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Borders Third Sector Partnership Workplan 2014-15

Borders Third Sector Partnership

SCOTTISH BORDERS TSIWORKPLAN 2014/15

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OUTCOME 1A: MORE PEOPLE HAVE INCREASED OPPORTUNITY AND ENTHUSIASM TO VOLUNTEER

Service / Activity Outcome and Common Service

Performance Indicators Target / Timescale

6/12 mth output

The opportunity to volunteer is increased through ongoing development of a marketing strategy, with activity including media coverage, local press features, and development of existing electronic promotions including social media.

Presentations, events and effective representation which will enhance the opportunity to volunteer.

Targeted marketing strategy e.g. promotion of one-off events, team volunteering, through production of promotional materials (electronic and hard copy)

Widespread distribution of up to date information on volunteering opportunities -surgeries, libraries, community centres etc

1.1, 1.3, 1.4, 1.5, 1.6, 1.7, 1.8, 1.14

#Social media communications

Media coverage reported

#presentations to groups

#attendance at Borders-wide events

# opportunities offered (KPI) through Milo, Volunteer Scotland Volunteering Zone, drop-in centre, appointments with VC staff

# ebulletins produced

#volunteering

Twice weekly social media interaction (FB & Twitter)

6 local media features;

4 presentations to 100 people interested in volunteering

100 attendees at 4 Borders wide events

600 opportunities available

6 ebulletins

12 opportunities

Output to be reported and reviewed at 6/12 months

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opportunities bulletins produced

#volunteer contacts – people who engage with VC Borders, and who go on to active volunteering (KPI)

#volunteers placed

#team volunteering events promoted

bulletins delivered in 12 months;

1000 volunteer contacts per year;

70% of people who engage with VCB progress to volunteering placement;

6 team volunteering events delivered

Young people are involved in and recognised for volunteering in their community through Saltire Awards

Promotion of Saltire across all schools, colleges, University, youth groups, sports clubs, uniformed organisations and to individuals

1.1, 1.2, 1.7

9 High Schools involved with Saltire#youth groups informed of Saltire Awards#uniformed organisations informed of Saltire Awards

Per year, 200 young people engaged with Saltire process and working towards 4 levels & Saltire Ambassador level

Target report at 6/12 months

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Partnership working with statutory & voluntary agencies to support and promote Scottish Borders awards scheme ‘Inspire Awards’ incorporating celebration of Saltire Awards

Annual ‘Inspire Awards’ event

#Challenge Awards issued#Approach Awards issued#Ascent Awards issued#Summit Awards issued

#VIO’s promoting Saltire to young volunteers#young people registered(KPI)# young people placed

200 attendees receiving awards at annual event

40 challenge awards issued200 approach awards issued200 ascent awards issued5 summit awards issued

150 VIO’s promoting Saltire

450 young people registered400 young people placed

People interested in volunteering receive appropriate response and information to their enquiries – phone, drop-in, email or web contactsSurvey of volunteer satisfaction with service provided by VCB

1.1, 1.2, 1.3, 1.4, 1.5, 1.8

#volunteer contacts% of volunteers who value and rate VCB as excellent/good (KPI)

#survey reports

# placement visits

1000 contacts80% of volunteers respond positively to evaluation of VCB as excellent/good

6 monthly Survey report produced

20 placement visits

Reviewed at 6/12 months

Increased number of people recruited, registered and 1.1,1.2,1.3,1.4,1.5 #volunteers recruited, 450 registered and

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placed or signposted to volunteering opportunities and ongoing support offered through dedicated placement advice roleOne to one interviews for hard to place volunteersPartnership working with statutory and voluntary referral agencies to remove barriers to volunteeringDelivery of PVG advice and information

,1.7 placed/signposted

#referral agencies

supported, including 100 young people

15 Referral agenciesWorking with 50 hard to place volunteers registered and supported into volunteering

Market research to establish need for generic volunteering awards system, including funding of event to acknowledge community contribution

Volunteers are valued, supported and their achievements recognised

Promotion of Volunteer Friendly Award to VIO’s

Ongoing support of Adult Learners Awards, partnership with CL&D, Borders College, SDS

1.1,1.3,1.4,1.5,1.71.8

#awards system identified

#Inspire Awards nominations

#organisations achieving VF

# staff resources

Report produced on action to be taken

20 award nominations200 attendees at Inspire Awards event

8 organisations achieving VF, attendance at presentations involving 300 attendees.

