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Code of Practice

1. Introduction

   A total of 24 neighbourhood forums were established within the city over the two year period between April 1993 and March 1995. Currently 14 are still in operation as a result of some becoming dormant and merger of 2 Forums.

   The Forums represented a very important development in local democracy and community development and remain of significance as a means of consulting with and engaging communities. The forums help the Council to relate to people in their community: draw on local ideas and knowledge; build commitment and support; increase involvement and improve accountability. It has always been recognised that once started, the Forums would need to develop, and that this development would be likely  to vary from area to area. However, the approach taken to this work needs to be consistent and to focus on complementing and strengthening local democracy. Whilst responding to local demands and needs.  The production of this Code of Practice goes some way towards meeting the need for consistency, without stifling development. Whilst the Forums have no direct delegated powers, it is clear that they do exercise a degree of influence by being able to express the views of local people directly to the decision makers. It is this key feature which needs to be preserved.

2. The Role of the Forums

   1. The primary role of the Forums is to act as a channel of communication to enable residents to express their views on services (of the City Council and other organisations), proposals and other matters affecting their area; and to participate in the development of proposals to benefit the neighbourhood.

   2. Forums do not have delegated powers or budgets but rather are consultative in nature.

   3. Forums have control of their own agenda, although the Council through the link officer, may suggest matters for discussion, particularly where it wishes to gauge local opinion on a proposal.

   4. Forums are only one of a number of complementary ways in which the Council talks to local people, all of which together aim to ensure that each section of the community can make their views known.

   5. Forums should compliment existing local groups and associations to serve the best interests of residents.

3. Guidance on the Standard Draft Constitution

   (The paragraph numbers below relate to those on the attached standard draft constitution)

   Membership

   3. Non residents of the Forum area may attend the meeting as representatives of business, voluntary organisations etc (whether inside or outside the area). However, only residents of the forum area may vote. It is therefore important to:-

      1. circulate an attendance register to record the names and addresses of everyone present, and

      2. ascertain at the commencement of the meeting whether or not any non-residents are in attendance and if so who they are and the nature of their interest.  This could be done orally by the chair at the start of the meeting.

      (This also relates to paragraph 7.)

   4. The forums are non-political in nature and it is essential that this attribute is maintained.  it is the responsibility of the Forum as a a whole, guided by the Chair, to monitor this. The following guidelines should be of assistance:-

      1. The Forum should work closely with Ward Councillors to further the interests of the area. They should be invited to all Committee and Forum meetings to enable them to keep informed of matters before the Forum and to take up matters raised by it. By working closely together the roles of the Councillor and of the Forum can be strengthened. To ensure Councillors have the best opportunity of attending, meetings should not clash with Council meetings - this can be checked by the Link Officer on the Civic Diary.

      2. Generally, Councillors are not entitled to vote at Forum meetings, unless they have an entitlement to vote as a resident of that area. Serving Councillors or prospective political candidates should not stand for or remain in office in a Forum or serve on its Committee (as opposed to being invited to it in a an advisory capacity).

      3. Some candidates for an office in the Forums may have overt political views. This does not preclude them from standing or serving on the Committee and it is a matter for the Forum to decide upon. However, it is imperative that the political neutrality of the Forum is maintained and this should be monitored by members of the Forum. It will be kept under review by the Head of the Forums Unit.

      4. It will be particularly important for the Forums to remain politically neutral in the run up to any elections. For that reason there should be no full Forum meetings within a six week period prior to any UK local, national or European election (or Town Council elections where applicable).

         Note - Councillors include reference to Town Councillors in Forum areas covered by the Southsea Town Council.

   Meetings

   5. Most forums meet 4 times a year.  They do not need to meet unless there are genuine items for discussion, or of general interest to the area, and it is important to avoid "manufacturing" items simply to fill a meeting. Most successful meetings tend to:-

      1. have 1 or 2 main agenda items and avoid cramped agendas.
      2. have a fixed time limit (1.5 hrs should be sufficient)
      3. restrict any other business to items notified in advance.

      To ensure the best chance of delivering to all households as much advance notice of forum meetings should be given as possible. Ideally each forum should fix a years meetings in advance. Agendas will be required 5 weeks before the forum meeting which will mean that the committee need to meet at least 6 weeks before the full forum meeting.

      Forum meetings should be avoided when there are other forums meeting in that week. Forums should make arrangements to check delivery 2 weeks prior to meetings and to notify the forums unit if there are any problems.

   7. The forums are consultative and do not have any delegated powers or budgets. Any "decisions" will therefore be the view of the Forum on a proposal or what its priorities re for the area.  Quite often this will be evident without the need for a vote to be taken, and in those circumstances there is no requirement to take a vote. Where a vote is taken, the secretary should record the result of that vote. If fewer than 20 people are present a meeting can still take place ie: to listen to presentations, ask questions and debate issues but no decisions can be taken. The quorum for a full Forum meeting should not be reduced below 15, in any case.

      Publicity of the meetings will also be given on the web site, Flagship and through press releases.

