Committee details

Older People's Partnership

Purpose of committee

Annex A


Terms of Reference

1.            Context

2.1          In December 2009, the Bracknell Forest Partnership Board (the “Partnership”) approved the establishment of a new themed partnership board.

2.2          To raise awareness of and to understand the changing needs and interests of older people and to tackle stereotypes and age discrimination, the Partnership agreed to establish a themed partnership known as the Older People’s Partnership Board (the “Board”).  The Board exists to focus on the wide issues impacting on older people and provide a cross-agency forum for resolving issues affecting older people by discussing these in one place, in a collaborative and joined up way.

2.            Purpose

The Board will:

2.1          Develop a strategy setting out the needs of older people and an action plan to deliver change covering the period 2013-2016.

2.2          Encourage everyone to recognise and value the contribution of older people to the life of the community

2.3          Will actively seek the engagement and involvement of all as well as of older people in the work of the Board

2.4          Will promote the engagement and involvement of older people and the wider community.

2.5          Report to the Partnership on progress and liaise with other theme partnerships to achieve its strategic goals

2.6          Share relevant information between partners

2.7          Respond to Government’s initiatives and consultations concerning older people on behalf of the partners

2.8          Exercise oversight of such functions as may be determined by the Partnership or partner agencies

3.            Structure and Membership

3.1          To ensure that the Board has the capacity and dynamism to deliver its purpose, the membership will comprise organisations and individuals with the capacity to bring about the outcomes of the strategy and action plan.  The membership of the board for the purposes of delivering the 2013-2016 strategy and action plan is set out in Appendix 1. 

3.2          Subject to discussion and agreement with members of the Board, the Chairman of the Board may invite individuals or organisational representatives to join the Board:

a.    As a permanent member to inform and deliver multiple or connected aspects of the strategy and action plan

b.    As a temporary, time-limited member as appropriate to specific task requirements of the Board

c.    To attend and advise the Board for specific information or agenda items

3.3          Members and advisers invited under 3.2 b and c above, shall only be present for the items for which they have been invited.    Members and advisers considered under 3.2 b and c are listed in Appendix 2.

3.4          Temporary members shall only have voting rights where appointed as a temporary time limited member for specific task requirements. Voting rights for temporary members shall be limited to those specific task requirements and the voting provisions in 6.2 shall apply.

3.5          Advisors invited under 3.2 c shall not have voting rights in any decision.

3.6          Membership of the partnership will be reviewed on an annual basis.  The chair of the Board will be reviewed on an annual basis and elected from within the permanent membership by majority vote.

3.7          If any individual member wishes to withdraw from the Board, written and verbal notice must be given of how any funding committed to the Board will be maintained.

4.            Resources and Administration

4.1          Administrative support will be provided by Bracknell Forest Council unless the Board decides to make other arrangements.

4.2          All members of the Board will need to identify how they will support the agreed objectives of the Board both in terms of general allocation of resources and in terms of the specific allocation of the resources required to deliver the projects/targets agreed by the Board. It is envisaged that this may be through the commitment of staff time and where appropriate through the commitment of revenue or capital resources. It is not intended that any additional resources will have to be committed by the voluntary and community sector unless it relates to projects that would normally be funded by them. At all times any funding or resource will remain the responsibility of the member organisation.

5.            Working Arrangements

5.1          Quarterly closed meetings will be held in places that are accessible and acceptable to all members. The agenda and papers will be circulated one week in advance. The meetings will be formally minuted and the minutes will be published in the internet.

5.2          Actions may be taken between meetings with the agreement of the Board and progress against outcomes will be updated in the action plan and agreed at subsequent meetings of the Board.

5.3          Sub-groups are permissible and shall be established as agreed by members of the board and their purpose shall be set out in terms of reference which shall be agreed by the Board to ensure they shall deliver the objectives and outcomes of the strategy and action plan.

