected] 07966 464828 [email protected]

Councillor Naveed Riaz (Con) Councillor Michael Ellis (Con) 101 Harecroft C/o City Hall Bradford Bradford BD15 0BX BD1 1NY Tel 07582 109288 07791 934414 [email protected] [email protected]

Councillor Val Slater (Lab) Councillor Taj Salam (Lab) 19 Lady Lane c/o City Hall Bingley Bradford Bradford BD16 4AG BD1 1HY 01274 564099 07976 393844 [email protected] [email protected]

Metropolitan Borough of Calderdale

Contact: Debbie Tynan [email protected]

Substitutes Councillor Tim Swift (Lab) As indicated in Standing Orders (6(4)) 29 Rustic Avenue Leaders cannot have designated Southowram substitutes. Halifax HX3 9QW 01422 323529 [email protected]

Councillor Megan Swift (Lab) Councillor Anne Collins (Lab) 29 Rustic Avenue 27 Lower Skircoat Green Southowram Halifax Halifax HX3 0TG HX3 9QW 01422 366600 01422 323529 [email protected] [email protected]

Councillor Alison Miles (Lab) Councillor Stephen Sweeney (Lab) 2 Unity Street 2 Unity Street Hebden Bridge Hebden Bridge HX7 8HQ HX7 8HQ 01422 847340 01422 847340 [email protected] [email protected] Councillor Marcus Thompson (Con) Councillor Mrs Geraldine Carter (Con) Stratford 20 Rochdale Road Linden Road Ripponden Halifax Sowerby Bridge, HX6 4DS HX3 0BS 01484 614777 07415 140385 [email protected] [email protected]

Kirklees Metropolitan Council

Contact: Helen Kilroy helen.kilroy@kirklees.gov.uk

Substitutes Councillor David Sheard (Lab) As indicated in Standing Orders (6(4)) 21 Milton Road Leaders cannot have designated Norristhorpe substitutes. Liversedge WF15 7BB 01924 505666 [email protected]

Councillor Shabir Pandor (Lab) Councillor Mohan Sokhal (Lab) Copse House 45 Hall Lee Fold 10 Blenheim Drive Lindley Westborough Huddersfield Dewsbury, WF13 4NH HD3 3NX 01484 221000 07582 988812 [email protected] [email protected]

Councillor Andrew Pinnock (LD) Councillor John Lawson (LD) 10 Peaseland Close 1 Moorland Mount Cleckheaton Cleckheaton, BD19 3HA BD19 6JY 01274 876995 / 07940 238441 07523 304778 [email protected] [email protected]

Councillor Gemma Wilson (Con) Councillor Vivien Lees-Hamilton (Con) C/o Civic Centre 3 36 Hopton Drive High Street Upper Hopton Huddersfield Mirfield HD1 2TG WF14 8JR 07771 885038 07980 311484 [email protected] [email protected]

Contact: Kevin Tompkinson [email protected]

Substitutes Councillor Judith Blake (Lab) As indicated in Standing Orders (6(4)) Woodview Leaders cannot have designated Billiams Hill substitutes. Otley LS21 2DZ 0113 286 9947 [email protected]

Councillor Billy Flynn (Con) Vacancy 31 East Causeway Vale Leeds LS16 8LG 0113 224 3201 [email protected]

Councillor Pauleen Grahame (Lab) Vacancy 41 Swardale Green Swarcliffe Leeds LS14 5HJ 0113 260 7697 [email protected]

Councillor Kamila Maqsood (Con) Vacancy 7 Saville Road Chapeltown Leeds LS7 3ES [email protected]

City of Wakefield Metropolitan District Council

Contact: Andrew Taylor [email protected]

Substitutes Councillor Peter Box (Lab) As indicated in Standing Orders (6(4)) C/o Town Hall Leaders cannot have designated Bond Street substitutes. Wakefield WF1 2QW 01924 305300 [email protected] Councillor Stuart Heptinstall (Lab) Councillor Allan Garbutt (Lab) 45 Stanley Street 60a Pontefract Road Wakefield High Ackworth WF1 5LR Wakefield [email protected] WF7 7LL 01977 780742 [email protected]

Councillor Mrs Ros Lund (Lab) Councillor Charlie Keith (Lab) C/o Town Hall 12 Fourth Avenue Wood Street Newton Hill Wakefield Wakefield WF1 2HQ WF1 2HT 01924 826696 01924 299699 [email protected] [email protected]

Councillor Richard Hunt (Con) Councillor Angela Taylor (Con) 145 Thornes Road 2 Sandholme Drive Thornes Ossett [email protected] WF5 8QP WF2 8QN 01924 270729 07825 927808 [email protected] [email protected]

Joint Services Committee Membership 2016/17

Bradford: Councillors Susan Hinchcliffe, Sue Duffy, Val Slater and Naveed Riaz.

Calderdale: Councillors Tim Swift, Marcus Thompson, Anne Collins, and Alison Miles.

Kirklees: Councillors Shabir Pandor, Andrew Pinnock and Gemma Wilson.

Leeds: Councillors Judith Blake, Billy Flynn, Pauleen Grahame (Deputy Chair) and Kamila Maqsood.

Wakefield: Councillors Peter Box, Richard Hunt, Allan Garbutt and Ros Lund (Chair).

Archives, Archaeology and Trading Standards Sub-Committee Membership 2016/17

Bradford: Councillors Sue Duffy, Val Slater (Chair) and Naveed Riaz.

Calderdale: Councillors Marcus Thompson, Anne Collins, and Alison Miles (Deputy Chair).

Kirklees: Councillors Shabir Pandor, Andrew Pinnock and Gemma Wilson.

Leeds: Councillors Billy Flynn, Pauleen Grahame and Kamia Maqsood.

Wakefield: Councillors Richard Hunt, Allan Garbutt and Ros Lund

Governance and Audit Sub-Committee Membership 2016/17

Bradford: Councillor S Duffy (Deputy Chair)

Calderdale: Councillor A Collins

Kirklees: Councillor A Pinnock

Leeds: Councillor P Grahame (Chair)

Wakefield: Councillor A Garbutt

(or their nominees)

Joint Consultative Committee membership 2016/17

EMPLOYER REPRESENTATIVES

Councillors: Shabir Pandor Naveed Riaz Gemma Wilson Marcus Thompson Pauleen Grahame Ros Lund Alison Miles Sue Duffy

EMPLOYEE REPRESENTATIVES

Up to 5 representatives

Together with ex-officio (non-voting) representatives: the Business Manager and Senior Human Resources Officer or their nominees together with such managers as might be required for specific items.

In the first year the Chair will be from the Employers side and the Deputy Chair from the Employees side. These appointments shall be for one year on a rotating basis.