   Street Representatives

   9. This role has proved a difficult one to implement. Nowhere has it been possible to obtain a representative of each street, and even if this was achieved it would make the Committee very large (see paragraph 11). It is still desirable to try to ensure that the maximum number of street representatives are appointed and this should be plugged from time to time e.g. - through announcements at meetings, requests in the agenda etc.

   The Committee

   11. Some Forums have established committees/steering groups of a fixed number of people. These are appointed by the Forum and generally will be street representatives (but not necessarily all of them). It is important for the Committee to be as representative as possible,  therefore it should not be too small. This is particularly important where the Committee wishes to change its role to be able to speak on behalf of the forum. This does cause some concerns. It should only happen where:-

       1. The Forum has agreed to amend the Constitution to give the Committee this power 
       2. Where it would not be practical to report the matter to the Forum eg because of its time pressure.

       Where this does take place the committee should:-

       1. Make it clear that it is making the representation on behalf of the Forum under its delegated powers, and
       2. Report back to the next full forum meeting on the action it has taken.

       Where the committee have been given such power to make its views known on behalf of the Forum or to make decisions it is important to ensure that the Committee is as representative as possible and that this power is not exercised by a very small number of people. For that reason I propose that in such cases the quorum for a committee meeting should ideally be 15 people. In some Forums that level of attendance for Committee meetings is not attained. In those circumstances it should be for the forums to decide what a reasonable and attainable number for the quorum should be, bearing in mind the above comments.

   Changes to the Constitution

   15. Because the forums are funded with public money, the City Council wish to monitor any proposals to change their Constitutions. Any such proposals must therefore be reported to the Democratic & Community Engagement service who can offer advice on any changes proposed.

4. Deputations

   It is important to ensure that when a representative of the Forum attends a meeting to make a deputation on behalf of the Forum that person can demonstrate to the meeting that they have authority to speak on behalf of the Forum. This will preclude people claiming that they have the backing of the Forum when they do not and will give greater authority to those who have been given that mandate. To enable this to happen I suggest that such a person brings with them a copy of the minute of the relevant meeting indicating the number of persons present at that meeting which is signed by the secretary of the Forum and countersigned by 2 other Members, which makes it clear that the Forum have authorised that person to represent its views. Where the minutes had not yet been finalised a letter from the secretary countersigned by 2 other Members outlining the decision reached would be sufficient. If the secretary is authorised to make the deputation the signature/letter should be that of the Chair.

5. Relationship with Existing Organisations

   Forums are not intended in any way to supersede groups and community contact points which already exist and are active in an area.  the general experience in the city is that the Forum tends to act as a community umbrella for the whole neighbourhood, with the great majority of organisations taking part and adding valued contributions to discussions.

   Forums do not replace or duplicate Tenants' and Residents' associations.  They have their own specific roles which will continue unchanged. the Forum has a wider remit and can and should discuss any issue affecting the wider neighbourhood. All residents, leaseholder or owner, are invited to attend so that the Forum can discuss issues of concern to everyone.

6. Boundaries/Mergers

   In appropriate cases, and where the relevant Forums agree, there is no reason why boundary changes/mergers should not occur. The City Council would be particularly sympathetic to changes, which brought Forum areas more into line with Ward boundaries.

7. Newsletters

   Some Forums are producing newsletters, whilst others are thinking about doing so. No budget exists to support this activity in the general Neighbourhood Forums budget. Bids have however been made under the Community Initiatives Fund and advertising revenue may also be sought. The following guidelines are suggested to assist Forums thinking about this matter:-

   1. Newsletters should be non-political. There is no reason why they should not include names and contact details of Councillors or articles written by them. The overall principle should be that the newsletter or any article within it should not appear to be designed to affect public support for a political party.

   2. It is reasonable for newsletters to seek sponsorship or advertising revenue provided that a disclaimer is printed indicating that neither the City Council nor the forums are endorsing products/services advertised.

   3. If Forums wish to receive advice about the content of a proposed newsletter, the City Council are prepared to offer this. Please contact the Neighbourhood Forum & Project Officer about this.

8. Out of Pocket Expenses

   A small budget of £50 per Forum exists to meet small out of pocket expenses from one Officer of each Forum, usually expected to be the secretary.  this is to cover telephone and postage costs, and in exceptional cases small items of stationery. Claims should be to the Neighbourhood Forum & Project Officer, these should be:-

   1. verified as Forum business 
   2. evidenced by receipts or bills 
   3. be reasonable in nature

   Officers are reminded of the freepost service to the Forums, the address of which is;

   Democratic & Community Engagement service
   Portsmouth City Council
   FREEPOST(SCE 4515)
   Civic Offices
   Portsmouth
   PO1 2YZ

9. Changes to this Code

   This code will be kept under review to ensure that it provides adequate guidance to the Forums. If you become aware of any changes required or of further matters needing to be addresses, please raise them with:-

   Democratic & Community Engagement service
   Portsmouth City Council
   Civic Offices
   Guildhall Square
   Portsmouth
   PO1 2AL

   Tel: 023 9283 4059
   mailto:neighbourhood.forums@portsmouthcc.gov.uk