Participation in 6 planning meetings annually;Provision of media skills for awards;Administrative

Review progress at 6 months.

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support, clerical & minute-taking; attendance at awards with 120 participants

OUTCOME 1B: VOLUNTEER INVOLVING ORGANISATIONS ARE BETTER ABLE TO RECRUIT, MANAGE AND RETAIN VOLUNTEERS


Performance Indicators

Target / Timescale 6/12 mth output

Regular contact with VIO’s to ensure volunteering opportunities are up to date and current;One to one support of new and established VIO’s

Targeted seminars to cover issues around volunteer involvement – recruitment, retention, motivation & reward, policies & procedures and good practice

1.1,1.9,1.10, 1.11, #organisations supported (KPI)

# networking events for VIO’s

# seminars

500 organisations supported

2 networking events with target of 10 VIO’s at each event

6 good practice seminars – 6 participants at each seminar

Review after 6 months

Increased number of volunteering opportunities in the Scottish Borders

One to one support of VIO’s/placement visits by dedicated field worker

Targeted marketing materials to promote volunteering

1.1,1.9,1.10, 1.12, 1.13, 1.14, 1.15

#new organisations

#VIO’s visited by field worker

Promotion of

20 organisations registered

12 VIO site visits

12 Vol opp bulletins


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opportunities for VIO’s

Development of projects to reduce barriers to volunteering – Men’s Shed project, resilient communitiesPartnership working with Borders College, CL&D, NHS Borders & local authority projects to develop new opportunities

Volunteering Zone for national organisations#Vol opp bulletins

# projects developed with partner organisations#volunteers recruited

2 projects developed which reduce barriers to volunteering50 resilient communities volunteers20 Mens Shed volunteers

Increased number of volunteers, volunteer managers and VIO’s attending seminars on good practice provided by VC – including 5 locality area networking events showcasing good practice and learning opportunities for volunteer managers

Promotion of national training opportunities through Volunteer Scotland & partner organisations, signposting where accreditation is required or requested.

1.9, 1.10,1.11,1.12,

#seminars on good practice#organisations supported% VIO’s who were better able to recruit manage and retain volunteers as a result of service offered by TSI

6 seminars5 locality area volunteer events

500 organisationssupported80% VIO’s rate support as good/excellent

Building the capacity of VIO’s through best practice information and support, enabling them to be inclusive and to better support and value volunteersTargeted good practice advice in ebulletins covering specific volunteering roles e.g. befriending, driving, sport

1.9,1.10,1.11,1.12 #VIO’s achieving VF award#ebulletins

8 organisations achieving VF Award6 ebulletins


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OUTCOME 2: SOCIAL ENTERPRISE DEVELOPS AND GROWS


Performance Indicators Target / Timescale 6/12 mth output

Signpost members to organisations such as Just Enterprise, CEiS, SE Scotland, Senscot, FirstPort, Chamber of Commerce, FSB, Co-operative Development Scotland, Plunkett, Ready for Business, Business Gateway, etc. To provide business support in specialist areas including procurement and governance.

2.1, 2.2, 2.3, 2.5 #members referred to Just Enterprise;# to Enterprise Ready growth fund

6 members referred

24 members referred

Web site updated with links to portals for new contracts and tendering opportunities4 Trade Events hosted by BTSP

Work with members to provide one to one business support through telephone and face to face meetings and email, in all aspects, for aspiring and developing social enterprises

2.1, 2.2, 2.3, 2.5, 2.7 #Social Enterprises are supported with 1:1 guidance, email support and individual consultancy activity.