5.4          The agenda papers for the Board (but not sub-groups) will be published on the internet unless that pursuant to section 100A of the Local Government Act 1972, as amended, members of the public and press be excluded from the meeting for consideration of items which involved the likely disclosure of exempt information under category 1 or category 3 of Schedule 12A of that Act:

(1)  Information relating to any individual

(2)  Information relating to the financial or business affairs of any particular person (including the authority holding that information), provided that Information in this category is not exempt information if it is required to be registered under the Companies Act 1985; the Friendly Societies Acts 1974 and 1992; the Industrial and Provident Societies Acts 1965 to 1978; the Building Societies Act 1986; or the Charities Act 1993.

6.            Decision Making Process

6.1          Partners shall bring along their own expertise to the decision making process, but decisions will be taken in the overall interest of the Board objectives.

6.2          The Board will endeavour to reach consensus on matters for decision. Where votes are invoked each representative shall have one vote, carrying equal weight.   Where two individuals from the same organisation are present, the vote of the most senior individual shall be taken into account for that organisation. Decisions will be made on a simple majority basis and will require a quorum of 1/3rd members excluding temporary members.

7.            Risk Management

7.1          As an essential aspect of good governance, each formal partnership agreement will include provision for a risk management process, which will be developed according to the activities of the Board.  Risks will be reassessed at least annually or with document refreshes.

8.            Communication

8.1          Effective communications are critical to the success of the Board and are essential to protect the reputational risk of individual members of the Board and advisors and contributors to the work of Board.

8.2          Members of the Board, whether permanent or temporary, shall abide by the Bracknell Forest Partnership Communications Strategy, Identity Guidelines and media protocols and shall respect:

§  The badging and promotion of the Partnership

§  The authorising of individual partners to speak on behalf of the Board and/or the Partnership

§  The issuing of information, press statements and public relations material in relation to the activities of the Board and/or the Partnership through its media protocol

9.            Equalities and Diversity

9.1          The Partnership is committed to promoting community cohesion and equality for all in the Borough. Public bodies have a legal duty to promote equality of opportunity, eliminate unlawful discrimination and harassment and promote good relations between people, these duties apply to the Partnership. 

9.2          Each partnership board will assess how it can eliminate any potential discrimination in its activities and also consider and evidence how it will actively promote equality of opportunity on the basis of:

§  disability

§  race

§  age

§  gender

§  sexual orientation

§  gender re-assignment

§  religion or belief

§  pregnancy or maternity

§  marriage or civil partnership

And other circumstances including:

§  income

§  carer status

§  people in the health and social care system

§  people in the criminal justice system

9.3          The Board is committed to the achievement of health and wellbeing of older people and reduction of health and wellbeing inequalities between different older people with regard to the Joint Health and Wellbeing Strategy

9.4          Equalities screening will be conducted for any strategy, policy, procedure, review, plan or service developed by the Partnership that has an impact on members of the community or staff, through the initial screening stage of an Equality Impact Assessment .  This will enable the partnership to assess whether there is any potential of an adverse or differential impact on any of the groups listed in 9.2 above.

10.          Conduct and Behaviour

10.1       Members of the Board are to be willing to take on a role in the broader programme appropriate to the skills and resources of the partner organisation, to act in good faith at all times and in the best interests of the Partnership's aims and objectives, and be open about any conflict of interests that might arise.

10.2       Within Board meetings, declarations of interest and provision for withdrawal from meetings of the Board should be made both orally and in writing prior to each meeting.

10.3       Board members are also expected to encourage joint working and promote the sharing of information, resources and skills between public, private and community sectors and to act wherever possible as ambassadors for the project. They are also expected to communicate regularly with other partners throughout any project so that problems can be identified and shared to achieve their successful resolution.

10.4       All Partnership members must work together in a harmonious relationship based upon mutual respect, courtesy, trust, honesty and understanding of each others roles. This should prevail in all meetings and contacts, whether formal or informal.

