Method of Working

1. Purpose

The Rural Affairs Forum will act as a sounding board for rural practitioners and delivery agencies; reflect the needs and aspirations of rural people; provide direction, leadership and co-ordination in respect of the rural agenda; be a conduit for rural views and present the West Midlands perspective on the national, regional and sub-regional rural agenda.

2. Background

The West Midlands was fortunate in having a record of cross-county boundary rural dialogue in preparing applications for EU structural funds and Rural Development Commission projects. By 1997/98 there was growing recognition amongst leading rural players that it was necessary to establish a regional rural voice in response to:

• changes in European funding
• the growing significance of the regional tier of government
• the forthcoming establishment of Regional Development Agencies

The outcome was the establishment of a Regional Rural Task Force following a conference at Stoneleigh in October 1998. The Rural Development Commission (RDC) provided the secretariat for the Task Force. The demise of the RDC and the establishment of the Countryside Agency in 1999 led to a review of the Rural Task Force and its replacement with a broader based West Midlands Rural Network. The Countryside Agency provided the secretariat and a small representative Core Group of twelve members became responsible for commenting on policy developments, planning events and transferring information into the wider rural network. Following the publication of the Rural White Paper in November 2000 and the commitment to set up ‘sounding boards’, it was agreed that the Core Group should form the basis on which the Regional Rural Affairs Forum, supported by Government Office, should be built . The inaugural meeting of the Rural Affairs Forum took place on 18th March 2002.

The ‘family’ of Rural Affairs Forums fulfils a commitment made in the Rural White Paper to set up national and regional ‘sounding boards’ so that ‘Ministers could have regular and direct contact with the main rural groups so that they know what is going on and what countryside people think.’
Source: Rural White Paper

Building on the Rural White Paper, the Rural Strategy 2004 sets out how it will strengthen the relationship between each region and Ministers so that the differences, as well as the similarities, are fully understood.

“We will ensure that the grass roots perspective influences regional decision-making on issues affecting rural people and communities, through using or building on regional Rural Affairs Forums to provide a clear voice at the regional level”.

“There will be a stronger means of ensuring that the impact of policies on rural people, communities and businesses is taken into account by Government and other decision-makers;

“Policies and decisions affecting rural people should be better informed and therefore more relevant to the real needs of rural people”
Source: Rural Strategy

“Defra is keen to seek the best possible voice from rural stakeholders in this work, especially so that the thinking on priorities and delivery mechanisms is informed by their experiences. Regional Rural Affairs Forums have an important role to play in this and it important that their membership reflects the main stakeholder interests. Government Offices are being asked to review the operation and membership of the Forums they support, in consultation with you, to ensure that they can play an effective role in enabling the voice and experience of grassroots rural customers to inform regional policy and delivery”
Alun Michael’s letter, dated 21 July 2004, to Regional Forum Chairs

3. Role and Responsibilities
i. The Forum will work with the Regional Assembly, the Regional Development Agency, Central Government, Government Office for the West Midlands, Local Government, the Commission for Rural Communities, rural customers, delivery agencies, businesses and other regional and sub-regional bodies on the integration of the rural dimension in strategies and action plans.

ii. The Forum will support, review and monitor progress in implementing the Rural Strategy 2004 and other key regional strategies to ensure that they address the needs of the end-customer.

iii. The Chairman and Vice Chairs will represent the Forum including meetings with Government Ministers and on the Rural Accord Group.

iv. The Chairman and members will build relationships with other government departments (outside Defra) and regional partners to promote the work of the Forum at a national, regional, sub-regional and local level and will act as a conduit for the two-way flow of information. The Chairman will hold bi-lateral meetings with its 4 regional partners: the Regional Assembly, Government Office for the West Midlands, Advantage West Midlands and Natural England, twice a year to discuss up and coming issues. In addition, a concordat has been drawn up and will be agreed on 8th March 2007 between agencies in Mid-Wales and the West Midlands Region.

v. Forum to support meetings to discuss issues of regional significance.