90 organisations supportedIncluding 20 organisations on commissioning framework and procurement training

Develop ‘social enterprise forum’ through social media or SBSEC website for members to network and for private/public sector to link in where appropriate

2.4, 2.8 #Continuing to develop a strong social media network for social enterprises and thematic networks with BTSP partners.#Joint working with private/public sector Chamber of Commerce

175 organisations supported via face book, twitter and updated web sites.

12 Network Receptions,8 Breakfast meetings hosted with all partners

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and Federation of Small Businesses. local Business Group,

Update website with advice and opportunities relevant to enterprise, procurement, funding opportunities and members collaboration etc.

2.1, #web site updates with linked to public/private, statutory and member

monthly

Develop an email newsletter and use social media to actively promote social enterprise, share news from our members and procurement and funding opportunities, and identify potential for collaboration, all relevant to local needs. Subscribe to Public Contracts Scotland and other tender portals to receive daily alerts on new opportunities for our members, which are passed on directly and through email newsletters

2.1, 2.3, 2.4 2.5, 2.6, 2.9

# people signed up 250 organisations supported and actively engaged in information sharing through e-bulletins, specialist social media network forums.

Hold meetings of our business group where we give group support and advice on frameworks, finance and opportunities. Members and aspiring social entrepreneurs can network, discuss their successes, and seek peer support on any issues. We have frequent guest speakers at business group meetings from key organisations such as Scottish Enterprise, Social Enterprise Scotland, and Scottish Borders Council.

2.2, 2.3, 2.4, 2.7, 2.9 #number of meetings per year#number of organisations attending/participating per year

12 meetings a year

20 - 25 organisations attending (10 – 12 per meeting)

Work with all statutory/private and third sector partners to ensure social enterprise is included in their support plans (e.g. for learning disability and adult care services).

2.1, 2.6, 2.9 #Development of Public Social Partnerships

#support increased awareness of corporate

6 Meetings per year with all CPP/Private and Public agency partners4 Corporate Social Responsibility awareness

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social responsibility within all sectors

#Promote the value of social enterprises

sessions with key note speakers per year

8 Published presentations on web sites, sharing of information on social media forums/networks

BTSP actively works with social enterprise networks across Scotland.

2.3, 2.6 #attends local/regional/ national meetings#raises local/regional issues through network forums both physical and virtual

8 meetings per year4 showcase events per yearMonthly through BTSP website, co-ordinate meetings for local social enterprise network, signpost organisations for appropriate, relevant support i.e. Just Enterprise, Business Gateway or local partner organisations for training/sharing of good practice.

BTSP supports the Supported Employment Awards and Business Development Awards. SBSEC host an award for best Social Enterprise/Social Firm

2.4, 2.6, 2.9 #steering group meetings#number of organisations/individuals supported through awards process

6 Steering Group Meetings with statutory/private/public partners20 organisations/individuals supported

BTSP supports member organisations delivering employment opportunities to disadvantaged groups

2.8, 2.9 #number of young people in CJS

11 jobs in 6 months20 jobs in 12 months

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and individual through the Community Jobs Scotland programme. We work with Third Sector and CPP to assist young people into education, employment or training, through Community Jobs Scotland and assisted training and employment programmes. SBSEC works with all partners to provide support for continued employment for young people on Community Jobs Fund, through a development programme to assist their transition to working in the private sector or find further training.

Placements#number of training courses

30 Training Courses throughout the year.

Promote the Supplier Development Programme locally and work with Just Enterprise on the national programme ensuring training is delivered free of charge. Promote Ready for Business alongside Scottish Borders Council and the NHS through a series of workshops funded by the Scottish Government

Hold a number of workshops on national procurement frameworks and purchasing power (for social enterprises as both buyers and suppliers)

2.1, 2.3, 2.5, 2.7, 2.8 #number of organisations engaged with Just Enterprise and national programmes#number of organisations participating in Promote the Supplier Development Programme Locally#number of workshops

24 organisations per year

12 organisations per year

6 workshops in partnership per year

Work with CIC regulator on issues surrounding new organisations (e.g. accounts for non-trading CICs).