Appointments and Appeals Panel Membership 2016/17

Councillors: Pauleen Grahame Andrew Pinnock Billy Flynn Allan Garbutt Anne Collins Val Slater Ros Lund Kamila Maqsood

(or their nominees)

PART 1 (b)

Timetable of Meetings 2016/17

Joint Services Committee

Thursday 21 July 2016 (am) Thursday 22 September 2016 (am) (Statement of Account 2016 /17) Thursday 1 December 2016 (am) (Budget 2017/18) Thursday 26 January 2017 (am) Thursday 16 March 2017 (am) (Service Delivery Plan) Thursday 8 June 2017 (am) (Annual Meeting)

Archives, Archaeology and Trading Standards Sub-Committee

Thursday 21 July 2016 (am) Thursday 22 September 2016 (am) Thursday 1 December 2016 (am) Thursday 26 January 2017 (am) Thursday 16 March 2017 (am)

Governance and Audit Sub-Committee

Thursday 6 July 2016 Thursday 8 September 2016 Thursday 17 November 2016 Thursday 2 March 2016

Key/Strategic Committee Reports - Forward Plan 2016/17

*Definition of a Key/Strategic Decision is one that is:  Likely to result in Joint Services incurring significant expenditure which is, or the making of savings which are, significant having regard to Joint Service’s Revenue Budget.  Likely to result in determining strategic policy of Joint Services  Related to Internal Control and Corporate Governance issues

Date of Meeting and Purpose of Report Committee Contact Officer/ Subject Tel No. 9 June 2016 Appointment of Sub The appointment is necessary to assist the efficient JSC Susan Betteridge Committees, JCC & administration of the Joint Committee 0113 393 9700 Appointments & Appeals Panel Schedule of Meetings To agree a schedule of meetings to assist the efficient JSC Susan Betteridge administration of the Joint Committee 0113 393 9700 Financial Outturn To provide the Financial Out turn position for 2015/16, JSC Jonny Croston an update of the latest financial forecast for the current 0113 393 9833 year and approve budget monitoring arrangements for 2016/17. Joint Services Committee To set out the work programme of the Committees for JSC John Knox Work Programme 2016/17. 0113 393 9703 6 July 2016 Revised Corporate Risk To ensure Members approve annually any G&A John Knox Register amendments to the Corporate Risk Register. 0113 393 9703

Review and Challenge of To ensure Members provide robust challenge against G&A John Knox Strategic Risks the Strategic Risk Register. 0113 393 9703 Members Handbook To consider changes necessary to meet the G&A Susan Betteridge requirements of corporate governance. 0113 393 9703 Statement of Accounts To brief Members on the draft unaudited accounts G&A Jonny Croston 2015/16 0113 393 9834 Draft Annual Governance To inform Members of the Draft Annual governance G&A John Knox Statement 2015/16 statement 2015/16. 0113 393 9703 Internal Audit Annual To inform Members on the outcomes of the 2015/16 G&A John Knox Report 2015/16 annual audit programme. 0113 393 9703 3 Year Annual Internal To inform Members of the 3 year internal Audit Plan G&A John Knox Audit Plan 2016/19. 0113 393 9703 Audit Fee Letter 2016/17 To inform Members of the programme and fee by the G&A John Knox External Auditor for 2016/17. 0113 393 9703 AGS Action Plan – To inform Members on progress against the 2014/15 G&A John Knox progress report and new AGS and 2015/16 AGS. 0113 393 9703 year External Audit To inform Members of process to procure an external G&A John Knox Procurement Process auditor. 0113 393 9818 21 July 2016 Corporate Service Plan To approve the 2016/17 SDP for implementation and JSC Susan Betteridge confirm the expenditure, policies and strategies 0113 393 9700 represent the views of the Committee Staff Survey To update Members on actions taken to address issues JSC David Lodge raised by the 2016 Staff Survey. 0113 393 9704 Audit Fee Letter 2016/17 To inform Members on the programme and fee by the JSC John Knox External Auditor for 2016/17. 0113 393 9703

Members’ Handbook To consider changes necessary to meet the JSC Susan Betteridge requirements of corporate governance. 0113 393 9700 Internal Audit – Annual To report control assurances of the Support Servicing JSC John Knox Report Authority’s Senior Audit Manager 0113 393 9703

3 Year Annual Internal To inform Members of the 3 year internal Audit Plan JSC John Knox Audit Plan 2016/19. 0113 393 9703 External Audit To seek Members approval to procure an external JSC John Knox Procurement Process auditor. 0113 393 9818 Revised Corporate Risk To ensure Members approved annually any JSC John Knox Register amendments to the Corporate Risk Register. 0113 393 9703 Revenue Budget To provide an update on the latest financial forecast for JSC Jonny Croston Monitoring Q1 2016/17 2016/17. 0113 393 9833 Service Level Agreement To consider Service Level Agreement for 2017/18. JSC John Knox 0113 393 9703 Joint Consultative To approve the minutes of the JCC meetings JSC Karen Pearce Committee 0113 393 9818 Performance Monitoring To inform Members of achievements against fourth AATS John Knox 2015/16 Q4 quarter (previous year 2015/16) performance against 0113 393 9703 the Service Delivery Plan Food Plan 2016/17 and To ensure Members are aware of the Food Standards AATS David Lodge Food Standards Return Return and approve the WY Annual Food Service Plan 0113 393 9704 2015/16 2016/17. Enforcement Policy To ensure Members approve the Enforcement Policy AATS David Lodge 0113 393 9704 WYTSS Underage Sales To ensure Members are aware of activities taken by AATS David Lodge Annual Report WYTSS and to fulfil statutory requirement to publish 0113 393 9704 policy to deal with Tobacco Sales to juveniles.

RIPA activity 6 month To ensure Members are aware of RIPA activity. AATS David Lodge Report 0113 393 9704 Public Analysts’ 6 month To ensure Members are aware of outcomes of analysis AATS Duncan Campbell Report. of Food Safety Act samples taken by West Yorkshire 0113 393 979710 Trading Standards Service. 8 September 2016 Review and Challenge of To ensure Members provide robust challenge against G&A John Knox Strategic Risks the Strategic Risk Register. 0113 393 9703 Annual Governance To report to Members matters arising from the audit of G&A John Knox Report the Statement of Accounts in accordance with SAS 610 0113 393 9703 Partnership Policy Update To update Members on the current Partnership Policy. G&A John Knox 0113 393 9703 Statement of Accounts To consider the audited 2015/16 Statement of G&A Jonny Croston 2015/16 Accounts 0113 393 9834 Trading Company To seek Members approval to establish a Trading JSC Susan Betteridge Company. 0113 393 9700

AGS Action Plan – To provide an update on the progress in G&A John Knox Progress Report implementation of agreed actions 0113 393 9703 22 September 2016 Statement of Accounts To approve the 2015/16 audited Statement of JSC Jonny Croston 2015/16 Accounts 0113 393 9834 Annual Governance To approve the 2015/16 Annual Governance Statement JSC John Knox Statement 0113 393 9703 Annual Governance To report to Members matters arising from the audit of JSC John Knox Report – the Statement of Accounts in accordance with SAS 610 0113 393 9703

