THAMES BASIN HEATHS
JOINT STRATEGIC PARTNERSHIP
Terms of Reference
1.
Objectives
1.1
The Thames Basin Heaths Joint Strategic Partnership (JSP) will
provide a vehicle for joint working, liaison and the exchange of
information between local authorities and other organisations
affected by the Thames Basin Heaths (TBH) Special Protection Area
(SPA).
1.2
It will address matters relating to the long term protection of the
TBH SPA arising from planning permissions for new residential
development, and associated land management and planning issues
that are of joint interest to the member organisations.
1.3
The JSP is comprised of local authorities acting together in
accordance with their powers under S2(1) of the Local Government
Act 2000 in respect of their powers to promote the environmental
well being of their areas, together
with other groups having an interest in the TBHSPA by virtue of a
managerial/landownership responsibility or technical advisory
role.
Joint Strategic
Partnership Composition
1.4
The Joint Strategic Partnership will comprise the following
groups:
·
The Joint Strategic Partnership (JSP) Board
·
The Strategic Access Management and Monitoring (SAMM) Project
Board
·
The Thames Basin Heaths (TBH) Officer Group; and
·
The Access Management and Monitoring Partnership (AMMP).
2.
The Joint Strategic Partnership Board
2.1
The JSP Board will act as an advisory body for local planning
authorities affected by the Thames Basin Heaths Special Protection
Area. For the avoidance of doubt, the JSP Board cannot exercise any
of the functions of a planning authority or competent authorities,
including setting formal planning policy or exerting control over
planning decisions, nor can it fetter any decisions made by such
bodies, nor the rights and responsibilities of SPA landowners.
2.2
The JSP Board will recognise and take account of the interests,
rights and responsibilities of landowners, users and other
stakeholders.
Membership
2.3
Full members: The following planning authorities
will be full members of the JSP Board and have full voting rights
at meetings of the Board:
·
Bracknell Forest Borough Council
·
Elmbridge Borough Council
·
Guildford Borough Council
·
Hart District Council
·
Mole Valley District Council
·
Runnymede Borough Council
·
Rushmoor Borough Council
·
Surrey Heath Borough Council
·
Royal Borough of Windsor and Maidenhead
·
Waverley Borough Council
·
Woking Borough Council
·
Wokingham Borough Council
·
Hampshire County Council
·
Surrey County Council.
2.4
Full member organisations will be represented by one nominated
elected member or a substitute elected member.
2.5
Other planning authorities may be invited to join
the JSP Board if directly affected by any future review of the SPA
designation or related policy.
2.6
Advisory members: The following organisations will
be advisory members of the JSP Board with rights of attendance and
participation at all meetings but without voting rights:
·
Natural England
·
Crown Estates (as a major landowner)
·
Forestry Commission (as a major
landowner)
·
Ministry of Defence (as a major
landowner)
·
A representative of the housebuilding
industry
·
Representatives of non-governmental nature
conservation interests
·
A representative of non-governmental recreation and
access interests.
·
A representative of the financial manager
2.7
Advisory member organisations will be represented by a senior
officer of that organisation.
2.8
At the discretion of the Chairman, representatives of other
stakeholder organisations that have a recognised and legitimate
interest in the planning or management of land affected by the TBH
SPA may be invited to attend, advise and/or speak at meetings of
the JSP Board, but will not have voting rights.
Procedures
2.9
A Chairman and Vice Chairman will be elected annually from amongst
the nominated representatives of full member authorities.
2.10
Meetings of the JSP Board will be held two times per year, or more
if required. Meetings may be held at local authority
offices or other appropriate venues. The quorum will be set at one
third of members rounded up. Meetings will be open to the public to
attend but not participate in discussions.
2.11
Secretariat services will be provided by a full
member authority. Meetings will be held in public and agendas,
reports and minutes of meetings will be made publicly
available.
2.12
One senior officer from each full and advisory
member organisation may attend meetings in support of their JSP
Board member. Additional representatives may attend at the
discretion of the Chairman.
Functions
2.13
The JSP Board will have the following
functions:
·
To act as a vehicle for joint working, liaison and
exchange of information related to the TBH SPA
·
To retain an overview of, and monitor, the
implementation of measures to avoid the impact of development on
the SPA, including:
o
local authority policy/avoidance
strategies
o
the coordinated provision of suitable alternative
natural greenspace (SANG) and
o
strategic
access management and monitoring (SAMM) measures,
including approving an annual financial plan and budget for the
SAMM project .
·
To receive half yearly reports from the SAMM project
coordinator, the SAMM project administrative body and the Strategic
Access Management and Monitoring Partnership Board.
