Members and officers working together

Members and officers working together to achieve a common purpose with clearly defined functions and roles
 
  • Ensuring effective leadership throughout the authority and being clear about executive and non-executive functions and of the roles and responsibilities of the scrutiny function 
  • Ensuring that a constructive working relationship exists between authority members and officers and that the responsibilities of authority members and officers are carried out to a high standard
  • Ensuring relationships between the authority and the public are clear so that each knows what to expect of the other
 
The code should reflect the requirement for local authorities to: Compliance can be demonstrated by:

Set out a clear statement of the respective roles and responsibilities of the executive and of the executive's members individually and SSDC's approach towards putting this into practice

Set out a clear statement of the respective roles and responsibilities of other authority members, members generally and senior officers

  • The Constitution 
  • Minutes of meetings 
  • Publication of portfolio holder decisions
  • Financial procedure rules 
Determine a scheme of delegation and reserve powers within the constitution, including a formal schedule of those matters specifically reserved for collective decision of the authority, taking account of relevant legislation, and ensure that it is monitored and updated when required The Constitution
We will ensure that the Chief Executive is made responsible for all aspects of operational management (Head of Paid Service).
  • Scheme of Delegation
  • Terms and Conditions of Employment
  • Job Description/Person Specification
  • Performance Management system 
  • Staff Appraisal processes and Training Plans
  • S113 Agreement with East Devon District Council
Develop protocols to ensure that the leader and chief executive negotiate their respective roles early in the relationship and that a shared understanding or roles and objectives is maintained
  • Regular weekly meetings 
  • Job description of Chief Executive 
  • Job description of Leader
  • Officer/member working relationship protocol.
  • Scheme of Delegation
We will ensure that the Assistant Director - Finance and Corporate Services is made responsible for the financial affairs of the Council, including financial advice, financial records and systems of internal control (Section 151 Officer).
  • Scheme of delegation
  • The Section 151 Officer is a qualified accountant, reports directly to the Chief Executive, and is a member of the authority's Management Board
  • Terms and Conditions of Employment
  • Job Description/Person Specification
  • Performance Management System
  • Medium Term Financial Strategy and Plan
  • Budget Book 
  • Annual Audit Plan 
  • Financial Procedure Rules 
  • The Section 151 Officer leads a finance function that is resourced and fit for purpose 
  • Reviews and approves all committee papers are financially correct before publication
  • Reports to Resources and Legal Services Portfolio Holder, District Executive, Audit Committee, and full Council 
We will ensure that the Assistant Director - Legal and Corporate Services is made responsible for ensuring that the agreed procedures are followed and that all statutes, regulations and other statements of good practice are complied with (Monitoring Officer).
  • Scheme of Delegation
  • The Monitoring Officer is a qualified solicitor, reports directly to the Chief Executive, and is a member of the authority's Management Board
  • Terms and Conditions of Employment
  • Job Description/Person Specification
  • Reviews and approves all committee papers are legally correct before publication
  • Standards Board agenda and minutes
  • Reports to Resources and Legal Services Portfolio Holder, District Executive, Audit Committee, and full Council

Set out the terms and conditions for remuneration of members and officers and an effective structure for managing the process, including an effective remuneration panel (if applicable)

 

Ensure that effective mechanisms exist to monitor service deliver
Develop protocols to ensure effective communication between members and officers in their respective roles
  • Protocol on officer/member relationship
  • Scheme of Delegation
  • Codes of Conduct

Set out the terms and conditions for remuneration of members and officers and an effective structure for managing the process, including an effective remuneration panel (if applicable)

Ensure that effective mechanisms exist to monitor service deliver

  • The Constitution
  • Members Allowance Scheme
  • Terms & conditions of Employment
Ensure that SSDC's vision, strategic plans, priorities and targets are developed through robust mechanisms, and in consultation with the local community and other key stakeholders, and that they are clearly articulated and disseminated
  • Corporate plan
  • Sustainable Community Strategy
  • Budget consultations
  • Themed discussions at Area Committees
  • Joint Working Groups (eg. Yeovil Vision)
  • Area Forums
  • Targeted discussions via Community Development/ Regeneration Officers

 

When working in partnership ensure that members are clear about their roles and responsibilities both individually and collectively in relation to the partnership and to the authority

When working in partnership:

Ensure that there is clarity about the legal status of the partnership

Ensure that representatives or organisations both understand and make clear to all other partners the extent of their authority to bind their organisation to partner decisions

Protocols for partnership working. For each partnership there is:

  • a clear statement of the partnership principles and objectives
  • clarity of each partner's role within the partnership;
  • definition of roles of partnership board members;
  • line management responsibilities for staff who support the partnership;
  • a statement of funding sources for joint projects and clear accountability for proper financial administration;
  • a protocol for dispute resolution within the partnership.