Budget Strategy and To inform Members of progress against the budget JSC Susan Betteridge Organisational strategy 2017/18 and any organisational 0113 393 9700 Development developments required. Budget Monitoring To provide an update of the latest financial forecast for JSC John Knox the current year 0113 393 9703 Budget Strategy and To update Members on the Budget Strategy and JSC Susan Betteridge Organisational Organisational Development for 2017/18 and future. 0113 393 9700 Development Update Joint Consultative To approve the minutes of the JCC meetings JSC Karen Pearce Committee 0113 393 9818 Performance Monitoring First quarter 2016/17 performance against the Service AATS John Knox (1st quarter) delivery Plan and proposed revisions to performance 0113 393 9703 indicators. Trading Standards Service To ensure Members are aware of current AATS David Lodge Update report and Project developments in the Trading Standards Service 0113 393 9704 Work 17 November 2016 Annual Audit Letter The Annual Audit Letter summarises the significant G&A John Knox findings and conclusions for the 2015/16 audit 0113 393 9703 presented by the District Auditor AGS Action Plan - To provide an update on the progress in G&A John Knox Progress Report April to implementation of agreed actions 0113 393 9703 Sept Review and Challenge of To ensure Members provide robust challenge against G&A John Knox Strategic Risks the Strategic Risk Register. 0113 393 9703 Internal Audit Progress To ensure Members are kept fully up to date with the John Knox Report internal audit work undertaken G&A 0113 393 9703

1 December 2016 Budget & Capital To recommend the 2017/18 revenue budget & capital JSC John Knox Programme programme 0113 393 9703 Budget Strategy and To inform Members of progress against the budget JSC Susan Betteridge Organisational strategy 2017/18 and any organisational 0113 393 9700 Development developments required. Revenue Budget To provide an update on the latest financial forecast for JSC Jonny Croston Monitoring Q2 2016/17 2016/17. 0113 393 9833 Annual Audit Letter The Annual Audit Letter summarises the significant JSC John Knox findings and conclusions for the 2015/16 audit 0113 393 9703 presented by the Appointed Auditor. Trading Company To update Members of progress of establishing a JSC Susan Betteridge Trading Company. 0113 393 9700

Joint Consultative To approve the minutes of the JCC meetings JSC John Knox Committee 0113 393 9703 Performance Monitoring Second quarter performance against the Service AATS John Knox (2nd quarter) 2016/17 Delivery Plan & consider mid year revision of targets 0113 393 9703 Public Analysts’ 6 month To ensure Members are aware of outcomes of analysis AATS Duncan Campbell Report. of Food Safety Act samples taken by West Yorkshire 0113 393 979710 Trading Standards Service. Agricultural Analyst’s To ensure Members are aware of current issues in AATS Duncan Campbell Report for 2015/16 relation to Agriculture Act 0113 393 979710 26 January 2017 Budget Strategy and To inform Members of progress against the budget JSC Susan Betteridge Organisational strategy 2017/18 and any organisational 0113 393 9700 Development developments required.

Revenue Budget To provide an update on the latest financial forecast for JSC Jonny Croston Monitoring Q3 2016/17 2016/17. 0113 393 9833 Joint Consultative To approve the minutes of the JCC meetings JSC Karen Pearce Committee 0113 393 9818 Performance Monitoring Third quarter performance against the Service Delivery AATS John Knox (3nd quarter) Plan 0113 393 9703 RIPA activity 6 month To ensure Members are aware of RIPA activity. AATS David Lodge Report 0113 393 9704 2 March 2017 Review and Challenge of To ensure Members provide robust challenge against G&A John Knox Strategic Risks the Strategic Risk Register. 0113 393 9703 Annual Governance To ensure Members are aware and are monitoring the G&A John Knox Statement Action Plan actions arising from the AGS 0113 393 9703 Partnership Policy Update To update Members on the current Partnership Policy. G&A John Knox 0113 393 9703 Internal Audit Progress To ensure Members are kept fully up to date with the John Knox Report internal audit work undertaken G&A 0113 393 9703 Internal Audit Draft Annual To ensure Members are given the opportunity to G&A John Knox Plan 2017/18 and work for contribute to the Internal Audit Annual Plan 0113 393 9703 2018/19 to 2019/20. KPMG Annual Audit To ensure Members are given the opportunity to G&A John Knox Opinion Plan. contribute to the External Audit Annual Plan 0113 393 9703 16 March 2017 Service Delivery Plan To consider the draft 2017/18 Service Delivery Plan JSC Susan Betteridge (draft) and provide comments prior to the production of the 0113 393 9700 final version.

Budget Strategy and To inform Members of progress against the budget JSC Susan Betteridge Organisational strategy 2017/18 and any organisational 0113 393 9700 Development developments required. Revenue Budget To approve the reallocation of the Joint Services JSC Jonny Croston Reallocation 2017/18 Revenue Budget in accordance with the SDP Priorities 0113 393 9833 Budget Monitoring and To provide an update of the latest financial forecast for JSC John Knox projected outturn 2016/17. the current year 0113 393 9703 Internal Audit Draft Annual To ensure Members are given the opportunity to JSC John Knox Plan 2017/18 and work for contribute to the Internal Audit Annual Plan 0113 393 9703 2018/19and 2019/20. KPMG – Annual Audit Plan To ensure Members are given the opportunity to JSC John Knox 2016/17 contribute to the Audit Commission Annual Plan 0113 393 9703 Joint Consultative To approve the minutes of the JCC meetings JSC Karen Pearce Committee 0113 393 9818 Sundry Debtors Write Off To ensure Members are aware of all debts that written JSC Jonny Croston off under the Chief Officer’s delegated powers 0113 393 9833 Prosecution Report 6 To ensure Members are aware of the prosecutions AATS David Lodge month Report 2016/17 taken by the Service. 0113 393 9704 Regulation of Investigatory Powers Act 2010 2016/17 Schedule of Fees To approve the fees for the next financial year in AATS Jonny Croston accordance with the Joint Services Agreement 0113 393 9833

PART 1 (d) West Yorkshire Joint Services Contact Officers Business Manager Susan Betteridge West Yorkshire Joint Services Tel: 0113 393 9700 Nepshaw Lane South Fax: 0113 253 0311 PO Box 5, Morley [email protected] Leeds LS27 0QP Head of Heritage and Trading Standards David Lodge West Yorkshire Joint Services Tel: 0113 393 9704 Nepshaw Lane South Fax: 0113 253 0311 PO Box 5, Morley [email protected] Leeds LS27 0QP Head of Commercial Services and John Knox West Yorkshire Joint Services Tel: 0113 393 9703 Resources Nepshaw Lane South Fax: 0113 253 0311 PO Box 5, Morley [email protected] Leeds LS27 0QP Committee Services Karen Pearce West Yorkshire Joint Services Tel: 0113 393 9818 Nepshaw Lane South Fax: 0113 253 0311 PO Box 5, Morley [email protected] Leeds LS27 0QP

23 24

PART 2

GOVERNANCE ARRANGEMENTS

PART 2 (a)

Summary of Joint Agreement and Service Level Agreement

The Joint Agreement establishes a Joint Services Committee with a view to the efficient and economical discharge of the functions of the five district Councils of West Yorkshire with a regard to archives and archaeology, trading standards and related functions.

Paragraph 4 (a) of the Joint Agreement provides that “Support Services”, as determined by the Joint Services Committee, shall be provided by one of the Councils in accordance with arrangements agreed by the Councils. These arrangements are currently contained within a Service Level Agreement with Wakefield MDC.

For a copy of the Joint Agreement and accompanying Memo of Understanding see Appendices 1 and 2.

