Terms of Reference

County Area Group of Independent Advisors

Operating Protocols

1. The IAG will determine the election of a Chair and Vice Chair. The minimum post will be 1 term which equals 2 years. The Chair and Vice Chair can stand for re election, the agreed maximum post being 3 terms (6 years).
   

2. The IAG will meet at County level on a quarterly basis as a minimum and for special or emergency meetings as required.
   

3. Area and HQ sub-groups will have a co-ordinator elected by the IAG Working Party (previously known as the "Executive Committee"). This person will be responsible for co-ordinating the work of the sub-group and reporting back to the IAG.
   

4. Sub-groups will meet as necessary.

5. The Chair and Vice Chair together with a designated police panel member will form a panel personnel committee as appropriate to deal with selection, and membership issues, including breaches of the operating protocol.
   

6. External communication of the business of the group will be determined by at least 4 members of the IAG, which must include the Chair or Vice Chair of the County group, local group or their appointee and must involve discussion with an appropriate member of the Constabulary or the appointed representative.
   

7. The business of the group and any disclosures made in the course of lay involvement are subject to the strictest confidentiality, subject to Data Protection and the Freedom of Information Act. All members have also received and signed a copy of Code of Conduct and Confidentiality agreement.
   

8. The Constabulary will be responsible for providing administrative support for the panel and sub-groups.
   

9. Minutes will be taken of all IAG and sub-group meetings, however the content of these will be restricted to brief summaries, decisions, actions, formal advice or recommendations.
   

10. Formal advice and recommendations must be approved at a full IAG meeting with the members to be decided at the time and dependant on the topic or matter at hand. The group will always include 1 member from each area.
    

11. Allowance claims and other reasonable expenses will be paid, as soon as possible but no longer than one month after invoices and receipts have been provided.

12. Police personnel can be invited to the group if their experience or expertise will be of assistance to the panel. However, Police personnel do not have voting rights.

13. If the IAG or sub-groups review a subject that has a direct relevance to a member's pecuniary interest, this must be declared, and recorded in the minutes. A member who makes such a declaration will not be entitled to vote on formal advice or recommendations.

14. Under no circumstances are members to use their position as IAG members to further or advantage their own pecuniary interests.

15. The IAG will consider appropriate levels of attendance by members of the Police Authority and Hertfordshire Constabulary and the extent of their involvement.

16. Members are required to complete training as necessary to develop their skills.

17. The County IAG will endeavour to hold at least one public meeting per annum or when required.

Membership

1. It is recognized that Independent Advisory Group cannot be truly representative of the diverse communities within Hertfordshire or represent any particular group within the community. However, it is intended that the group should have a diverse representation of people from the communities of Hertfordshire.

2. It is intended that the County group should have a minimum of 9 independent members, but preferably 12 members, all of whom should either reside or work within the County of Hertfordshire.

3. It is intended that of the 12 members:
   
   - 4 members will be from the Central Area
   - 4 members will be from the Western Area
   - 4 members will be from the Eastern Area
   
   Plus co-opted members with specific skills.

4. It is intended that each area will elect 2 reserves that will attend if the permanent members are unable to attend so that all areas are adequately represented at a County level. Chair, Vice Chair and a maximum of 3 elected appointees.

5. It is intended that each area's local representative will reflect race, faith, LGBT, groups and those from vulnerable areas of society such as learning disabilities.

6. Other advisors may be co-opted to the group if their experience or expertise will be of assistance to them.

Confidentiality Statement:
As an independent advisory group we are solely here for the reflection of minority groups in Herts. WE can therefore give our assurance that any matters raised will be treated in confidence. You are welcome to contact us anonymously if you so wish.

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