EQUALITY AND FAIRNESS COMMISSION
Terms of Reference
1.
Aims
1.1
The aims of the Equality and Fairness Commission (EFC) will be to:

Take a strategic approach on equality and diversity issues that impact
on the lives of Nottingham citizens

Influence decision making of One Nottingham and its partner
organisations to improve the lives of citizens who experience
discrimination, disadvantage or deprivation

Provide constructive feedback to partners on their policies and
practices that leads to positive outcomes for people with protected
characteristics.
2.
Objectives
2.1
To develop a work programme aligned to the Nottingham Plan, Growth
Plan and City Deal.
2.2
To make recommendations to improve the performance of the
partnership and its partners.
2.3
To provide constructive feedback to the work of One Nottingham and
its theme partnerships in relation to equality, diversity and cohesion.
2.4
Request relevant information in line with its work programme from One
Nottingham and/or its partner organisations.
2.5
Ensure that the key priorities within the Nottingham Plan are being
delivered in a way which takes full account of the needs of those living
and working in Nottingham, particularly in respect of protected
characteristics and geographic disadvantage.
2.6
Identify opportunities for joint working across partner organisations
on areas such as (but not exclusively) research, consultation and
Equality Impact Assessments (EIA)
2.7
To review its work on an annual basis to assess its effectiveness in
delivering its work programme and for colleagues to report back to
relevant representative organisations.
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3.
How it will work
3.1
The Chair and vice chair of the EFC will be drawn from the
membership of the group and serve for up to two years.
3.2
Elections will take place every two years and will follow the election
protocol developed by the former Community Equality Forum, attached
as Appendix B.
3.3
The EFC will agree a work programme which is aligned with the
Nottingham Plan. The work programme will provide the strategic
framework for the work of the EFC but may be amended from time to
time to reflect changing priorities.
3.4
The EFC will provide constructive feedback to partners in order that
they can consider any changes to policy and/or practice. There will be
an expectation that partners will report progress back to the EFC on
how they have taken account of the EFC’s input.
3.5
The EFC will work with partner organisations through the ON Board
and on occasions may approach themed partnership officers direct
rather than through ON.
3.6
The appropriate colleague and or portfolio holder from the partner
leading on areas of the work programme will be requested to attend the
EFC. The EFC will make every effort to ensure that colleagues are
briefed about why they are attending and the areas of questioning they
might expect. Colleagues will be treated with dignity and respect when
they attend and the same is expected of colleagues attending the
meeting.
3.7
The EFC will use appropriate advocates to refer areas needing more
detailed consideration to appropriate groups or networks which have
an interest in promoting specific areas of the protected characteristics,
as defined by the Equality Act 2010.
3.8
The Commission will meet bi-monthly and will be administratively
supported by Nottingham City Council.
4.
Membership
4.1
Membership of the Equality and Fairness Commission will consist of,
but not exclusively:




Advocates for the protected characteristics as defined by the
Equality Act 2010 (disability, gender, race, etc.)
An academic
A business representative
A One Nottingham Board Member
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