PART 2 (b)

Standing Orders of West Yorkshire Joint Services

1. INTERPRETATION

The ruling of the Chair of the meeting as to the interpretation of any Standing Order or on any question of procedure not provided for by Standing Orders shall be final.

2. MEETINGS

(1) The first meeting of the Joint Services Committee after the ordinary elections of Councillors in each year shall be the Annual Meeting of the Joint Services Committee and shall be held as soon as practicable after the Annual Meetings of the Constituent Councils and no later than 30th June except in any year that the Annual Meetings of the Constituent Councils are delayed.

(2) The Joint Services Committee shall, between each Annual Meeting, hold ordinary meetings on such day and at such time and place as they may determine provided that one of these meetings shall be held in November of each year for the purpose of considering the budget of the Joint Services Committee.

(3) With the exception of the Annual Meeting and the November meeting the Business Manager, with the agreement of the Chair, may cancel any of such meetings if in his/her opinion insufficient business has arisen for consideration.

(4) A Special Meeting of the Joint Services Committee shall be convened at any time by the Business Manager upon the instructions of the Chair or upon a requisition addressed to him/her for that purpose by any three Members of the Joint Services Committee. Any such requisition shall be in writing signed by the persons making the same and shall specify the business to be transacted at the meeting to be convened in pursuance thereof and no other business shall be transacted at the meeting so convened.

3. NOTICE OF MEETINGS

A summons to attend the meeting specifying the business proposed to be transacted thereat shall be left at or sent by post to the last address given for that purpose by each Member of the Joint Services Committee and to each Chief Executive of the Councils by the Business Manager. Lack of service on a Member of the Joint Services Committee of the summons of any meeting shall not affect the validity of a meeting of the Joint Services Committee.

4. CONDUCT OF BUSINESS

(1) A Member of the Joint Services Committee may require a particular item of business which is relevant to the powers and duties of the Joint Services Committee, to be discussed at an ordinary meeting of the Joint Services Committee subject to at least 13 days’ notice of such intention being given to the Business Manager in writing, signed by the Member concerned and specifying the business to be discussed. The Business Manager shall set out in the notice of every meeting of the Joint Services Committee the items of business requested by Members in the order in which they have been received unless the Member or Members concerned have indicated in

writing that an item should be discussed at a later meeting or has since withdrawn the item.

(2) If the Member concerned is not present at the meeting when an item of which he/she has given notice comes up for discussion, this item shall, unless the Joint Services Committee decides otherwise, be treated as withdrawn and shall not be raised again without fresh notice.

(3) Except in the case of business required by this Standing Order to be transacted at a meeting of the Joint Services Committee and other business brought before the meeting as a matter of urgency and of which the Chair and the Business Manager shall have prior notice and which the Chair considers should be discussed at the meeting, no business shall be transacted at a meeting of the Joint Services Committee other than that specified in the summons relating thereto.

5. ELECTION OF CHAIR AND DEPUTY CHAIR

(1) At its Annual Meeting the Joint Services Committee shall elect until the date fixed for the next following Annual Meeting a Chair and Deputy Chair provided they are not representatives of the same Council and are not substitute Members of the Joint Services Committee.

(2) Each person proposed for any office shall be duly nominated and seconded by Members attending the meeting before his/her name is submitted to the vote of the meeting. When there are more than two persons nominated for any appointment and of the votes given there is not an overall majority in favour of one person, the name of the person having the least number of votes shall be struck off the list and a fresh vote shall be taken and so on until a majority of votes is given in favour of one person.

(3) On a vacancy arising in the office of Chair or Deputy Chair for whatever reason, the Joint Services Committee shall as soon as possible elect another Member to hold such office until the next following Annual Meeting but so that the Chair and Deputy Chair shall not be representatives of the same Council.

(4) As this Committee represents the whole of West Yorkshire then the roles of Chair and Deputy Chair of the Committee and Sub-Committees should ideally reflect this membership.

(5) For the election of Chair of West Yorkshire Joint Services an officer of West Yorkshire Joint Services will Chair that item and invite nominations. In the event of equal votes a second ballot will be held and if the votes remain equal, the former Chair will have a casting vote. In the absence of the former Chair the former Deputy Chair will have a casting vote. On election the person elected will chair the remainder of the meeting.

(6) Where there is more than one candidate for the role of Chair or Deputy Chair the vote shall be by secret ballot.

6. MEMBERSHIP OF THE JOINT SERVICES COMMITTEE AND ITS SUB-COMMITTEES

(1) Each Member of the Joint Services Committee shall be a representative of the Council by whom he/she shall have been appointed and shall hold office until the next Annual Meeting of the Joint Services Committee following his/her appointment unless the Council appointing him/her ceases to be a party to the Joint Services Committee arrangements, he/she ceases to be a representative of the Council appointing him/her or resigns his/her membership of the Joint Services Committee or his/her appointment is revoked by the Council appointing him/her.

(2) Each Council may fill any casual vacancy during any year from its elected Members and shall advise the Business Manager of the Joint Services Committee within seven days of such appointment.

(3) The Joint Services Committee shall be empowered to appoint Sub- Committees on which each Council shall be represented. One Sub-Committee will deal with matters relating to archives and archaeology and trading standards and another Sub-Committee will deal with governance and audit matters. The Joint Services Committee may from time to time vary the arrangements for the appointment of Sub-Committees. The Joint Services Committee shall settle the terms of reference of each Sub-Committee.

(4) Each Council shall appoint a Panel of three substitutes who will be permitted to act as substitute Members with full voting rights at meetings of the Joint Services Committee and the Archives, Archaeology and Trading Standards Sub-Committee. The ability to use substitute Members shall not apply to the Leaders of the Constituent Councils.

(5) Members of the Joint Services Committee shall be entitled to be accompanied by appropriate officers if required.

(6) Four Members of each Council shall be appointed as Members of the Joint Services Committee, provided that in the case of each Council one of the Members so appointed shall be the Leader for the time being of the Council concerned.

(7) Three Members of each Council will form the Archives, Archaeology and Trading Standards Sub-Committee. With respect to the Governance and Audit Sub Committee standing order number 9(1), the quorum shall be three Members.

7. APPOINTMENT OF CHAIRS AND DEPUTY CHAIRS OF SUB-COMMITTEES

(1) At its Annual Meeting the Joint Services Committee shall appoint the Chairs and the Deputy Chairs of its Sub-Committees provided they are not representatives of the same Council and are not substitute Members of the Joint Services Committee.

(2) In all cases when votes are equal, including election of Chair and Deputy Chairs, when two nominations remain, the Chair of the meeting shall have a second or casting vote.

(3) Where there is more than one candidate for the role of Chair or Deputy Chair the vote shall be by secret ballot.

8. CHAIR OF MEETING

(1) At each meeting of the Joint Services Committee the Chair, if present, shall preside.

(2) If the Chair is absent from a meeting of the Joint Services Committee the Deputy Chair, if present, shall preside.

(3) If both the Chair and the Deputy Chair of the Joint Services Committee are absent from a meeting of the Joint Services Committee such Member of the Joint Services Committee as the Members present shall select, shall preside.

9. QUORUM

(1) A quorum at any meeting of the Joint Services Committee comprises of at least five members representing not less than four Councils, with the exception of the Governance and Audit Sub-Committee where the quorum shall be three Members. Under normal circumstances no business shall be transacted unless there is a quorum present.