2.2 # number of organisations and record positive interventions

6 issues for sector dealt with

BTSP works with the Scottish Government and VAS ensuring full engagement of third sector organisations in national consultations e.g. Community Empowerment Bill, the new Procurement Bill ensuring members/wider third sector organisations have the opportunity to respond.Work with Scottish Borders Council procurement department to ensure community benefit clauses are used and protected contracts (i.e. for social firms) are

2.1, 2.6, 2.9 #area member meetings#web site/surveys#newsletters; e bulletins#network meetings#attend roundtable discussion meetings

#host/facilitate meetings with Statutory Partners

4 area member meetingsAttend national meetings both SG and VAS, SENSCOTWeb site updated weekly with links to SG/VAS4 quarterly newsletters

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developed thereby offering training learning and employment opportunities for those client groups.Link third sector organisations to public sector bodies to raise awareness of making relevant purchases below the procurement threshold.

#publish briefing reports#awareness raising events for social enterprise networks

12 e bulletins

8 network events/forum briefing meetings

Maintain membership of the Chamber of Commerce and Federation of Small Businesses to continue engagement with the private sector.

Subscribe to Public Contracts Scotland and other tender portals for daily alerts on new opportunities.

2.1 2.7, 2.8 , 2.9 # continue to develop joint working with Chamber of Commerce; Federation of Small Businesses;#Support local Business Group meetings in Scottish Borders#Support increased use of Social Enterprises by the public/private sector.

6 business group meetings per year with key note speakers e.g Scottish Enterprise, Social Enterprise Scotland, SBC and also local successful social enterprises such as Lauder Trading Post, Grow to Work to promote sharing of good practiceNewsletters/e bulletinsWeb sites,

OUTCOME 3: THIRD SECTOR ORGANISATIONS ARE WELL GOVERNED AND MANAGED AND DELIVER QUALITY OUTCOMES



Continue to develop and support Third Sector organisations in the Scottish Borders: Provide health checks, good governance training sessions ensuring

3.1, 3.3 ,3.4, 3.5 3.6 3.7,3.8, 3.9 3.10, 3.11

#new groups#health check reviews specifically to assist

80 new start-ups in the year120 in the year

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third sector organisations have appropriate legal structures and are fit for purpose.

Provide Secretariat to 4 Federations of Village Halls on governance, new legislation, financial processes and funding sources.

with sourcing funding and applications#organisations becoming charities/changes in legal form/structure#organisations supported#Halls supported with compliance regulations, changes in legislation,#Management committee training/guidance and support

90 becoming charities

275 organisations supported

4 AGMsSupport to 92 village hallsVillage Hall Handbook updated each year

BTSP will provide guidance, support and organisational development, governance issues including writing constitutions, charitable status and legal structures

Provide bespoke training to third sector organisations on trustee role and responsibilities, including how to become a SCIO, OSCR regulations, charity law. There is no formal training arm, bespoke sessions delivered when requested. When accredited training is requested, we signpost to formal training providers.

3.6, 3.7, 3.8

3.1 3.4

# of organisations supported with 1:1 guidance and ongoing support sessions.#of organisations given telephone or email guidance

# Organisations provided with bespoke training sessions per year. Maintain library of training/how to guides e.g. SCIOs, OSCR,Role of the CommitteeCharitable StatusVillage Halls Handbook

400 organisations in the year

40 organisations provided with bespoke training sessions per year.

To be reviewed after 6 months

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Provide support to third sector organisations to understand and be aware of the context and environment in which they operate and assist with managing organisational change to ensure third sector organisations are equipped to position themselves to take on new opportunities, as well as respond to change.