• Criteria - The WMRAF will sponsor local or regional meetings where issues of regional significance can usefully be addressed through such meetings, e.g., when they will be combined with a site visit to a project that raises important issues for the region as a whole. The Forum will support these meetings using funds approved by its Management Committee, but cannot provide funding for sub-regional projects directly. 
• Activity - The Forum will identify issues of regional significance, contact interested partners and agencies and facilitate meetings/visits to enable discussion and the formulation of potential solutions.
• Budget - A notional budget of £3,000 will be set aside to allocate to prior-notified and approved proposals during the year.

STRUCTURE OF THE FORUM

4. Membership

The Forum provides an effective mix of rural representation under the following broad sectors:

5. Membership: Reviews and Length of Service

i. The Forum will be subject to regular review to ensure that it remains fit for purpose;

ii. Members should periodically seek legitimacy from their sectors/organisations to continue to serve on the Forum;

iii. Members will be inducted onto the Forum and asked to sign up to their role and responsibilities set out in the job description;

iv. Main members should attend 75% of Forum meetings and alternatives should cover in their absence;

v. A membership list, by sector and with contact details, will be uploaded to the West Midlands Rural Network.

6. Qualification for Membership of the West Midlands Rural Affairs Forum
The Forum aspires to have a national, regional, sub-regional and local profile. First and foremost, members have a duty to engage with their sector with enthusiasm and commitment and reflect the views of their sectors at Forum meetings. Members also have a role in ensuring that rural customers can identify a clear route of engagement with the Forum. It is essential that all members are of sufficient status and have been empowered by their organisations to sit on the Forum.

Competences and qualities required by Forum members include:

• A broad and deep knowledge of their sector and a willingness to engage in the wider rural debate with vibrant and effective Networks through which information can be gathered and disseminated;
• The time and resource to devote to the Forum and the resolve to be a full and proactive participant;
• The willingness to act as an advocate for the Forum;
• The ability to present a consensus view in a concise and articulate way.

7. Elected Members and Protocols
Members elected to the posts of Chair and Vice Chair will serve a three year term and can be re-elected for a second term but must then stand down.

Chair:

• Nominees must be proposed and seconded by members;
• Nominees can be Forum members or suitable candidates nominated by Forum members;
• The Management Committee has the delegated authority to select the Chair on behalf of Forum members from the nominated candidates;
• Short-listed candidates may be asked to make a presentation to the Management Committee if more than one outstanding candidate emerges.

Vice Chairs:

The Vice Chairs will be elected from within the Forum’s membership and be subject to the process of proposing, seconding and balloting (if the number of nominations exceeds the vacancies).
 

OPERATION OF THE FORUM

8. Role and Remit of Chair, Vice Chairs and Members
i. The Chair will be called upon to:

• Assume an advocacy and representative role on behalf of the Forum at a wide range of events;
• Work with the Secretariat on the day-to-day business of the Forum;
• Represent the Forum at quarterly meetings with Ministers;
• Provide good management of the quarterly meetings and approve the minutes;

Job Description is available here (in Word format)

ii. The Vice Chairs will support the Chairman, represent the Forum at events and work with the Secretariat. The Chair and Vice Chairs will agree the division of responsibilities between them.
Job Description is available here (in Word format)
 

iii. Members attend the Forum as a representative of one of the seven sectors set out in paragraph 4.
Job Description is available here (in Word format)
 

iv. The honorary post of Immediate Past Chair will be offered to the retiring Chair so that the Forum will benefit from experience gained during the years of office.
 

9. The Forum Secretariat
The Secretariat will be provided by Government Office for the West Midlands.
Job Description is available here (in Word format)
 

10. Facilitation
The Forum’s Management Committee may recommend the appointment of a full time facilitator or a consultant to take forward a piece of work. Alternatively a Forum member with the relevant experience might be funded to take the lead on a specific project.

11. Management Committee
The Management Committee (MC) will take responsibility for the operation of the Forum. It will meet regularly to agree agendas, forward plan, approve special projects, elect the Chair and appoint a Facilitator. Substantive items will be brought to the Forum for endorsement.

