What we do
Hindhead Together was constituted as a Joint Advisory Committee in June 2007.
We work to the following constitution to achieve our aim of 'Securing A Brighter Future for the Hindhead Area'
JOINT ADVISORY COMMITTEE FOR HINDHEAD TOGETHER
CONSTITUTION: June 2007
INTRODUCTION
1. The aim of this document (“the Constitution”) is to set out roles and responsibilities for the work of the Hindhead Together Joint Advisory Committee (“the JAC”) and the direction of its development.
2 This agreement is between Natural England, SEEDA, the Highways Agency, Surrey County Council, Waverley Borough Council and The National Trust to confirm their intention to contribute to a partnership to manage the Hindhead Together JAC, to establish a Hindhead Together Coordinator to act on its behalf and to make contributions to the costs incurred in doing so.
3. This agreement will run for 6 years; it will be comprehensively reviewed in 3 years.
NAME OF THE JOINT ADVISORY COMMITTEE
4 For publicity and promotional purposes the Hindhead Together Joint Advisory Committee will be commonly referred to as the “Hindhead Together”.
PURPOSE OF THE JOINT ADVISORY COMMITTEE FOR HINDHEAD TOGETHER
5 The Hindhead Together Joint Advisory Committee was established on 25th June 2007 as a commitment to work together to optimise the community, economic, landscape and ecological benefits arising from the construction of the A3 Tunnel Scheme.
6 Each member organisation of the JAC is expected to commit itself to the aims of the JAC and to achieving the Statement of Principles for the Hindhead Area, as set out in Annex 1.
7 The Hindhead Together partnership aims to oversee the delivery of the statutory duties and other requirements, on behalf of its members, as they relate to the Hindhead area.
ROLE OF THE JAC
8 The JAC is primarily an advisory body, rather than a planning authority or an executive body, acting as a catalyst and facilitator in making recommendations to its constituent bodies and other organisations on policies and the allocation of resources in relation to pursuing the Statement of Principles for the Hindhead Area.
9 The JAC will not attempt to control the work of the Constituent Bodies within their own areas of responsibility.
TERMS OF REFERENCE
10 The terms of reference of the JAC will be as follows:
(a) To promote the Statement of Principles for the Hindhead Area and to act as a forum for the discussion of major issues affecting the social, economic and environmental well-being of the area.
(b) To identify, co-ordinate and assist the work of the Constituent Bodies to progress policies and programmes which help achieve the Statement of Principles for the Hindhead Area.
(c) To help develop an image and sense of identity for the Hindhead area
(d) To monitor progress in implementing the A3 Tunnel Scheme and its wider impact
(e) To scrutinise the activities of all the Constituent Bodies
(f) To keep the public informed of the wider impacts of the A3 Tunnel Scheme and proposals
11 Any changes in its terms of reference shall be considered formally by the JAC and agreed by all of the local authorities amongst the Constituent Bodies.
12 The JAC shall be entitled to set up, and decide on the terms of reference of, any panels or task groups it considers necessary or appropriate for the performance of its functions.
13 The JAC may recommend and approve the appointment of such staff as it considers appropriate to carry out its work, including the appointment of a Hindhead Together Coordinator, as described in paragraph 44.
14 The JAC will produce an annual report of its activities to be distributed to all members and other interested parties. The annual report will be reported to an annual forum which is referred to in paragraph 29.
MEMBERSHIP
15 The strength of the JAC will be in the scale and breadth of its membership. All members should be willing and able to contribute to the aims of the JAC by virtue of financial resources, influence, expertise or commitment of time.
16 The membership will be divided into the following two categories:
a) the principal funding partners will be the Constituent Bodies (“the Core Members”) which will comprise:
(i) Natural England
(ii) SEEDA
(iii) The Highways Agency
(iv) Surrey County Council
(v) Waverley Borough Council
(vi) The National Trust
17 The JAC may also appoint, or co-opt for specific issues, non-funding partners (“Advisory Members”) from other organisations or individuals who it considers to have relevant experience, and who it believes can make a significant contribution to the general aims of the JAC.
MEMBERSHIP REPRESENTATION
18 All Core Members will be entitled to nominate two representatives each. For the JAC to operate effectively and with maximum influence it is essential that appropriate representatives are appointed. This is usually expected to be an elected member, board member or senior official. Each representative is expected to be properly briefed and to have the necessary authority to contribute to effective decision-making on relevant matters.