3.5 ,3.6, 3.7, 3.11Policy Handbook#organisations supported with training on managing change, provided with 1:1 support, signposted for specialist advice e.g. Pro Bono.

80 organisations in the year.

BTSP will provide services to third sector organisations to identify funding sources, apply for appropriate funding. Support third sector organisations large and small to access different funding from a range of sources to ensure financial viability including ensuring that effective planning and financial management systems and processes are in place.Will provide guidance on how to seek opportunities to diversify by reviewing their current income base.

3.2, 3.3, 3.4 3.5 #Amount of Funding applications supported# £ funded levered into Scottish Borders# e-bulletins, newsletters providing access to extensive funding data#maintain and update website with local/national funding sources

120 organisations supported by BTSP to make funding bids

10 per year to 900 organisations

monthly

Continue to develop marketing and communications for third sector organisations to ensure they are kept informed and up to date with new developments, relevant information on policy changes.

3.3, 3.7, 3.9, 3.11 #Regularly updates on BTSP website and partners websites#newsletters and e-bulletins#Network Meetings

Weekly

12 per year6 planned meetings in the year. BTSP will also continue to host local/regional themed networks meetings.

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OUTCOME 4: THIRD SECTOR ORGANISATIONS FEEL BETTER CONNECTED AND ARE ABLE TO INFLUENCE AND CONTRIBUTE TO PUBLIC POLICY



I had requested further information on your Third Sector Forum. Thank you for the additional information provided at Appendix 2. However can you please add an activity and target into the main body of your workplan, here in Outcome 4, about the Third Sector Forum. This should include how often you plan to meet and how many orgs in the area you aim to have engaging/participating in the Forum.

Strengthen awareness and sector knowledge of Third Sector organisations by creating a regular communication system –distribution of policy information through e-bulletins, briefing notes, reports, information sessionsmaintaining database of third sector organisations and contacts – Partnership use of Milo databasemapping of Third Sector organisationsBTSP website updates to disseminate local and national information

4.1,4.2,4.3,4.4, 4.5, 4.6, 4.8, 4.9

#electronic communication# e-bulletins per year# policy briefings# quarterly newsletters#TSI Reports#stakeholder/member survey of third sector and partners

6 e-bulletins per year3 policy briefings4 quarterly newsletters6 month reportAnnual reviewInformation disseminated to 1500 TS Organisations

Review at 6 month report stage

Representation of third sector organisations at CPP strategic board level, CCP Joint Delivery Team and 3 Delivery Teams. Community Planning has gone through a review which has resulted in a restructure of Delivery Teams. (See attached diagram, appendix 1,p 17 for detail) BTSP will work with all Partners and the wider Third Sector to ensure not only engagement with this process but our participation, and third sector’s contribution to a range of partnerships, is valued, recognised and included.

4.1, 4.5, 4.7,4.8 #BTSP representation on CPP Strategic Board #CPP Joint Delivery Team#3 CPP Delivery Teams#Positive relationships are further developed between third sector and CPP

6 Meetings per year

6 Meetings per year.

18 Meetings per year6 Themed Third Sector meetings with CPP representativesDissemination of papers in advance of meeting

Review at 6 months

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* please see updated representation model , attached as appendix 2, demonstrating progress with Third Sector Forum mirrored theme groups

including briefing notes and formal minutes/agendas to allow for comment & third sector input

We will facilitate a meeting of Third Sector organisations to re-establish links with key representatives in a Borders wide forum. We will host 3 formal wider Third Sector Forum meetings throughout 2014/15, for networking and information sharing, promotion of consortia bids (eg transport) and to identify key representatives to attend CPP programme delivery teams and report to Borders Third Sector Partnership

4.2, 4.3, 4.4, 4.6, 4.8, 4.9

#organisations participating in networks & forums

Scottish Borders wide Voluntary Sector Conference

3 TSF Meetings attended by 40 membership organisations representing the sector

Review actions at 6 months

Creation of mirrored theme groups to effectively represent and report between 3 Delivery Teams and relevant third sector organisations – formal engagement process created & maintainedDirect working relationship with Strategic Community Engagement Officer to facilitate early contribution and response to policy planning

