The document outlines the terms of reference for a Voice and Influence Steering Group in Bristol. It establishes that the group will have no more than 14 representatives from voluntary and public sectors. The purpose of the group is to identify and recommend an effective black and ethnic minority representation structure for Bristol. The group will oversee a consultant to recommend an appropriate representation model and ensure the process is robust. Key responsibilities include agreeing a work program and timeline. The terms of reference also establish guidelines around membership period, decision making, attendance, conduct, and complaints procedures.

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Voice and Influence (V&I) Steering Group
Terms of Reference (Draft)
July 2011
1 Purpose of V&I Steering group - To identify and recommend a robust
and effective black and ethnic minority V&I structure /model for voluntary
and public sectors in Bristol
2 Membership - There should be no more than 14 representatives from the
9 voluntary and 5 public sectors that sit on the steering group. Specifically,
black and ethnic minority representation is essential. The following sectors
should be represented;
Education & Young People
Health & Well Being
Culture
Key communities, i.e. South Asian, Asian, African (inc Somali), African
Caribbean, white non-British e.g. polish
3 Vision/mission – To ensure the process used to produce a V&I structure
model for Bristol is effective and robust
4 Role of members – To advise, recruit and oversee the work of a consultant
who will recommend an appropriate V&I model for Bristol and to represent
views of their communities when doing so.
5 Period of membership, resignation, termination – steering group
recruited from June 2011 to January 2012 (to cover six meetings)
6 Decision making structure - Decisions are taken by the steering group,
and should not be made by more than 14
7 Milestones - To agree work programme, key deliverables and time line in
July 2011
8 Appointment of Chair – An independent chair has been recruited until
January 2012. An honorarium of has been agreed for the chair by lead
organisations BCC and VSOCUR
9 Meetings – a maximum of one meeting per month until January 2011,
(this may be increased or decreased depending on milestones and
deadlines. Times and locations to be determined by the steering group)
10 Attendance at meetings – If a member misses three consecutive
meetings, the steering group will ask that member’s sectors to nominate
another representative. If the sector is unable to nominate a
representative the steering group will invite a representatives from the
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same sector. Reasonable travel expenses will be paid for attendance at
meetings.
11 Code of Conduct a meetings – Professional conduct at all times
12 Declaration of Interest – A steering group member must regard himself
or herself as having an interest in any matter if a decision upon it might
reasonably be regarded as affecting the financial position of the member,
a relative or friend, or of the organisation the member has an association
with, either as an employee, volunteer and manager. Such interests
should be declared and noted at the commencement of the item to be
discussed or when the interest becomes apparent.
13 Decision-making – BCC and VOSCUR are committed to maintaining
transparency and clarity in the decision – making process and to ensure
that all decisions are open to scrutiny and challenge. Decisions made by
the steering group will be reached by consensus and debate, but in
exceptional circumstances, when formal voting is required, a quorum of
one-third of the membership must be present. The chair of the meeting
will hold the casting vote.
14 Financial Decision Making – Any decisions on financial spend are taken
by BCC and VOSCUR.
15 Complaints procedure – in the first instance any complaints should be
submitted via the chair of the steering group which the steering group
would collectively seek to resolve
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