19 All of the Core Members will decide on the period of office of their representative(s) on the JAC and shall so notify the secretariat who is described in paragraph 44. All of the Core Members and the Advisory Members will be expected to appoint a deputy to attend meetings of the JAC or participate in associated activities. All of the Core Members will endeavour to ensure their organisation is represented at all meetings of the JAC
20 Representatives of local authorities amongst the Core Members must be elected members of that authority, and may be accompanied by an officer of that local authority who will attend meetings in a non-voting capacity. Exceptionally more than one officer from an individual authority may attend.
21 Representatives of any Advisory Members must be a bona-fide member of that organisation.
22 The JAC may review its membership as and when it considers necessary.
ROLE OF MEMBERS
23 a) The Core Members will be expected to:
(i) make an appropriate financial contribution
(ii) support the aims and priorities of the JAC
(iii) participate fully in planning and operations
(iv) harmonise the policies and plans of their own organisation which relate to the Statement of Principles for the Hindhead Area.
(v) send appropriate senior representatives, or, in the case of local authorities, elected members, properly briefed, to meetings
(vi) disseminate and advocate the agreed policies of the JAC as appropriate within their own organisation.
b) Any Advisory Members will be expected to
(i) support the aims and priorities of the JAC
(ii) participate fully in planning and operations
(iii) harmonise the policies and plans of their own organisation which relate to the Statement of Principles for the Hindhead Area.
(iv) send an appropriate senior representative, properly briefed, to meetings
(v) disseminate and advocate the agreed policies of the JAC as appropriate within their own organisation.
CHAIR AND VICE CHAIRMAN OF COMMITTEE
24 The Chair of the JAC (“the Chairman”) will be drawn from Natural England as the principal funding partner.
25 The Vice-Chair will be agreed annually out of the constituent bodies.
26 In the event of neither the Chairman nor the Vice Chairman being present at a meeting of the JAC, a representative of one of the Core Members present shall be elected to chair the meeting.
NUMBER AND FREQUENCY OF MEETINGS
27 The JAC will normally meet twice a year or at such other times as it may determine.
28 Special or extraordinary meetings may be arranged by the secretariat which is described in paragraph 44 following consultation with the Chairman.
29 A forum or wider reference group will be held to which any interested organisation or individual will be invited to enable the JAC to engage in dialogue with them, and to publicise the achievements made and projects planned.
30 The JAC may also make arrangements for seminars, tours and site visits on issues and projects relevant to its work as it considers appropriate.
DECISION MAKING
31 Wherever possible, decisions made at the JAC will be by means of consensus. In the event of a vote being necessary, voting will be by a show of hands and decisions reached will be based on the majority of votes cast for or against a particular proposal. In the event of the voting being equal, the Chairman of the JAC will have a second or casting vote, but in the event of the Chairman choosing not to exercise the second or casting vote, the proposal in question will fail.
32 The quorum of the JAC will be 50% of the organisations which make up the Core Members.
BUSINESS TO BE DEALT WITH AT MEETINGS
33 Agenda for meetings of the JAC setting out the business to be dealt with will normally be despatched to members seven working days in advance of the meeting.
34 The Chairman's agreement will be sought prior to dealing with any urgent items of business or any other business not listed on the agenda for meetings of the JAC.
35 Meetings of the JAC shall be conducted in accordance with the standing orders of Surrey County Council, unless or until the JAC decides otherwise.
OFFICERS ADVISORY GROUP
36 An advisory group comprising officers or other representatives of the Core Members (“the Steering Group”) will provide the JAC with professional advice in relation to its terms of reference, work and activities; the cost of providing such advice will be borne by the organisations represented on the Steering Group.
37 The chair of the Officers Advisory Group will be elected annually by the Advisory Group.
38 The Advisory Group will normally meet four times per year, including prior to each meeting of the JAC.
39 The Advisory Group may set up and decide on the terms of reference of any Task Group to provide advice or implement specific elements of the work programme. It may also appoint consultants to provide specialist advice or to undertake a specific programme of work.
40 The Advisory Group may also seek the advice of other organisations/individuals on specific aspects of the JAC's work as considered appropriate.
41 The secretariat for the Advisory Group will be provided by the Hindhead Together Coordinator.
42 The primary functions of the Advisory Group will be to:
(a) steer the preparation of management plans and strategies
(b) provide technical advice to the JAC
(c) develop policy recommendations to the JAC and its constituent bodies
(d) promote liaison on technical issues between members of the JAC
(e) undertake and commission research
(f) determine information needs for management
(g) develop awareness and understanding of the Hindhead Together partnership and the wider impacts of the A3 Tunnel Scheme
(h) co-ordinate and guide the work of task groups where set up
(i) co-ordinate the work of members in implementing the Statement of Principles for the Hindhead Area.