11.          Dispute Resolution

11.1       With goodwill, respect and integrity on both sides, there ought to be very few occasions when a disagreement between members of the Board cannot be resolved amicably. If there is a serious dispute of substance in relation to matters of the Board it should be discussed, in the first instance, between the members concerned. If such discussions should not produce an acceptable settlement, reference may be made to the Chairman of the Board, but this should be seen as a last, rather than a first resort. If the matter cannot be resolved satisfactorily after reference to the Chairman, it may be referred to an expert selected by mutual agreement by the parties involved.

12.          Audit and Scrutiny

12.1       All members of the Board shall abide by the existing and nationally recognised procedures, guidelines and standards for ensuring probity and good governance in public life.

12.2       The meetings of the Board can be observed by any individual who has received permission from the Chairman of the Board to attend. The Partnership shall report progress annually to the public. The Partnership shall carry out an effectiveness self-assessment annually.

12.3       The papers, including the agenda and minutes of each meeting are available to the public after each meeting, as long as information does not contain personal, financial or sensitive confidential information that is not suitable for public disclosure. In this case the minutes will be published without this information. It will be made clear when details have been removed.

12.4       The appointed internal/external auditors of each partner will have rights of access to the partnership to ensure the partnership complies with audit requirements of each individual partner.

12.5       Bracknell Forest Council shall facilitate the scrutiny of the work of the Board through its Overview and Scrutiny process.

Appendix 1

Members of the Older People’s Partnership Board deemed essential for the delivery of the strategy and action plan and meeting criteria set out in 3.1 and 10 above

1.    Representatives for issues relating to older people’s health and social care:

  • Chief Officer: Older People and Long Term Conditions for Bracknell Forest Council (Chair)
  • Executive Member for Adult Social Care, Health and Housing
  • Bracknell Forest Older Persons’ Champion
  • Member of the Intermediate Care Partnership Board

2.    A representative from carers’ organisations
e.g. Berkshire Carers Trust

3.    Representatives from older people’s information, advice and support agencies,
e.g. Healthwatch Bracknell Forest, Age Concern Bracknell Forest, involve (previously) Bracknell Forest Voluntary Action,
Citizen’s Advice Bureau, Relate

4.    A representative for skills, education and learning
e.g. Head of Community Learning and Skills for Bracknell Forest Council, member of the Local Economic Partnership Board

5.    A representative for housing and accommodation issues
e.g. Housing and Community Services Director, Bracknell Forest Homes

In attendance for the purpose of supporting the work of the Board:

Joint Commissioning Officer, Adult Social Care, Health and Housing

Appendix 2

Organisations or individuals that could be invited to attend and advise the Board subject to 3.2 above include:

Head of Community Engagement and Equalities, Bracknell Forest Council

Leisure Development Manager for Bracknell Forest Council

Community Safety Manager for Bracknell Council

A representative from the Bracknell Forest Over 50s Forum (MD)

Community Health
            e.g. nursing / Intermediate Care Partnership Board

Healthwatch Bracknell Forest

University of the Third Age (U3A)

A representative from Employers organisations
            e.g. Breakthrough, Job Centre Plus, Chamber of Commerce

Representatives from Bracknell Forest Voluntary Sector Forum

Representatives from Town and Parish Councils

Bracknell Forest and/or Berkshire Public Health teams

Project Manager, Nepali Community Café project

Care Bill project lead, Bracknell Forest Council

Stroke Association

Representative from Dementia Partnership

Legal and financial support providers

Bracknell Forest and Ascot Clinical Commissioning Group

CCG Patient Involvement Representative

Foundation Trust PALS (comments and complaints) services

Access Group representative

Drug and Alcohol service representative


Contact information

Support officer: Lizzie Rich. 01344 352253

Postal address:
Democratic Services
Easthampstead House
Town Square
RG12 1AQ

Fax: 01344 353251