4.3,4.4, 4.5, #mirrored theme groups

# meetings with Engagement Officer

# agenda items

Third Sector representation on three mirrored theme groups; Reducing Inequalities, Economy & Infrastructure, Public Sector Reform, and also Joint Delivery Team and CPP Strategic Board.Monthly meetings with SBC Engagement officerNamed Third Sector representatives on mirrored theme groups by May 2014

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Facilitate networking opportunities to share good practice, providing information and updates on strategic policy planning, consultation with statutory bodies. BTSP will focus on specific areas of work, eg Welfare Reform, Health & Social Care review, Children & Young People, Learning in the Community, Sports strategy

4.2, 4.3, 4.5,4.6, 4.7, 4.8, 4.9

#Area members meetings#Networking meetings on themed topics# VAS networking events# Partnership response to VAS and SG consultations

12 area meetings to incorporate community development, volunteering and social enterprise information4 Networking meetings on specific topics4 VAS Networking events4 partnership responses to consultations

Progress to be reviewed at 6 month stage

Third Sector Partnership ensures representation at national Forums ensuring all key strategies receive a Borders input.

4.1, 4.5,4.6,4.7 #attendance and participation at national forums

VAS Good Practice ForumsVas Chief Officers’ meetingsRepresentation on national MILO users groupHealth & Social Care AllianceScottish Community Transport AssociationCPG on VolunteeringSenscot

Report on activities at 6 months

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OUTCOME 5: THE THIRD SECTOR INTERFACE IS WELL GOVERNED MANAGED AND EFFECTIVE

We will: Approach / Status / Plan

5.1 Understand the landscape of community, third sector and volunteering activities in our local area by collecting intelligence and maintaining a database of local third sector organisations, volunteers and volunteering opportunities, including the MILO Core Minimum Fields.

Milo database is fully implemented and up to date. Training for all partners and staff is ongoing, specifically about producing ad hoc reports on all core activities. Continued develop of voluntary and community portal Online Borders, micro sites have increased, traffic reports show a marked increase, 890 voluntary and community organisations are registered. NHS and our partners continue to provide technical and development support. Mapping reports, consultation responses, community planning documents, BTSP minutes of meetings all uploaded to the BSTP website and situated in our Library.

5.2 Use the intelligence to develop and deliver services in response to community need.

Reviewing and adapting activities to respond to local and national intelligence regarding volunteering, social enterprise and community development. For example: Partnership approach to addressing the issues with welfare reform on the wider community.

5.3 Engage relevant stakeholders in the design, delivery and review of policies and services.

Our Terms of Reference for the Third Sector Forum has ensured engagement with third sector and CPP on developing stronger representation across all delivery themes. BTSP will continue to strengthen the work throughout 2014/15. Will conduct series member meetings and surveys.

Communication and Promotion

5.4 Develop communications strategy and plans to improve our reach with stakeholders, to raise our profile and to promote our services and values. The communications plans will take consideration of the range of needs of different audience groups.

Network meetings, website up to date, social media, update and maintain distribution lists, Milo fully implemented. BTSP has an elected representative through the TSI network on Milo Users Groups. Sharing of information and good practice seminars. Stakeholder/members survey. Services promoted through information leaflets, All BTSP offices provide support administrative services as well 1:1 guidance, support and information services. All BTSP paperwork/marketing/information materials are available in accessible formats.

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All of the above is being incorporated into our revised communication strategy.5.5 Promote the impact the sector has on the communities we live in. The impact of the sector is reported in annual reviews and reports of all BTSP

partners and network members. BTSP feel 5.2 and 5.3 also supports this statement.

5.6 Communicate the interests of communities to wider stakeholders. Network events, planned themed meetings, newsletters, e-bulletins and website.

Partnership Working

5.7 Develop partnership approaches and identify opportunities for partnership working locally, regionally and nationally to achieve better outcomes.