The Management Committee will consist of one member from each sector plus the Chair, the two Vice Chairs, the core financial supporters and the Secretariat.
Job Description is available here (in Word format)
 

12. Financial Resources
The Regional Assembly and Defra (the Forum’s core financial supporters) allocate a sum of money to the Forum each year. The funding enables the Forum to operate and ensures that no member or sector is constrained or disadvantaged by the Forum’s Method of Working. The MC will seek funds from partners to further the role of the Forum. Continuity of funding is vital to ensure that the Forum is able to plan its programme of work.

The following expenses can be met from the budget:

• Speakers fees;
• Consultancy or facilitation fees to further the work of the Forum;
• Funding for ‘educational’ away-days;
• Sponsorship of an annual conference;
• Hire of meeting rooms if ‘free of charge’ venues cannot be found;
• Out of pocket expenses for Members attending Forum meetings or conferences or otherwise working on behalf of the Forum, who are unable to claim or do not have an organisation from which they can claim recompense. Members who need to claim expenses should contact the Forum Secretariat.
  

13. Task and Finish Groups

Where appropriate the Forum may set up task and finish groups to respond to consultations, commission research or undertake special projects. Individuals with an academic or specialist background may be co-opted to work with the Forum. Each group to include a sustainability assessment within its remit.
See the task group protocols here and more information about the task groups here
 

14. Links with Regional Structures
The Forum is an integral part of the regional structures and is recognised by key regional bodies as a source of independent and informed advice on incorporating the rural dimension into their working practices. The Forum is recognised as a respondent to consultations on regional strategies and has formal representation on:

 
15. Communications

i. Regional:

• Members to disseminate information across their Networks to ensure that the Forum reaches the widest possible constituency;
• The Chair may exercise the right to contribute to the Regional Assembly’s quarterly Partnerships Paper;
• The Secretariat will produce minutes of the quarterly meetings (see Meetings) and ‘Rural Sound-Bites’ and maintain contact with members between meetings;
• The Secretariat will post all Forum papers on the West Midlands Rural Network;
• The Rural Affairs Forum will hold an annual conference.

ii. National:

• The Rural Affairs Minister will attend Forum meetings across the regions (at the rate of one per quarter);
• Regional Chairs will meet quarterly with Defra and other Ministers;
• The Secretariat will maintain contact with Defra by copying minutes of Forum meetings to the Defra Rural Engagement Team;
• The Secretariat will maintain contact with other regional Forums through the Rural Affairs Forum Network.

iii. Correspondence received by the Forum
Applications for Membership of the Forum

• When applications for membership of the Forum are received by the Secretariat, a copy will be forwarded to the Forum Member(s) representing the Sector concerned to consider the request and assess whether they feel the sector is fully represented.
• The identified Forum Member(s) to reply to Secretariat confirming that the sector is fully represented or that additional representation is required.
• Secretariat to discuss response with Chairman:

1. Decision to extend Forum representation
   A letter sent in response to application welcoming the new member to the Forum together with Information Pack.
2. Decision that Forum is fully represented
   A letter sent to applicant explaining that the Forum is fully represented, and suggesting that the Forum Member(s) representing the sector concerned be used as a point of contact to raise issues etc to the Forum.

Requests for Forum responses to Consultations and Strategies
When requests are received the Secretariat will forward to identified members who have an interest in the subject area for comment by deadline to named lead Member, who will respond directly on behalf of the Forum. A copy will be forwarded to the Secretariat to be recorded in Forum Business Plan.
 

16. Dissemination of information
To ensure transparency, Forum papers are placed on its website hosted by the West Midlands Rural Network: www.wmrn.org.uk and other sites as appropriate. Hard copies of documents are available on request.

Telephone enquiries: Nigel Daw at the Rural Affairs Forum Secretariat, Government Office for the West Midlands on 0121 352 5362.

Read the Method of Working here in Word format.

Secretariat
West Midlands Rural Affairs Forum
(Revised February 2007)

Government Office for the West Midlands
5 St Philip’s Place
Colmore Row
Birmingham B3 2PW 77

Tel:0121 352 5371
FAX: 0121 352 5578
E-mail: rebecca.mackay@gowm.gsi.gov.uk

Click here to see this in Word format