(2) If during any meeting of the Joint Services Committee the Chair, after counting the number of Members present and declaring that there is not a quorum present at the meeting, has the delegated authority to:

(i) Reconvene the meeting at a later date (ii) Adjourn the meeting to the next scheduled ordinary meeting of the Joint Services Committee to which consideration of any business not transacted shall be referred. (iii) Conduct the business [or specific agenda item(s)] despite there being no quorum present.

(3) Decisions taken by the Chair, under his/her delegated authority outlined in (2) (iii) above, will be subject to formal ratification at the next ordinary meeting of the Joint Services Committee

10. ORDER OF BUSINESS

At every meeting of the Joint Services Committee the order of business shall be to select a person to preside if the Chair or Deputy Chair are absent and thereafter shall be in accordance with the order specified in the notice of the meeting, except that such order may be varied –

(a) by the Chair at his/her discretion, or on a request agreed to by the Joint Services Committee.

11. MINUTES

(1) The Chair shall move “That the Minutes of the meeting of the Joint Services Committee held on …….. be signed as a correct record”. If the accuracy is not questioned the Chair shall sign the Minutes.

(2) Where, in relation to any meeting of the Joint Services Committee, the next such meeting is a meeting called under paragraph 3 (extraordinary meetings) of Schedule 12 to the Local Government Act, the next following meeting of the Joint Committee (being a meeting called otherwise than under that paragraph) shall be treated as a suitable meeting for the purposes of paragraph 41 (1) and (2) (signing of Minutes) of that Schedule.

12. DISCUSSION AFFECTING PERSONS SERVING OR UNDER THE CONTROL OF THE JOINT COMMITTEE

If any question arises at a meeting of the Joint Services Committee as to the appointment, promotion, dismissal, salary, superannuation or conditions of service, or as to the conduct of any officer serving or under the control of the Joint Services Committee, such question shall not be the subject of discussion until the Joint Services Committee has decided whether or not the power of exclusion of the public under Sections 100A to 100K of the Local Government Act 1972 shall be exercised.

13. VOTING

(1) Subject to the terms of any agreed scheme, the mode of voting at meetings of the Joint Services Committee shall be by show of hands unless the Joint Services Committee decide in any particular case to vote by ballot.

(2) In the event of the votes being equal the Chair of the meeting shall have a second or casting vote.

14. EXPRESSION OF DISSENT

(1) Any three Members may demand that a recorded vote be taken.

(2) Where, immediately after a vote is taken at a meeting of the Joint Committee, any Member so requires, there shall be recorded in the Minutes of the proceedings of that meeting whether the person cast his/her vote for the question or against the question or whether he/she abstained from voting.

15. CANVASSING OF AND RECOMMENDATION BY MEMBERS

(1) Canvassing of Members of the Joint Services Committee directly or indirectly for any appointment under the control of the Joint Services Committee shall disqualify the candidate concerned for the appointment. The effect of this order should appear in every advertisement inviting applications for appointment.

(2) A Member of the Joint Services Committee shall not solicit for any person any appointment under the control of the Joint Services Committee.

16. RELATIVES OF MEMBERS OR OFFICERS

(1) A candidate for any appointment under the control of the Joint Services Committee who knows that he/she is related to any Member or officer of the Joint Services Committee shall, when making application, disclose that relationship to the officer to whom the application for appointment is required to be submitted. A candidate who fails to disclose such relationship will be disqualified from the appointment and if appointed, shall be liable to dismissal without notice. Every Member or officer of the Joint Services Committee shall disclose to the Business Manager any relationship known to exist between that officer and any person whom he/she knows is a candidate for a post under the control of the Joint Services Committee. The Business Manager shall report to the Joint Services Committee any such disclosures made to him/her.

(2) (a) For the purposes of this Standing Order, "relative" means a spouse, partner, civil partner, parent, parent-in-law, son, daughter, step-son, step-daughter, child of a partner, brother, sister, grandparent, grandchild, uncle, aunt, nephew, niece, or the spouse or partner of any of the preceding persons. The effect of this order should appear in every application form for appointments under the control of the Joint Services Committee.

(b) “partner” in sub-paragraph 2(a) above means a member of a couple who live together.

17. DISTURBANCES AT MEETINGS

(1) If a member of the public interrupts the proceedings of any meeting the Chair shall warn that person. If the interruption continues the Chair shall order the person’s removal from the Meeting Room. In case of general disturbance in any part of the Meeting Room open to the public the Chair shall order that part to be cleared.

(2) If a Member of the Joint Services Committee, in the opinion of the Chair, behaves improperly or offensively or deliberately obstructs business, the Chair shall warn that person. If the Member continues to behave improperly the Chair or any Member may move that either the Member leave the meeting or that the meeting is adjourned for a specified period.

18. VARIATION AND REVOCATION OF STANDING ORDERS

Any addition, variation or revocation of these Standing Orders shall, when proposed and seconded, stand adjourned without discussion to the next ordinary meeting of the Joint Services Committee. (Under the terms of the Joint Services Agreement applying from 1st April 2004 Standing Orders can only be varied by Wakefield MDC as the support services authority designated by the five Constituent Councils. Any proposed addition, variation or revocation will therefore need to be referred to Wakefield for consideration).

19. SUSPENSION OF STANDING ORDERS

Any Standing Order may be suspended for all or part of the business of a meeting of the Joint Services Committee at which suspension is moved. Such a motion cannot be removed unless eight Members are present representing all the Constituent

Councils nor can such a motion be moved if the effect of suspending Standing Orders would be in conflict with the terms of any agreement entered into by the Councils.

20. RESCINDING PREVIOUS RESOLUTIONS

No motion to rescind any resolution passed within the preceding six months and no motion or amendment to the same effect as one which has been rejected within the preceding six months shall be proposed unless eight Members of the Joint Services Committee are present representing all the Councils.

When any such motion or amendment has been disposed of by the Joint Services Committee it shall not be open to any Member to propose a similar motion within a further period of six months.

21. STANDING ORDERS TO APPLY TO SUB-COMMITTEES

Standing orders nos 3, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 19 and 20 shall apply to meetings of Sub-Committees appointed by the Joint Services Committee, except that in the case of the Governance and Audit Sub-Committee standing order 9(1), the quorum shall be three Members.

PART 2 (c)

Access to Information Procedure Rules

1. SCOPE

These rules apply to all meetings of the Joint Services Committee and Sub- Committees.

2. ADDITIONAL RIGHTS TO INFORMATION

These rules do not affect any more specific rights to information contained elsewhere.

3. RIGHTS TO ATTEND MEETINGS

Members of the public may attend all meetings subject only to the exceptions in these rules.

4. NOTICES OF MEETING

The Business Manager will give at least five clear days notice of any meeting by posting details of the meeting at the offices of the Councils and such other place as is fixed for the meeting of the Joint Services Committee.

At least five days before a meeting a summons to attend the meeting specifying the business proposed to be transacted thereat shall be left at or sent by post to the last address given for that purpose by each Member of the Joint Services Committee and to each Chief Executive of the Councils by the Business Manager .