BTSP is members of the Cross Party Working Group on Volunteering, Cross Party Working Group on Social Enterprise, participates in Parliamentary Sessions when appropriate. Presentations to area forum meetings throughout Scottish Borders on themed topics.

5.8 Engage local community representatives, Councillors, MSPs, MPs and others.

Area Forum Meetings, Members local meetings with MSPs, Hosting parliament outreach sessions, facilitating MSP and MP surgeries, engaging and participating in both. BTSP represents the interests of member organisations.

5.9 Work positively with Voluntary Action Scotland and our peers in the network.

BTSP actively engages in all VAS Network Meetings and Practice Forums.BTSP is also member of the following national intermediaries:SENSCOT, Volunteer Scotland, SCVO, Social Enterprise Scotland, ACOSVO, Co-production Scotland Network, Development Trust Association Scotland and attends themed network meetings nationally and also facilitates local network information sessions.

Equalities

5.10 Develop flexible responses to meet different needs; e.g. opening times, drop-in facility, outreach locations, telephone helplines and online facilities.

Ensuring accessibility for local service delivery is a continuous priority for BTSP. BTSP has a flexible working approach, arranges outreach sessions in accessible premises, and also works to suit the needs of our members, stakeholders and individuals – e.g. evening and weekend meetings.

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5.11 Make our services, publicity materials and premises as accessible as possible.

Ensuring accessibility is included in improvement plans – e.g. easy read documents, language translations and BSL interpreter services used.

5.12 Be proactive in engaging all of our stakeholders. Developed Social Media forums, themed network meetings, member consultations events.

5.13 Focus limited resources towards those who need them most Ensuring those who require additional support receive the help they need, in particular working with partners and specialist organisations and public agencies and referral agencies.

Internal Management

5.14 Use EFQM to develop and maintain organisational quality All partners adopt the principles of EFQM standards and processes.

5.15 Ensure a good working environment, good conditions of employment and recognition for people's contribution.

Policies reviewed annually, regular staff meetings, staff support and appraisals structures in place. To allow staff to contribute to decision making, future planning and organisational development.

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Appendix 1 – diagram to demonstrate representation of third sector organisations at CPP strategic board level, CCP Joint Delivery Team and 3 Delivery Teams.

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Appendix 2Scottish Borders Third Sector ForumRepresentation FrameworkBackground

Each of the 32 local authority areas in Scotland has a Third Sector Interface to support, promote, develop and represent the third sector. The Scottish Borders Third Sector Interface represents all voluntary groups/organisations through the Third Sector Forum and is the vital connection between the Community Planning Partnership (CPP) and the third sector.

Community Planning is the process through which agencies in the area (mainly public sector) agree the joint priorities for development and come together to share knowledge, planning and resources to deliver on those priorities. This includes the development of a Single Outcome Agreement i.e., one agreement signed up to by all partners focusing on the local priorities. The partners are currently:

Berwickshire Housing Association Borders College Eildon Housing Association NHS Borders Police Scotland Scottish Borders Council Scottish Borders Housing Association Scottish Fire & Rescue Service SESTRAN South of Scotland Scottish Enterprise Third Sector Waverly Housing Association

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The Community Planning Partnership is structured to effectively support joint working aimed at maximising the energies of public agencies, communities and the voluntary sector, businesses and individuals to address the three priorities identified for the Scottish Borders (see Figure A). These are:

Maximising the Economy Low Carbon Agenda Reducing Inequalities

Each priority is assigned to programme group which covers a series of work programmes that deliver on these priorities.