43 When necessary, in the interests of expediency, the chairman of the Advisory Group may take action on behalf of the JAC, after seeking prior approval of the Chairman, provided such action is consistent with the terms of reference of the Statement of Principles for the Hindhead Area and is reported to the next meeting of the JAC.
THE STAFF
44 The JAC will approve the appointment of an officer (“the Hindhead Together Coordinator”) subject to funding availability. The JAC may also recommend the appointment of other staff as part of a planned programme of work and to undertake specific functions determined by the JAC. The JAC should ensure a current business plan defines the duties and tasks of the Hindhead Together Coordinator. From time to time, secondments will be sought from member organisations in order to undertake a defined task, or role, for a specific period of time.
45 The Hindhead Together Coordinator will be employed by Surrey County Council and be based within the Surrey Hills AONB team. The Coordinator will provide the secretariat for the JAC.
FINANCE
46 The funding requirement of the JAC will form part of a three year rolling business plan. The plan will be reviewed and submitted for approval to the JAC on an annual basis.
47 The contributions to 'core' costs will be made primarily by the Core Members. Other organisations may be willing from time to time to provide funding or assistance in kind. The contribution of the National Trust will be through the provision of office accommodation for the Hindhead Together Coordinator.
48 The account of the JAC will be administered by Surrey County Council. A budget will be prepared in the spring of each year by the Officers Advisory Group and the Hindhead Together Coordinator and presented to the JAC for approval.
49 The budget will make sufficient provision to cover:
(a) staffing costs of the Hindhead Together Coordinator, associated administrative and secretarial support. (Such costs to include salaries, travel and subsistence, training and recruitment.)
(b) office expenses;
(c) costs associated with publicising and promoting the work of Hindhead Together;
(d) the costs of any other projects and activities to be undertaken during the year for which the JAC's approval has been given.
50 The minimum contribution sought from the Constituent Bodies will be based on the previous financial year, updated to take account of the current rate of inflation. Additional income to undertake specific projects will be sought through grant, sponsorship, lottery funding or other sources.
51 Any underspend remaining in the JAC’s account at the end of a financial year shall be carried forward into the next financial year subject to the rules of the funding bodies.
52 The JAC, the Officers Advisory Group or the Hindhead Together Coordinator shall, within the budget limits agreed in advance and in accordance with any conditions imposed by grant-giving bodies, be authorised to approve expenditure within the JAC's terms of reference, and to apply for grants, sponsorship, lottery funding or any other source of income. Continuing efforts will be made by all members of the JAC to identify and secure funding from a wide range of sources.
53 The Advisory Group will prepare an annual statement of accounts for the previous financial year, for the JAC's approval. The Advisory Group will also be responsible for providing financial information in response to any reasonable request from any of the Constituent Bodies making a financial contribution.
REVIEW
54 The funding arrangements and the constitution for the JAC will be reviewed after 3 years.
TERMINATION
55 A Core members may, by giving not less than 3 months written notice terminate their participation in this Agreement setting out the reasons for termination. In such circumstances, the remaining Constituent Bodies will review the viability of continuing the partnership.
56 The Core Members will pay grant in respect of inescapable contractual commitments entered into in good faith prior to any party giving notice of termination whether or not such commitments involve expenditure after the date of termination. However, for the avoidance of doubt, the said contractual commitments shall not include contract(s) of employment or an agreement(s) to retain the services of a worker or consultant in relation to the Project.
Appendix 1. The Statement of Principles for the Hindhead area
AIM: To work together to optimise the community, economic, landscape and ecological benefits arising from the construction of the A3 tunnel.
Enhancing the Surrey Hills AONB, as a nationally important landscape, to reveal old and new views where possible
Protecting the ecology of wider Hindhead Commons, having regard to the designations of Special Protection Area, Site of Special Scientific Interest and Regionally Important Geological/Geomorphologic Site
Assisting the National Trust with problems of conflicting recreational users.
Looking at the scope for meeting access needs within the area
Exploring opportunities for recreation on Hindhead Commons while at the same time reintroducing areas of tranquillity, following removal of through traffic
Developing the relationship with the Surrey Hills AONB and the South Downs National Park, subject to confirmation by the Secretary of State for Environment
Exploring new opportunities for tourism on a regional level
Looking at possibilities for tourism in Hindhead to establish a “draw”
Developing the economic role of Hindhead
Considering opportunities for the enhancement of the centre of Hindhead in the short and long term
Seeking to ensure a balance of mixed uses in the centre of Hindhead
Ensuring that any proposed development doesn’t undermine the above principles