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The role of the Council Chair

Bath and North East Somerset Council

Function Title: The Role of the Chair(man) of Bath and North East Somerset Council

Equality Impact Assessment Report

Date: September 2009

Co-ordinator of Policy: Ruth Hutchings, Civic Secretary

Persons carrying out Equality Impact Assessment:

Rebecca Jones, Principal Solicitor with Ruth Hutchings, Civic Secretary

1. Introduction.

The existing policy is to provide guidance on the role of the Chair of Bath and North East Somerset Council, to the Chair, councillors, officers and the public. The role of the Chair is primarily set out in legislation; however there is opportunity for discretion around the civic function, such as, attending events in Bath and North East Somerset, welcoming delegations, making speeches and issuing messages, conducting citizenship ceremonies.

2. General problems and issues already identified that might affect the policy from meeting its aims.

Political leaders and councillors need to exercise good judgment in selecting the Chair. The Chair has a prominent role attending public functions within B&NES, hosting citizenship ceremonies and receiving civic visits from the Chairs of other councils and foreign delegations.

It is possible for there to be bias in the way the Chair carries out the role, for example, in the civic functions and charities the Chair attends and supports. The Chair may choose to support a narrow range that does not reflect the wide work of the Council and the diverse local population.

There is guidance on the types that can and cannot be supported, but the policy does not provide guidance on how to ensure equality.

There is also a possibility that in making speeches and issuing statements the Chair may not act in accordance with equalities law and good practice and either not seek or ignore advice. Also others could misinterpret and/or misuse the Chair’s role.

3. What data was analysed as part of this Equality Impact Assessment process and what did it tell us?

The role of the Chair of the Council is delivered by the Chair supported by the Civic Secretary. A mixture of men and women have been Chair, but mainly white, middle aged – a reflection of who is elected as a councillor in B&NES.

A record is kept of every event attended and the invitations declined. Thank you letters received are recorded, but no analysis of events attended or declined or a formal satisfaction survey.

Consultation on this assessment was undertaken with the Civic Secretary, the Equalities Team and the Directorate Equalities Group. In addition to monitoring, wider consultation will be undertaken prior to a review of this assessment.

The main issue arising was the lack of monitoring information and that there had been concerns in the past about speeches / messages from the Chair to the public.

4. Assessment of impact on equality groups

The policy has no greater impact in principle on any one of the six equality groups. The chair should attend / support a wide range of public events. Who is elected as Chair and the events attended or declined, the charities supported (e.g. is there a wide range), speeches / messages made could result in direct or indirect discrimination.. There is a responsibility on the Chair and the Civic Secretary to promote the Council’s vision and values and engage with the whole community and not just a narrow section.

5. Monitoring arrangements

Full records, that capture the six equality strands, will be kept of invitations attended or declined, who attends and satisfaction / complaints by pro active monitoring.

6. Conclusions and action plan

There is a need to gather information and monitor. The booking form will be amended to advise that feedback is welcomed.

The written guidance to the Chair will be amended to include potential issues and the way the role can be used positively to promote equalities and the Council’s vision and values and engage the wider community.

An annual report will be submitted to the Corporate Equalities Group.

Wider consultation on this assessment will be undertaken at the next review.

The protocol leaflet for the public will be amended.

Equalities training will be provided to the Chair following election.

The Chair / Civic Officer will ensure as far as reasonably possible that events arranged by the Chair are accessible to all.

The political groups will work with the wider population to widen the range of people who become councillors and therefore able to become Chair.

Action Plan

Issues identified	Actions required	Progress milestones	Officer responsible	By when
Lack of information / monitoring.	Amend booking form to state that feedback is welcomed.		Civic Secretary	6.11.09
Lack of positive guidance to Chair.	Re-write and issue new guidance to Chair.		Solicitor to the Council	End of January 2010
Lack of wide consultation on EIA.	Publish on EIA public website. On review of EIA consult more widely.		Civic Secretary	Publish by 6.11.09 Review by end 2012
Councillors who have become Chair from narrow range of population.	Engage political groups to work with wider population to widen range who become councillors and therefore available for office of Chair.		Chief Executive with Group Leaders
Lack of training for Chair on equalities	Provide training on equalities as part of the Chair’s induction following election to office.		Equalities Team.	Offer by end Nov 2009 for current Chair and to be part of future inductions.
More information required by the Public on role of Chair	Update protocol leaflet	Done	Civic Secretary	Already done
Possibility that a narrow range of events could be attended by Chair.	Monitor invitations and events attended and be pro-active in attending events and promoting the Council’s policies and duties.		Civic Secretary / Chair
Possibility that people are not able to attend a civic event through lack of accessibility of venue, times, dates etc	As far as reasonably possible ensure events are accessible to all.	Already being undertaken by Civic Secretary for events arranged and hosted by B&NES	Civic Secretary / Chair	Monitor feed back received

Signed off by ………………………………

Vernon Hitchman, Solicitor to the Council, Directorate Equalities Group

Date…

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