Guidance for Chairman 1. Description of Roles 1.1 Chairman The Chairman of the Local Access Forum for Essex occupies the position as an individual, representing the Forum membership, and does not represent any organisation they may be employed by, or affiliated to. The primary requirements of the role are to work with the Facilitating Officer in the running of Forum meetings and activities, the signing off of letters and other documents, and the representation of the views of the group. Above all the Chairman must try at all times to be aware of, and responsive to, the wishes of the members of the Forum and where necessary ensure that decisions are made democratically by a simple majority vote. 1.2 Facilitating Officer The Officer is not a member of the Forum. The Officer will undertake the secretariat services for the Forum. The officer will prepare an outline work programme for the Forum. The primary requirements of the role are to work with the Chairman in the organisation and running of Forum meetings and associated activities, the drafting of letters and documents (where this task is not assigned to a member of the Forum or the Chairman). Above all the Officer must try at all times be aware of, and responsive to, the wishes of the members of the Forum and the Chairman. The Officer will undertake any research requested by the Forum that falls within the Forum’s remit. The LAF Officer will lead on all regional ‘strategic’ communication and will liaise between the Forum and neighbouring forums. 1.3 Secretariat Services The secretariat duties will include Minute taking, arranging circulation of draft letters and documents to members of the Forum and co-ordinate feedback, revisions and editing as required. To formalize and draft The Annual Report and any other documents which will need to be circulated to Members. To deal with all expense claims and payments. 2. Organisation and facilitation of groups 2.1 Forum Meetings The Officer arranges the logistics of Forum meetings. Chairing the Forum effectively requires the Chairman to have dedicated time in their work plan - Chairmen should ensure they have enough time in their schedule to be available for regular meetings e.g. at least once a quarter. It is helpful if the Chairman keeps the Officer informed of times when they will be unavailable i.e. on holiday, abroad etc. Pre-meetings between the Chairman and the Officer are recommended. It is therefore useful for the Chairman to arrive a minimum of 15 mins before the Forum meeting begins to go through the agenda with the Officer and make sure each has all the relevant papers. The role of the Chairman is to ensure that the meetings run to time, and are inclusive and constructive. The Chairman should ensure that all of the agenda items are taken in the meeting during the time allowed - if time runs short suggestions may be made to continue discussions at the next Forum meeting. The Officer should note any adjustment in the minutes. Members not able to attend meetings may still wish to input to discussions – where possible the Officer should seek to obtain input in written form and to discuss the content with the Chairman in the pre-meeting. 2.2 Action Points Wherever possible the Chairman, with the Officer, should seek to tie down action points resulting from the meeting – these should be achievable, time-bound and attributed to somebody. 2.3 Facilitation and Arbitration The Chairman and Officer will seek input from everyone that attends the meeting and will work to prevent the meeting from becoming a detailed exchange between a couple of individuals. A Chairman should feel empowered to deal tactfully with any ‘bad behaviour’ - this might take the form of bilateral chats after meetings have ended. The Chairman and/or Officer is expected to act as an independent facilitator or arbitrator during meetings, however, the Chairman, may at times wish to declare an interest on an issue, at which times the chairing of the meeting should be temporarily handed over to either a deputy chair or the Officer. 2.4 Feedback Feedback from members after the meeting is welcome and this should help the Chairman and the Officer to improve both the effectiveness of meetings and the overall co-ordination of the Local Access Forum. Both the Chairman and the Officer should encourage members to provide comments and feedback in written form although it is recognised that on rare occasions confidentiality may be an issue. 3. Letters and other documents The Officer mostly drafts documents and letters emanating from the Forum. The Chairman signs all letters. All draft documents are circulated for comments from the members and then revised. 4. Representing the Forum The Chairman and the Officer will occasionally be asked to attend liaison meetings to represent the Forum or to lead smaller delegations of the Group. In such instances the Chairman and/or Officer should represent only those views which have been discussed and agreed in previous meetings and the pre-meeting. 5. Communication between Forum members and External Bodies Messages from LAF members intended for the entire Forum should be sent to the Officer, who is then responsible for circulating the messages as soon as possible, in the most convenient and appropriate format. All communication with external organisations and agencies should be directed through the Forum Officer. This relates to both incoming and outgoing communications. All communications will be redirected to the both the Chairman and the Forum.