·
Make key decisions on expenditure on
SAMM projects
·
Approving key decisions in the
contracting of delivery bodies
2.14
In carrying out these functions, the JSP Board
may:
·
Act on behalf of member organisations to commission
studies, surveys and reports
·
Instruct the SAMM Project Board, the TBH
Officer Group or the AMMP to undertake work in accordance with an
agreed brief or work programme
·
Provide advice to member and stakeholder organisations, including
making non-binding recommendations for a course of action
·
Approve and publish documents in relation to the long term
protection of the SPA and the delivery of development around the
SPA; and
·
Raise funds from member organisations or other
sources.
2.15
The JSP Board may review its terms of reference at any point.
3.
The Strategic Access Management and Monitoring Project
Board
3.1
The SAMM Project Board is appointed by the JSP Board to make
recommendations in relation to the implementation of the TBH
Strategic Access Management and Monitoring project and
oversee day to day management and
implementation of the project. The Project Board
acts to support and advise the TBH Project Coordinator in taking
decisions and ensuring the SAMM project progresses through open
partnership discussions and solution-finding.
Membership
3.2
Membership of the SAMM Project Board is agreed by the JSP Board and
comprises representatives from a number of local authorities
affected by the TBH SPA and from selected landowner/manager or
technical organisations. Members will be selected on the basis of
individual expertise. Meetings will be chaired by a nominated
elected member.
3.3
Only those members representing a local authority will have voting
rights. Other members will be advisory
members with rights of attendance and participation only.
3.4
Responsibilities of Project Board members will include:
·
Endeavouring to attend all meetings or offering substitutes
·
Providing the secretariat with relevant information in the required
formats in advance of meetings; and
·
Carrying out actions in line with deadlines set out by the
Chair.
Procedures
3.5
Meetings will be held in Guildford or in
one of the partner’s facilities as necessary to oversee the
implementation of the project.
3.6
Members of the public can attend but are not
entitled to participate or vote at the meeting. Minutes of
the Project Board will be reported to the JSP Board. Secretariat
functions will be provided by the Project Coordinator or other
nominated individual.
Functions
3.7
The SAMM Project Board has responsibility for oversight of the
contract with Natural England and directing the SAMM project
by:
·
Agreeing the job description and recruitment of a
project coordinator
·
Agreeing the project plan, including project
objectives, controls and processes
·
Drafting and reviewing the annual business plans
(including the financial plan) and recommend for approval to the
JSP Board
·
Making day to day decisions on expenditure within
the approved budget
·
Monitoring progress against plans and
expenditure
·
Monitoring the success of the avoidance/mitigation
measures and making recommendations to the JSP Board
·
Making recommendations to the JSP Board when
decisions are required beyond this group’s remit
·
Agreeing the engagement and education
plan.
4.
The Thames Basin Heaths Officer Group
4.1
The TBH officer group will provide a forum for
officers to discuss and share information about TBH policy and
implementation issues, including local authority policy/avoidance
strategies, the coordinated provision of SANG and the
implementation of the SAMM project.
Membership
4.2
The TBH officer group will comprise:
·
Relevant senior planning, legal, environmental
and/or countryside service officers from affected local
authorities
·
The TBH project coordinator and a representative
from the SAMM administrative body
·
Senior representatives of JSP Board advisory
organisations; and
·
Officers or technical/professional representatives
from other stakeholder organisations, by invitation.
Procedures
4.3
The TBH Officer group will meet two times per
year, or more as required. Meetings may be held at
local authority offices or other appropriate venues.Secretariat
support will be provided by the local authority that provides
secretariat services for the JSP Board. The Officer Group will be
chaired by a local authority officer nominated by the Group.
4.4
Meetings of the Officer Group will not be open to members of the
public. Agendas, papers and minutes will not be made public. A
report on the activities of the group will be made to the JSP
Board.
Functions
4.5
The TBH Officer group will:
·
Provide technical support to the JSP Board and SAMM
Project Board as appropriate
·
Undertake technical work requested by the JSP Board,
or steer consultancy projects commissioned by the JSP
Board
·
Provide monitoring information to the JSP Board;
and
·
Where appropriate, establish small project teams or
working groups to progress issues related to the long term
protection of the SPA.
5.
The Access Management and Monitoring
Partnership
5.1
The Access Management and Monitoring Partnership has
been established to provide advice about strategic access
management and monitoring measures and provide for the
implementation of those measures.
5.2
Membership of the AMMP comprises local authority
officers and stakeholder representatives with land management
responsibilities and/or landowning interests. Secretariat and
chairing responsibilities lie with the elected Chair,
currently Hampshire County Council.
5.3
Meetings of the AMMP will not be open to members of the public.
Agendas, papers and minutes will not be made public. A report on
the activities of the group will be made to the JSP Board.