5. ACCESS TO AGENDA AND REPORTS BEFORE THE MEETING

Copies of the agenda and reports open to the public will be available for inspection at the offices of the Joint Services Committee at least five clear days before the meeting. If an item is added to the agenda later, the revised agenda (where reports are prepared after the summons has been sent out, the Business Manager shall make each such report available to the public as soon as the report is completed and sent to Members of the Joint Committee) will be open to inspection from the time the item was added to the agenda. Items added to the agenda less than five clear days' before the meeting shall follow the general exception or special urgency provisions set out in these rules.

6. SUPPLY OF COPIES

The Business Manager will supply copies of:

(a) any agenda and reports which are open to public inspection;

(b) any further statements or particulars necessary to indicate the nature of the items in the agenda; and

(c) if the Business Manager thinks fit, copies of any other documents supplied to Members in connection with an item to any person on payment of a charge for postage and any other costs.

7. ACCESS TO MINUTES ETC AFTER THE MEETING

The Business Manager will make available copies of the following for six years after a meeting:

(a) the minutes of the meeting or records of decisions taken, excluding any part of the minutes of proceedings when the meeting was not open to the public or which disclose exempt or confidential information;

(b) a summary of any proceedings not open to the public where the minutes open to inspection would not provide a reasonably fair and coherent record;

(d) reports relating to items when the meeting was open to the public.

8. BACKGROUND PAPERS

8.1 List of background papers

Every report will set out a list of those documents (called background papers) relating to the subject matter of the report which:

(a) disclose any facts or matters on which the report or an important part of the report is based; and

(b) which have been relied on to a material extent in preparing the report but does not include published works or those which disclose exempt or confidential information (as defined in Rule 10).

8.2 Public inspection of background papers

The Business Manager will make available for public inspection for four years after the date of the meeting one copy of each of the documents on the list of background papers.

9. SUMMARY OF THE PUBLIC’S RIGHTS

A written summary of the public’s rights to attend meetings and to inspect and copy documents must be kept at and available to the public at the offices of Joint Services.

10. EXCLUSION OF ACCESS BY THE PUBLIC TO MEETINGS

10.1 Confidential information - requirement to exclude public

The public must be excluded from meetings whenever it is likely in view of the nature of the business to be transacted.

10.2 Exempt information - discretion to exclude public

The public may be excluded from meetings whenever it is likely in view of the nature of the business to be transacted or the nature of the proceedings that exempt

information would be disclosed. Where the meeting will determine any person’s civil rights or obligations, or adversely affect their possessions, Article 6 of the Human Rights Act 1998 establishes a presumption that the meeting will be held in public unless a private hearing is necessary for one of the reasons specified in Article 6.

10.3 Meaning of confidential information

Confidential information means information given to Joint Services by a Government Department on terms which forbid its public disclosure or information which cannot be publicly disclosed by Court Order.

10.4 Meaning of Exempt Information

Exempt information means information falling within the following 7 categories (subject to any condition):-

Category Condition

1. Information relating to any Information is exempt information if individual. and so long, as in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

2. Information which is likely to Information is exempt information if reveal the identity of an and so long, as in all the individual. circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

3. Information relating to the Information is not exempt information if financial or business affairs of it is required to be registered under:- any particular person (including (a) The Companies Act 1985; the authority holding that (b) The Friendly Societies Act 1974; information) (c) The Friendly Societies Act 1992; (d) The Industrial and Provident Societies Act 1965 to 1978; (e) The Building Societies Act 1986; or (f) The Charities Act 1993 Information is exempt information if and so long, as in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

4. Information relating to any Information is exempt information if consultations or negotiations, or and so long, as in all the contemplated consultations or circumstances of the case, the public negotiations, in connection with interest in maintaining the exemption any labour relations matter

arising between Joint Services outweighs the public interest in and employees of, or office disclosing the information. holders under, Joint Services.

5. Information in respect of Information is exempt information if which a claim to legal and so long, as in all the professional privilege could be circumstances of the case, the public maintained in legal interest in maintaining the exemption proceedings. outweighs the public interest in disclosing the information.

6. Information which reveals Information is exempt information if that Joint Services proposes:- and so long, as in all the (a) to give under any enactment circumstances of the case, the public a notice under or by virtue of interest in maintaining the exemption which requirements are outweighs the public interest in imposed on a person: or disclosing the information. (b) to make an order or direction under any enactment.

7. Information relating to any Information is exempt information if action taken or to be taken in and so long, as in all the connection with the prevention, circumstances of the case, the public investigation or prosecution of interest in maintaining the exemption crime. outweighs the public interest in disclosing the information.

Information which falls within any of paragraphs 1 to 7 above is exempt information if and so long, as in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information (The “Public Interest Test”).

11. EXCLUSION OF ACCESS BY THE PUBLIC TO REPORTS

If the Business Manager thinks fit, the Joint Services Committee may exclude access by the public to reports which in his or her opinion relate to items during which, in accordance with Rule 10, the meeting is likely not to be open to the public. Such reports will be marked “Not for publication” together with the category of information likely to be disclosed.

PART 3

TERMS OF REFERENCE

PART 3 (a)

Terms of Reference of West Yorkshire Joint Services Committee and Sub- Committees

JOINT SERVICES COMMITTEE

1. In exercise of their powers under Section 101 and 102 of the Local Government Act 1972 and all other powers enabling them in that behalf the five District Councils of West Yorkshire (Bradford, Calderdale, Kirklees, Leeds and Wakefield) have agreed to participate in a Joint Services Committee to be known as “The West Yorkshire Joint Services Committee” (hereinafter referred to as “The Joint Services Committee”) which shall be constituted and which shall conduct its business in accordance with the Standing Orders set out at Part 2 (a) of this Handbook.

2. Each of the Councils empowers the Joint Services Committee to discharge on their behalf those functions with regard to archives, archaeology and trading standards and other relevant related matters.

3. Each of the Councils empowers the Joint Services Committee to arrange for the discharge of the functions or any of them by any Sub-Committee or officer appointed by it or by any officer of the Councils so appointed and subsection (2) of Section 101 of the Local Government Act 1972 shall apply in relation to the functions of the Joint Services Committee as it applies in relation to the functions of the Councils but with regard to arrangements in respect of Sub-Committees the requirements of Standing Order 6 must be followed.

4. The Councils have drawn up and implemented a West Yorkshire Joint Services Agreement and the Joint Services Committee are subject to the requirements of this Agreement which will be periodically reviewed by the Councils.

5. The Joint Services Committee have adopted Standing Orders, Standing Orders in respect of Contracts and Financial Rules and a Scheme of Delegation to provide a governance framework and these will be subject to annual review.

6. In addition to the specific matters highlighted in these Terms of Reference the Joint Services Committee will assume general responsibility for the functions of West Yorkshire Joint Services and, where appropriate, make recommendations to the Councils on relevant matters.

7. Without prejudice to its general responsibility the Joint Services Committee shall, except where such responsibilities have been delegated to Sub-Committees, be responsible, inter alia for the following:-

1. Budget management including the fixing of the annual budget.

2. Resource management.

3. Risk Management

4. Approving and monitoring the annual Service Delivery Plan.

5. Keeping under review standards issues.

6. Establishing when appropriate an Appointments and Appeals Panel which will have the responsibilities set out in the Terms of Reference at Part 3 (c).

