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March 2004
Introduction
The Derwentside Community Empowerment Network (DCEN) is currently made up of 21 Community
 Partnerships and 8 Special Interest Groups, who act as an umbrella group for wider community and residents groups helping them to get involved in the Derwentside Partnership. Each member Group elects a Community Empowerment Network representative who brings their views to the wider arena. The Executive for the Network is chosen by election from these representatives. DCEN provides a vital link between the community and voluntary sectors and the Derwentside Partnership through supporting networking, joint working and partnership, and through 9 places on the Derwentside Partnership.
The Derwentside Partnership was formed in November 2001, and currently has 36 members from the public, private,
 business, community and voluntary sectors. Its main purpose is to improve the local quality of life through the development and implementation of the Derwentside Community Strategy, and narrow the gap between our better off and poorer neighbourhoods through the development and implementation of a Local Neighbourhood Renewal Strategy
(LNRS). The Derwentside Partnership is committed to better ways of partnership working to benefit all those who live, learn, work in and visit Derwentside.
This protocol is seen as complementary to the partnership constitution and comprises a formal written agreement between the DCEN and the Derwentside Partnership setting out agreed rules for joint working. Developed and negotiated jointly by the DCEN and the Derwentside Partnership it is seen as a co-operative arrangement which recognises the unique contribution and valuable input that DCEN representatives make to the work of the Partnership, and will underpin the strengthening of the relationship between partners.
The protocol explicitly formally commits DCEN and the Derwentside Partnership to work effectively together in a collaborative, inclusive and productive way, and will support the building of mutual trust and respect. Its establishment marks the beginning of an ongoing process. It will be subject to continuous improvement and be annually reviewed as part of this process.
The success of the protocol is incumbent on all partners in the DCEN and the Derwentside Partnership to promote it and adhere to it.
DCEN & DERWENTSIDE PARTNERSHIP SPECIFIC COMMITMENTS
1. REPRESENTATION
Derwentside Partnership commits to representation by DCEN on the Derwentside Partnership of not more than 9 members, elected through the DCEN’s process enshrined in its terms of reference. Derwentside Partnership commits to representation of 1 member of Council for Voluntary Services (CVS) on the Derwentside Partnership.
Derwentside Partnership commits to representation by DCEN on the Derwentside Partnership Executive Board of 1 member. Derwentside Partnership commits to representation by CVS of 1 member on the Derwentside Partnership Executive Board.
Derwentside Partnership commits to representation by DCEN of not more than 4 members on each of the thematic sub-partnerships of Health Improvement, Crime & Disorder, Education & Training, Environment & Housing, Economic Development, Local Regeneration and of not more than 3 members on ad-hoc working groups.
DCEN and the Derwentside Partnership jointly commit to permitting nominated deputies to substitute at all meetings in cases of absence, this will increase openness within the DCEN and assist in dissemination of information to the wider community.
DCEN is committed to reviewing its membership on the Derwentside Partnership every two years (the term of office for representatives from October 2004) and strives to ensure representation is inclusive both in terms of geography and communities of interest, thereby increasing capacity and providing support to ensure full participation in strategic decisions taken locally.
DCEN is committed to choosing representatives through a democratic process which represents the widest possible group of interests. An effective and appropriate constitution and voting protocol has been developed ensuring the election/selection process is transparent and accountable to DCEN members and others.
2. ROLES AND RESPONSIBILITIES
The DCEN and the Derwentside Partnership commit to jointly detailing the roles and duties of representatives, including how they are to be accountable, and in the case of DCEN how they are representative of network membership, to avoid confusion and potential conflict. Particular roles and duties of representatives that apply to Derwentside Partnership meetings are as follows:
- Derwentside Partnership members who are also elected members may represent the views of Derwentside District Council or Durham County Council as service providers
- As democratically elected members, councillors may also represent the views of the district electorate, but they are not represented at the partnership to formally represent their own ward constituencies. But should bring first hand experience and knowledge relating to deprivation and specific neighbourhoods
- DCEN representatives who are also elected members are there to represent the views of DCEN, and not to represent their own ward partnerships
- DCEN representatives may also bring the perspective of voluntary sector service providers
- DCEN representatives are not to represent particular local communities in a formal way.
- DCEN representatives are responsible for ensuring that their knowledge and experience inform decisions and planning across the Derwentside Partnership, thematic sub-groups and working groups.
DCEN and the Derwentside Partnership therefore jointly commit to a common responsibility to work together and to take decisions for the whole of the district of Derwentside.
The DCEN and the Derwentside Partnership jointly commit representatives on the Derwentside Partnership, Derwentside Partnership Executive Board, thematic sub-partnerships and working groups to the same shared standards of behaviour, which are detailed below.
- Attending or presenting apologies for absence,
- Adhering to the format of the meeting, the rules of debate and generally the spirit and rules by which the meeting is conducted,
- Accepting that decisions will, in the majority of instances, be by consensus,
- Identifying their responsibility and making clear their role within the partnership during debates,
- Mutually respecting all members of the partnership, ensuring everyone has an opportunity to make a valid contribution,
- Respecting the Chair who be responsible for the proper conduct of the meeting,
- Be empowered by their representative organisation to take decisions on all
matters of business,
- To ensure DCEN are not to be merely consulted but design and develop policy, and receive feedback on input,
- Declaring any conflicts of interest that may arise during matters under discussion,
- Respecting the confidentiality and sensitivity of certain information.