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Community Planning Joint Delivery Team (meets 4/6 times per year)

Third Sector Forum(meeting frequency to be confirmed)

Figure A: Scottish Borders Community Planning Structure

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Economy & Low Carbon Programme Group

Reducing Inequalities Programme Group

Public Sector Reform Programme Group

Third Sector Mirror Programme Group: Economy & Low Carbon

Third Sector Mirror Programme Group: Reducing Inequalities

Third Sector Mirror Programme Group: Public Sector Reform

Community Planning Strategic Board

(Elected Members and Chairs)

Work across policy strands when

required Embed equalities &

diversity, sustainability, rural

proofing, community engagement & health impact in project work


It is essential for the benefit of the Scottish Borders and the effectiveness of the third sector that the Scottish Borders Third Sector Forum is represented effectively across Community Planning Partnership structure:

Principles of RepresentationIt is anticipated that the Scottish Borders Third Sector Forum should expect the following from representatives of the sector:

Clarity of RoleIndividuals who take part in these partnerships should be aware that they represent the sector, not their own organisation. The individual will be employed by or be part of an individual organisation however, their role within the partnership should reflect the wider voice that they bring. It is recognised that the role of representative could have potential benefits for the individual’s own organisation and this is considered to be unavoidable and reasonable as the time given to this role could otherwise be used to benefit their organisation. It is also essential that the individual considers the potential for a conflict of interest. Duties of third sector representatives:

Scottish Borders Third Sector Forum should be used during introductions and in minutes, to ensure that other partners understand the role of the representative.

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Partnership Current third sector attendeesStrategic Board Marjory Hume, Chair Volunteer Centre

BordersJoint Delivery Team Morag Walker, Executive Officer The

BridgeEconomy & Low Carbon Programme Group

tbc

Reducing Inequalities Programme Group tbc

Public Sector Reform tbc


Representatives will often use their own organisation as an example in discussion; however they should endeavour to demonstrate a robust knowledge of the wider sector.

Information gathered during partnerships is shared openly. Where information is shared on a confidential basis within partnerships, the chair of the meeting should be advised that the representative has a duty to share this information with the nominated Third Sector Representative on the Joint Delivery Team.

Contributions to discussions should reflect the view of the Third Sector Forum or networks or be consistent with the principles and values agreed by them. Where the representative is unaware of an agreed position, their contribution should reflect this.

Where a realistic chance of conflict of interest is likely in advance of a meeting, this should be communicated to Interface staff in advance of the meeting. This will enable a solution to be sought to ensure that a conflict of interest is dealt with appropriately.

Behaviour

Scottish Borders Third Sector Forum has an opportunity to engage effectively as an equal partner in Community Planning. This will require a culture change in thinking by both parties as historically the third sector has been seen as an influencer rather than a partner. To be seen as an effective partner, the representative must ensure that their contribution is informed, articulate and constructive. It is expected that:

The representative engages in the process in a constructive fashion. Partnership work can be frustrating but an aggressive approach is often counter-productive to the intended outcome.

Representatives will show dedication and commitment to the process. This includes attending meetings, providing apologies well in advance (copying in CVS so alternative arrangements can be made), making useful contributions, paying attention during meetings, reading papers in advance, contributing to activities in between meetings, etc.

Connections

The value of the Scottish Borders Third Sector Forum comes from sector wide engagement, not from the attendance of a single third sector voice at meetings. Accordingly it is essential that in addition to attending the relevant partnership, the representative will engage effectively with the rest of the sector. This will ensure that the sector is able to engage effectively as a partner and contribute to the delivery of SOA Outcomes. Representatives will be expected to:

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Provide a short summary of key activity within the Partnership to Interface; for circulation to the network, and the wider sector

Take part in Scottish Borders Third Sector Forum events and networks regularly to share information Take part in the Representatives Group

The Role of Scottish Borders Third Sector Interface

One of the key functions of the Interface is to deliver on connection between the Community Planning Partnership and the third sector and responsibility for this function rests with the four organisations making up the Interface partnership. Representation is a major requirement for delivery of this function. Therefore, the Interface will provide support to representatives as follows:

Facilitating a series of networks to engage with the wider third sector Facilitating election of third sector representatives Notification of partnership meetings and circulation of any relevant documentation Deputising for representatives where possible, when they are not available to attend meetings

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