7. Receiving minutes of the Archives, Archaeology and Trading Standards Sub-Committee, the Governance and Audit Sub-Committee and the Joint Consultative Committee.

8. The Joint Services Committee shall delegate to the Sub-Committees mentioned below the terms of reference and delegations set out below subject to the ability of the Joint Services Committee to give directions in respect of the exercise of such terms of reference and delegations.

9. The Joint Services Committee shall be entitled to establish any other Sub-Committee or Working Group and give directions for the work to be undertaken by such Sub- Committee or Working Group.

SUB COMMITTEES

(a) Archives, Archaeology and Trading Standards Sub-Committee

(i) Subject to the matters reserved to the Joint Services Committee to undertake responsibility for the effective management and implementation of functions of the Councils with regard to Archives, Archaeology and Trading Standards.

(ii) Without prejudice to the general responsibility set out in paragraph (i) the Sub- Committee shall, inter alia, undertake:

a) A regular and systematic review of services for which the Sub- Committee is responsible.

b) Consideration of statistical returns.

c) Authorisation of officers to carry out statutory functions

d) Appointments to outside bodies

e) The making of observations on policy reports prepared by outside bodies including draft legislation.

f) Performance Monitoring.

g) Determination of Fees and Charges.

h) Budget Monitoring under arrangements agreed with the Joint Services Committee.

(i) With regard to Trading Standards to enforce and implement, in whole or in part, the legislation together with any subsequent amending, consolidating or supplementary legislation is available at appendix 14 at www.wyjs.org.uk

(iv) The Sub-Committee shall be entitled to establish Working Groups and give directions for the work to be undertaken by such Working Groups.

(b) Governance and Audit Sub-Committee

(i) Purpose - The purpose of the Governance and Audit Sub-Committee is to provide independent assurance of the adequacy of the risk management and associated control environment, independent scrutiny of the Committee’s financial and non- financial performance to the extent that it affects the Committee’s exposure to risk and the control environment and to oversee the financial reporting process.

(ii) Membership - the Governance and Audit Committee shall consist of at least five Members, one from each authority representing the five Constituent Authorities. A quorum shall be no less than three Members. To reflect the independence of the Governance and Audit Sub-Committee it is envisaged that the Chairs of the main WYJS Committee and the Archives, Archaeology and Trading Standards Sub-Committee would not be members of the Governance and Audit Sub- Committee.

(iii) Frequency of Meetings - the Governance and Audit Sub-Committee will normally meet 4 times a year dependent upon the volume and timings of items for consideration. This will include a meeting dedicated to a review of the Accounts.

(iv) Meeting Cycle – To ensure proper administration of the Governance and Audit Sub-Committee, leaving sufficient time to address any issues raised, meetings should where possible be held two weeks prior to the Joint Services Committee meeting.

PART 3 (b)

Terms of Reference of the Joint Consultative Committee

1. INTRODUCTION

1.1 The Joint Services Joint Consultative Committee provides the means by which representatives of locally recognised Trade Unions meet Members and Officers of the Joint Services to give joint consideration to matters relating to employees of all the Joint Services.

1.2 Nothing in the foregoing, however, shall prevent any of the locally recognised Trade Unions from pursuing matters individually in the interest of their own membership.

1.3 The Joint Services representatives and those of UNISON accept that any agreement recorded in the minutes shall be binding in honour upon both sides, but both sides expressly agree that such agreement is not intended to constitute a legally enforceable agreement between them. It is agreed, however, that both sides will use their best endeavours to ensure that the spirit and intention of any agreement reached between them is honoured at all times.

2. TERMS OF REFERENCE

2.1 To represent and co-ordinate the views locally of the recognised Trade Unions and Archaeology, Archives, Trading Standards, Analytical Services and Materials Testing, and support services representatives on issues of common interest wherever possible in relation to the Joint Services.

2.2 To raise issues, make recommendations and reach agreement on issues which have an effect on the employees of all the Joint Services.

2.3 To consider health and safety issues.

3. MEMBERSHIP

3.1 The Membership of the Joint Services Joint Consultative Committee shall be as follows:-

Employee Representatives: 5

Employer Representatives: 8 Ex-officio (non-voting) Representatives (The Business Manager and Senior Human Resources Officer or their nominees together with such managers as might be required for specific items.)

3.2 The Chair for the first year shall be appointed from the Joint Services Side, the Deputy Chair shall be appointed from the Employees Side. These appointments shall be appointed for one year’s office on a rotating basis.

4. MEETINGS

4.1 The Committee shall hold an ordinary meeting not more frequently than three times a year and special meetings within seven days of receipt by the Business Manager of a written request from one of the Joint Services or one of the recognised Trade Unions specifying the matter, or matters, which it is desired to bring before the meeting.

5. MATTERS FOR DISCUSSION

5.1 Matters to be discussed at meetings shall be set out in the agenda accompanying the notice of meetings.

5.2 Any of the Joint Services or any locally recognised Trade Union shall be entitled to submit written items for inclusion on the agenda of the Committee.

5.3 The Business Manager shall give notice to all members of every meeting of the Committee and such notice (except in the case of a special meeting) shall be left at or sent by post to the last address given for that purpose by each member at least six days before a meeting.

5.4 Copies of the draft minutes of proceedings of all meetings of the Committee shall be forwarded to the Chair or Deputy Chair of the Joint Consultative Committee within seven days of the meeting for approval. The provisionally agreed minutes will be circulated to all Members of the Committee and the Chair of Joint Services Committee within 21 days of the meeting and formal approval of the minutes will be confirmed at the next meeting of the Joint Consultative Committee. Minutes will be submitted to the Joint Services Committee for adoption.

5.5 At any meeting of the Committee one third of the Joint Services Members together with one third of the Trade Union representatives shall constitute a quorum.

6. FACILITIES

6.1 Accommodation will be provided for holding meetings of the Committee including Trade Union side meetings. The meetings shall be held during normal working hours and Trade Union Members who are Joint Services employees shall be paid at their normal rates for the time spent at such meetings. Travelling to and from such meetings will be reimbursed in accordance with the applicable scheme of conditions of service.

PART 3 (c)

Terms of Reference of the Appointments and Appeals Panel

1. APPOINTMENT OF THE BUSINESS MANAGER AND HEADS OF SERVICE

The Joint Services Committee will approve the appointment of a Business Manager and Service Heads following the recommendation of the Appointments and Appeals Panel.

2. DISCIPLINARY ACTION

Disciplinary action against the Business Manager will be the responsibility of the Appointments and Appeals Panel.

3. DISMISSAL

Appeal against dismissal in respect of the Business Manager and Service Heads will be the responsibility of the Appointments and Appeals Panel.

