Canada Water Campaign

Canada Water Campaign Home
Bulletin 11

Consultative Forum meeting 5 December 2000

Southwark Council has called a meeting on 5 December. For the Canada Water Campaign's view of Southwark's behaviour see Bulletin 11. The documents below are the letter of invitation, the meeting agenda and the draft terms of reference for the consultative forum.

Dear Sir/Madam,

RE: CANADA WATER REGENERATION

I write inviting you to nominate three individuals to represent local residents (alternatively yourself and two others) and one individual to represent local business to attend the first meeting for the Canada Water Consultative Forum. Attached are the Terms of Reference for your review prior to attending the first meeting, to be held 7:00pm Tuesday 5^th December 2000, at the Alfred Salter Primary School, Quebec Way, Rotherhithe.

It should be made clear at this early stage that this is an interim forum, made up of 21 invitees to facilitate the formation of the future Consultative Forum. Your involvement in the process following this first meeting is your decision, however continued involvement for some representatives will be via an elective process as set out in the Terms of Reference.

Please RSVP at your earliest convenience using my contact details above. We look forward to your attendance and continued involvement with the regeneration of Canada Water and surroundings.

Yours sincerely

Adam Faulkner

For Southwark Property

GO TO: letter of invitation, meeting agenda, terms of reference, or top of page

MEETING AGENDA

CANADA WATER INTERIM CONSULTATIVE FORUM

TUESDAY 5^TH DECEMBER, 2000 7:00PM

1. OPEN MEETING
   
2. APOLOGIES
   
3. OVERVIEW AND UPDATE BY COUNCIL
   
4. DISCUSSION ON TERMS OF REFERENCE
   
5. CLARIFICATION OF WHICH SEATS WILL BE SUBJECT TO SUB-GROUP ELECTION
   
6. DISCUSSION ON SUB-GROUP TERMS OF REFERENCE
   
7. MEETING TIMETABLE
   
8. DISCUSSION OF WORK PROGRAM – ROLE OF THE COMMUNITY INVOLVEMENT OFFICER
   
9. CLOSE MEETING

GO TO: letter of invitation, meeting agenda, terms of reference, or top of page

TERMS OF REFERENCE FOR

CANADA WATER CONSULTATIVE FORUM

(NAME TO BE DECIDED AT FIRST MEETING)

PURPOSE

The Forum is established to promote, secure and implement a programme of sustainable regeneration for the Canada Water area. All Forum members will use their best endeavours to work together to ensure the success of the regeneration programs, working in partnership with all local stakeholders.

MISSION STATEMENT

Represent local interests in the Canada Water area for the purposes of consultation on all issues connected with the regeneration and redevelopment of the area.

To gather and represent local public and business views, opinions and responses.

To influence and promote the opportunities arising from the Canada Water development proposals.

FUNCTIONS

The Council undertakes to work in good faith with a body that is representative of the various communities within the Surrey Quays peninsula to develop an overall plan for the development of land at Canada Water. The Forum will have access to Council officers and the Project Team throughout the duration of the project and will be encouraged to comment upon, challenge, influence and shape the proposals prior to formal Council decisions being made at appropriate stages of the project. Once a timetable for the project is clear, it will be outlined to the Forum.

However it is understood that the position of the Forum, both collectively and individually, is not to be prejudiced by such involvement and, for instance, rights of objection to formal planning applications shall be unaffected.

The Forum will comprise 21 members and reflect the range of interests concerned with the regeneration of the Canada Water area. The Forum will be supported by the Canada Water Project Team employed by Southwark Council as land owner.

Responsibilities of the Forum –

• Overall direction, promotion and monitoring of development proposals.
• Work in conjunction with Southwark Council, to ensure that appropriate arrangements exist for consultation.
• Setting up and endorsing Committees (Sub-Groups, advisory, consultative) as required to ensure effective management and consultation.
• Identify appropriate management methods applicable to the Sub-Groups to be agreed by the Forum.
• Agree Terms of Reference for the Sub-Groups.

In carrying out these functions, and making decisions, the board will consider advice from the Sub-Groups, and any working groups or forums that may be set up as Advisory Fora in the future.

INTERIM FORUM

The invitees shown in Appendix 1, represent the Interim Forum. As the various Sub-Groups are organised they will undergo an electoral process to identify their representative/s on the Forum. This process will be defined by the Forum with the aim of avoiding the sectoral division of the Sub-Groups. The process will be subject to Council approval.

ELECTION OF OFFICERS

Following the selection and electoral process, the Forum will elect a Chair and Vice-Chair at the inaugural meeting. Future elections for office will take place on an annual basis.

PROCEDURES FOR CONDUCTING BUSINESS

NOTICE OF MEETINGS

Forum meetings will be convened by the Chair (or the Vice-Chair in the Chair’s absence) in consultation with the Canada Water Project Team. The Agenda and any papers for discussion will ideally be circulated 7 days prior to meetings, but at the least, no later than 3 working days before meetings.

SERVICING OF MEETINGS

Servicing of meetings will be arranged by Canada Water Project Team, which will include taking minutes, sending out papers to Forum members and circulating information to other relevant parties.

CONDUCT OF MEETINGS

The Chair of the Forum will chair the meetings. Items for the agenda will be notified to the Chair or the Canada Water Project Team in time to be included on the agenda. Late items will be accepted at the discretion of the Chair.

QUORUM

The quorum for meetings will be 8 members including the Chair or Vice-Chair.

LENGTH AND FREQUENCY OF MEETINGS

The Forum will agree a timetable for meeting for 6 months in advance. The Chair may convene an urgent meeting outside the agreed schedule to discuss any urgent issues that cannot wait until the next scheduled meeting, in which case the procedure for notice of meetings will be followed.

CONFLICT OF INTEREST

It is acknowledged that Forum members may have a direct financial interest in some projects to be discussed by the Forum. Such potential conflicts of interest are inevitable and should not present a problems if they are dealt with correctly. A register will be kept of all those declaring an interest. Regarding participation at meetings, Forum members should –

• Declare their interest as soon as discussion occurs,
• Withdraw from any discussions regarding, or leading to, a decision on funding or purchasing of the project in question.

ATTENDANCE OF NON-FORUM MEMBERS

The meetings will be open to the public as observers, with the exception of confidential business, which will be clearly indicated on the agenda. Representations to the Forum or the opportunity to address the meeting will be at the discretion of the Chair.

Appendix 1

Membership

GO TO: letter of invitation, meeting agenda, terms of reference, or top of page

Canada Water Campaign Home
Bulletin 11