The secretary of the Derwentside Partnership will be responsible for ensuring compliance with these standards, as detailed in the Derwentside Partnership Constitution. Any representatives not adhering to these standards, will be subject to a ‘standards of behaviour’ procedure as detailed in the Constitution.
3. SUSTAINABILITY OF DCEN
DCEN is administered through the support of CEF (NRF) which is time-limited to March 2006. The Derwentside Partnership is committed to undertake to work with DCEN to help ensure its future sustainability post 2006.
4. WORKING ARRANGEMENTS
Derwentside Partnership commits to holding full partnership and Derwentside Partnership Executive Board meetings up to a minimum of 4 times a year, alternate between morning, early afternoon and late afternoon start times and be undertaken in community venues (where possible) to increase accessibility by all representatives.
The Derwentside Partnership commits to ensuring full partnership meetings are strategic, focused and conducted in a professional and timely manner.
The Derwentside Partnership commits to making available full partnership agendas and reports to DCEN at least 10 days before meetings, where possible the main areas for discussion and themes of Partnership meetings will be notified to DCEN well in advance of 10 days, to allow time for consultation and preparation by DCEN representatives. Papers will be provided in an accessible format in plain English. In exceptional circumstances, the availability period of Agendas and reports may be reduced by a maximum of 2 days.
The Derwentside Partnership commits to despatching full partnership or Executive Board meetings minutes’ within 2 weeks of the meeting date.
DCEN if they wish to submit items for inclusion on the full partnership Agenda are committed to ensuring at least a months notice prior to meetings. Items should be strategic, focused and appropriate for discussion by the full partnership or Executive Board. If it is deemed items are more appropriate for discussion at sub-partnership or working group level, DCEN will be informed of this.
DCEN commits to its Co-ordinator circulating full partnership meeting agendas and summaries of papers to DCEN members prior to the meeting allowing for a reasonable consultation period.
DCEN commits to having regular meetings to discuss network issues fed in from partnership meetings and thematic/neighbourhood based meetings. Where appropriate feedback will be tabled as an agenda item for discussion.
DCEN commits to providing Agendas and reports to the Derwentside Partnership Co-ordinator in advance to allow time for consultation with Partnership members.
DCEN and the Derwentside Partnership commit to publicising partnership meetings and related information on the DCEN website (and the Derwentside Partnership website when it is developed). DCEN and the Derwentside Partnership are committed to the development of a joint strategy for dealing with communications, feedback and reporting from meetings.
DCEN and Derwentside Partnership commit to their Co-ordinators, Officers and Chairs meeting regularly to discuss the respective business of both parties, including full partnership agenda items.
DCEN commits to briefing its representatives in advance by a formal meeting held before each full partnership meeting.
DCEN acknowledges the role and responsibilities of the public sector and needs and priorities of the voluntary and community sector and commits to developing professional, productive and equitable relationships with each.
DCEN considers capacity building with the voluntary and community sector a key priority and commits to dissemination of information about local, regional and national initiatives to Voluntary Community Sector (VCS) representatives, and to those unable to attend meetings. DCEN is committed to increasing participation levels within the voluntary and community sector, and will collect and make available monitoring data pertaining to this.
DCEN commits to maintaining a database (subject to data protection requirements) that enable publicity materials to be targeted on those who have expressed an interest to ensure they are invited to appropriate meetings.
The Derwentside Partnership commits to consult as widely as possible using DCEN as the most appropriate but not the only mechanism and will also utilise existing networks, groups and forums recognising that consultation should be timely and allow reasonable timescales for response.
DCEN and the Derwentside Partnership jointly commit to accessible and participative consultation, including use of relevant languages, special formats, and accessible venues.
DCEN commits to continue working in partnership with other VCS networks and/or adopting methods that include groups who are not DCEN members.
DCEN commits to inclusivity and has a framework of special interest groups that represent regional and thematic needs.
DCEN commits to producing a report for full partnership meetings which as broadly as possible reflects the current issues facing the VCS and takes into account activities of other networks in the region.
DCEN and the Derwentside Partnership jointly commit to continue working together to ensure that traditionally excluded and alienated groups will be included, barriers to participation overcome and community cohesion improved.
DCEN and the Derwentside Partnership jointly commit to identifying best practice and areas for further development, and review good practice from elsewhere.
Derwentside Partnership commits to responding to research, papers and recommendations generated by DCEN, and ensure the results are reflected in Derwentside Partnership Reports.
DCEN and the Derwentside Partnership jointly commit to the integral involvement in the development, distribution and monitoring of Neighbourhood Renewal Funding.
DCEN and Derwentside Partnership jointly commit to contribute fully to each others Performance Management Framework arrangements.
5. MEDIATION AND CONFLICT MANAGEMENT
Derwentside Partnership and DCEN jointly commit to conducting their business in an open manner based upon respect, transparency and inclusivity.
Derwentside Partnership and DCEN jointly commit to handling perceived issues with the operation of the Derwentside Partnership or DCEN through a structured process.
- An informal discussion between the complainant and the Co-ordinator of the other organisation.
- A written complaint raised with the Chair of the other organisation, which must be investigated and receive a written response within 14 days of receipt.
- A formal discussion between Chairs’ and representatives from DCEN and the Derwentside Partnership.
- Full partnership consideration.
- Referral to ‘outside’ mediation.
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