PART 4

ROLES AND RESPONSIBILITIES

PART 4

(a) Committee Members

Committee Members roles include:

 Attending committee meetings and taking part in discussions (making sure that their district’s/local residents views are represented)  Consideration/approval of key decision reports affecting the work of Joint Services  Oversee Joint Services governance arrangements and provide a scrutiny function in relation to the effectiveness of its system of internal control (see Appendix 7).  Attend training events  Represent the committee at organised Joint Services events

(b) Chair

Chair(s) of the Joint Services Committee and Sub-Committees will:

 Promote and support the aims and objectives of the Committee  In advance of Committee, meet the Business Manager and Senior Officers to discuss the draft agenda items  Attend all meetings and keep an ongoing awareness of committee work and related matters between meetings  Chair the meeting fairly and impartially and introduce agenda items. Where appropriate, introduce speakers and invite members to comment on agenda items. Draw discussions to a clear and timely conclusion on each item  Report to committee members on developments and decisions that affect the work of the committee  Facilitate members’ active participation and effective decision-making

The Deputy Chair will assist the Chair in helping to ensure that committee’s aims and objectives are achieved and deputise for the Chair during periods of his/her short term absence.

(d) Business Manager

The Business Manager has overall responsibility for the management of Joint Services including:

 The provision of professional advice to the five district member representatives to assist in the decision making process  To prepare/present reports on activities to the Joint Services Committee and its Sub- Committees  Make decisions on behalf of Joint Services except for any matters specifically reserved for the Joint Services Committee or its Sub-Committees. In emergency/exceptional circumstances, following consultation with the Chair and/or Deputy Chair, make

decisions which are normally specifically reserved for the Joint Services Committee or its Sub-Committees  The development and implementation of operational and strategic plans that support the corporate priorities of Joint Services and national and local priorities (see Appendix 10)  The effective management of resources to support the delivery of operational and strategic plans (See Appendix 11 &12)  Ensuring compliance with all relevant statutory and regulatory requirements

(e) Strategic Leadership Team (SLT)

Service Managers are members of the SLT (Chaired by the Business Manager) a body that collectively takes decisions in accordance with the responsibilities delegated by the Joint Services Committee. Service Managers are individually responsible for the day-to-day management of their functional areas of responsibility. The following Service Managers are currently engaged:

Post Functions and areas of responsibility Head of Commercial Financial Management, Human Resources, Administration, Services and Information & Communications Technology, Premises, Security Resources and Transport, Health & Safety, Corporate Planning, Governance, Committee Services, Performance, Policy and Procedure, Metrology and Standards, Calibration, Analytical Services, Materials Testing, Archaeology Services and Quality Systems Head of Heritage and Fair Trading, Underage Sales, Communication and Engagement Trading Standards Business Compliance, Food & Product Safety, Agriculture,, Education and Promotions. Archives Service, Archaeology Advisory Service and the Ecology Service

In addition to day-to-day operational management, Service Managers are also responsible for identifying corporate/strategic issues related to their functional areas of responsibility and reporting such issues to the Strategic Leadership Team (SLT), Joint Services Committee (JSC) or Sub-committee as appropriate in accordance with Joint Services decision making policy and procedure.

(f) Committee Secretary

The Committee Secretary is the key administrator for the Committee whose role is to:

 Make sure the Joint Services Committee operates within its constitution  Maintain a list of members  Keep records of all information about the Joint Committee  Write agendas with the Business Manager  Highlight matters of importance to the committee  Inform people about the meetings and organise the venue  Take notes at meetings to record who was there, what was said, decisions agreed and circulate minutes to Members and other interested parties

(g) Audit Protocol (Members’ Role)

Members must have a good understanding of, and have received training on, the role and functions of an Audit Committee to enable them to independently review the internal control environment of Joint Services focusing primarily on:

Internal Audit

 Consideration of Internal Audit plans ensuring that Internal Audit work is planned with due regard to risk, significance and coverage  Consideration of the Annual Internal Audit Report  Access of Head of Internal Audit or his/her representative to Chair (or vice versa) at Chair’s briefing  Access of Head of Internal Audit or his/her representative to the Joint Committee (providing the opportunity of audience without officer presence)  Consideration and ongoing monitoring of strategic and significant operational audit plan issues  Review of Internal Audit performance  Monitoring and review of actions taken on significant audit recommendations

External Audit

 Consideration of external audit work programme  Monitoring the implementation of significant External Audit recommendations

Annual Statement of Accounts

 Consideration of issues relating to Joint Services accounts  Approve the Statement of Accounts

Corporate Governance (see Appendix 7)

 Consideration of the effectiveness of the internal control environment and associated anti-fraud and bribery arrangements, to ensure reasonable assurance of effective and efficient operations (see Appendix 13)  Ensuring that an appropriate corporate risk management strategy is operating through effective procedures (see Appendix 12)  Monitoring and challenging Joint Services strategic risks  Consideration and recommendation of the adoption of the Annual Governance Statement, gaining assurance that the Statement and supporting evidence properly reflect the risk / control environment and actions required to improve it

(h) Business Manager/Chair Protocol

The Business Manager and Chair of the Joint Services Committee should develop a close working relationship based on trust and impartiality. The Business Manager must keep the Chair fully informed about significant* developments in relation to Joint Services activities. The

Business Manager must also report promptly to the relevant committee any significant failure to implement a decision of that committee. The Chair will be routinely consulted in relation to significant* developments affecting Joint Services and will be briefed on each agenda item one week prior to the committee meeting.

* significant means a development with a high level of risk associated with success or failure e.g. reputation (long lasting), financial or contractual.

(i) Statutory Officers

1.1 The current Joint Services Agreement makes provision for Wakefield MDC to be designated as support services authority. As part of this arrangement Wakefield’s three statutory officers support the work of Joint Services.

1.2 The three statutory officers are:

(1) Head of Paid Service – Chief Executive

(2) Chief Financial Officer – Assistant Chief Executive Property and Resources

(3) Monitoring Officer – City Solicitor

1.3 The Head of Paid Service has overall responsibility for managing the Council and also responsibility for providing advice on staffing and the decision making process. The Head of Paid Service will also work closely with the Monitoring Officer to secure high ethical standards.

1.4 The Monitoring Officer has defined responsibilities in respect of matters of legality and ethical standards. If the Monitoring Officer considers any proposal, decision or omission would give rise to unlawfulness, or if any decision or omission has given rise to maladministration, then action can be taken to stop the proposal or decision being implemented until a report of the Monitoring Officer has been considered.

1.5 The Chief Financial Officer has defined responsibilities in respect of the proper administration of the financial affairs of Joint Services, in particular provision will be made for professional support and advice as appropriate. He/she will also provide advice, among other things, on the scope of powers and authority to take decisions; on issues relating to maladministration, financial impropriety, probity, value for money, performance; and on the financial strategies and policy framework issues. The Chief Financial Officer is empowered to deal with any proposal or decision or course of action that will involve incurring unlawful expenditure or is unlawful.

1.6 In return for these responsibilities, the statutory officers have certain legal protections. In summary these protections mean that the Council cannot suspend a statutory officer for more than two months, for the purpose of investigating misconduct, unless that is recommended by an independent person appointed by the officer and the Council

1.7 It is acknowledged that while Wakefield’s three statutory officers will provide the main support to Joint Services there may be occasions when the statutory officers of other

District Councils have an interest in a particular matter affecting Joint Services. Where such a situation arises the statutory officer concerned will be expected to contact the Business Manager of Joint Services and inform the relevant statutory officer at Wakefield of his/her interest.