WORKING PROTOCOLS:
1. Membership should be as follows:
 | (A) 10 members of Bristol City Council Early Years & Childcare sub-committee reflecting the political balance on the Council and with representation from Education, Social Services and Leisure Committees. | ||||||||||||||||||||||||||||
| (B) representatives from each of the following settings:
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| (C) 1 representative from each of the following bodies or network organisations:
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2. Members of the Partnership may nominate substitutes to attend.
3. A Chairperson and Vice Chairpersons shall be elected from members at the AGM of the Partnership. They should be from different membership categories (A, B, or C). Such other officers may be elected as the Partnership deems necessary.
4. Consensus on decision making will be sought. However, no individual group or agency can be bound by Partnership decisions i.e. the Partnership cannot override normal decision making processes in organisations represented. Members will be expected to reflect their sphere of interest whilst at the same time to recognise and declare any potential conflicts of interest.
5. The Partnership may refer particular issues/concerns to other groups/agencies for clarification or decision.
6. The Partnership must present any Early Years Development Plan agreed by it to Bristol City Council for approval.
7. The Partnership will seek to delegate tasks to working groups and determine the remit, priorities, and accountabilities for these groups.
8. The Partnership will be serviced by Officers from Bristol City Council Education (Early Years & Childcare Unit) in consultation with Social Services & other Directorates.
9. Minutes of all meetings of the Partnership will be taken and circulated for approval at the next meeting.
10. Notes of Working Group meetings will be taken and made available to all members of the Partnership upon request.
11. Relevant minutes, notes and documents will be available at the following locations:a) Education Directorate Office (currently Avon House, Floor 16)b) Central Libraryc) Avon Parents Network officed) Hartcliffe Nursery Centre,and made available electronically as soon as possible.
12. The Partnership will comply with the Access to Information legislation and other good practice, including a public access slot at the beginning.
13. Any member of the Partnership may request an item to be placed on the Agenda by advising the Early Years & Childcare Unit fourteen days in advance of the meeting.
14. All members of the Partnership will be expected to work towards promoting high standards of excellence in Early Years work.
15. The Partnership will hold an AGM in June each year at which an Annual Report will be presented and new representatives for the coming year agreed. The AGM will - elect officers of the Partnership, - consider any amendments to these working protocols, - consider any resolutions or issues raised by members of the Partnership. - agree a schedule of meetings for the coming year (aiming for at least four meetings) and a timetable for reviewing and updating the Early Years Development Plan.
16. The Partnership will hold an Annual Conference (normally in January) to consider the Early Years Development Plan & Review, to promote Excellence in Early Years, and to co-ordinate the childcare strategy.
17. The Partnership will expect to be consulted by the City Council on matters relating to Early Years and Childcare.
18. The Partnership will receive a report annually setting out the Council's Early Years & Childcare’s Unit budget (or proposed budget) for comment. This budget will be expected to allow for n the prudent operational costs of the Partnership in line with agreed financial regulations.n the provision of a Parent Information Service and other costs related to the the implementation of the Early Years Development Plan and Childcare Strategy.n identifying any financial contributions expected from members of the Partnership.
19. The Partnership will act as a forum for overseeing the implementation of number counts and payments relating to government policies and for ensuring there is an effective and efficient system in place, including appropriate audit checks and safeguards.
20. Newsletter: The Partnership will seek to produce a regular Newsletter on at least a quarterly basis to keep all Early Years and Childcare settings and users informed. The Partnership will be responsible for agreeing deadlines for receipt of information. The partnership will also seek to establish an electronic presence. An Editorial role will be exercised by the officers of the Partnership, the Early Years Project Officer, and any Newsletter Co-ordinator agreed by the Partnership.
21. The Chair and Vice-Chairs will be charged with
| a) providing guidance to Council officers on agenda preparation and emerging issues between meetings of the partnership in line with agreed policies. They will be expected to work closely with the relevant Council officers to ensure the efficient operation of the Partnership and that the Partnerships views are taken into account in the day-to-day Early Years and Childcare issues within the Council. |
| b) they will be responsible for encouraging the effective networking of Partnership members and the development of local area networks. |
| c) they should seek to ensure effective and meaningful consultation and that timely views of members are received. |
| d) generally promoting the Partnership and ensuring the Partnership's views are communicated. This should involve close liaision with relevant Council officers and relevant Partnership members, and accountability back to the Partnership. |
22. The Partnership will arrange to cover servicing costs and costs of childcare for Partnership meetings.
| a) In general members of the Partnership will be expected to have their own out of pocket expenses covered by their own organisation. |
| b) However it is recognised that their are a number of individual members without such support, and where it will be necessary for prudent travel expenses to be re-imbursed against receipts. |
| c) A small honorarium of £200pa will also be allocated towards out of pocket administration expenses of officers of the Partnership where such sums cannot otherwise be reclaimed. |
| d) Attendance at conferences or meetings outside Bristol will require specific approval of the Partnership. If any costs are to be incurred, or, where urgency is required, the endorsement of the Chair, Vice Chairs and Early Years Project Officer will be required. |
The working protocol was initially drawn up in Nov 97 to run until 30 April 1998. It was revised and agreed in March 1998. Minor revisions were agreed in July 1998 - mainly to extend the Partnership’s remit to cover Childcare in line with the emerging Natioinal Childcare Strategy and in membership. See also review at Awayday in November 1998.