The lead Portfolio Holder at the City Council for Equality and
Diversity
The Head of Equality and Community Relations – non voting
member
The Director of One Nottingham - non voting member
Overview & Scrutiny (as advisor)
4.2
The membership of the Equality and Fairness Commission will be
approved by the One Nottingham Board.
4.3
Membership will be reviewed periodically by the EFC to ensure
balanced representation from the One Nottingham Partnership and the
relevant protected characteristics, as defined by the Equality Act 2010.
4.4
Advocates will be nominated and selected to represent the protected
characteristics, as defined by the Equality Act 2010. The advocates will
have responsibility for the following areas, recognising that there will
be some overlap in work:
 Disability
 Gender (to include marital status, Pregnancy & Maternity)
 Sexual Orientation
 Age (Older People)
 Age (Young People)
 Race (to include Refugees and Asylum Seekers)
 Religion or Belief
 Gender Reassignment
5.
Roles and responsibilities of the members
5.1
Act as the link between the work of the EFC, priorities set by One
Nottingham and groups or networks which have an interest in
promoting specific areas of the protected characteristics, as defined by
the Equality Act 2010.
5.2
Take responsibility for promoting effective communication between the
EFC and groups or networks which have an interest in promoting
specific areas of the protected characteristics, as defined by the
Equality Act 2010.
5.3
Influence the thinking of decision makers within the partnership and
partner organisations and be a critical but constructive ‘friend’.
5.4
Attend regular meetings (at least 75%) and contribute towards making
Nottingham a fairer city.
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5.5
Members representing the protected characteristics, as defined by the
Equality Act 2010, will be adding value by bringing the expertise and
views of relevant groups or networks to a strategic theme partnership
of One Nottingham set up specifically to achieve fairness across the
city.
6.
Appendices
6.1
Appendix A – Detailed Roles and Responsibilities and Person
Specification for the EFC Advocate role.
6.2
Appendix B – Protocol for nominations and elections
Contact details
Equality and Community Relations Team
Nottingham City Council
Loxley House
Station Street
NG2 3GN
Tel: 0115 876 2747
Email: equalityanddiversity@nottinghamcity.gov.uk
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APPENDIX A
Roles and responsibilities for Equality & Fairness Commission Members
As a member of the Equality and Fairness Commission (EFC) you will be
making a commitment to act as a link between the work of the EFC and
groups or networks which represent the protected characteristics defined in
the Equality Act 2010 (hereon referred to as ‘your network’). To attend regular
meetings and contribute towards making Nottingham a fairer city.
Your Role
 Being a voice, independent, objective and pragmatic
 Taking the views from your network to the Equality and Fairness
Commission
 Acting as a voice for your network, not just the organisation you work
for or are a member of
 Reporting back to your network and publicising the work of the EFC
Influencing decisions
 Influencing the thinking of decision makers among the partnership and
its partners
 Being a critical but constructive ‘friend’ to the work of partnership and
its partners
Your responsibilities
 Making a positive contribution to the EFC
 Attending meetings on a regular basis (at least 75%)
 Contributing by doing some work away from the meetings when
required.
 Taking a shared responsibility for the findings and work of the
commission
 Being accountable to your network
Person Specification for Equality and Fairness Commission Members
Purpose
To communicate and represent the views and interests of your network on the
EFC.
You must be able to abide by the Nolan Seven Principles of Public Life during
all of your time serving on the EFC (listed at the end of this appendix).
Time commitment
Preparation and attendance at meetings will require approximately 1 day
every two months. Most meetings will take place during office hours (9am –
5pm)
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This is a voluntary opportunity and reasonable expenses will be reimbursed.
Personal Attributes
 An ability to think independently, objectively and pragmatically
 A member of a group or network that represents one of the protected
characteristics as defined in the Equality Act 2010
 An interest in making Nottingham a fairer city
 Able to develop effective relationships with relevant groups and
networks and act as the link with the EFC
 A commitment to promoting equality of opportunity for all of
Nottingham’s people
 Experience of attending and participating in multi-sector meetings
 The ability to challenge and question in an objective and non
confrontational manner
 Time and support to take on the role, including the support of your
employer
 Willingness to identify and undergo training for self development
 The ability to absorb information and identify the key issues
 A good range of communications skills including listening.
THE SEVEN PRINCIPLES OF PUBLIC LIFE
SELFLESSNESS
Holders of public office should act solely in terms of the public interest. They
should not do so in order to gain financial or other material benefits for
themselves, their family, or their friends.
INTEGRITY
Holders of public office should not place themselves under any financial or other
obligation to outside individuals or organisations that might seek to influence
them in the performance of their official duties.
OBJECTIVITY
In carrying out public business, including making public appointments, awarding
contracts, or recommending individuals for rewards and benefits, holders of
public office should make choices on merit.
ACCOUNTABILITY
Holders of public office are accountable for their decisions and actions to the
public and must submit themselves to whatever scrutiny is appropriate to their
office.
OPENNESS
Holders of public office should be as open as possible about all the decisions
and actions that they take. They should give reasons for their decisions and
restrict information only when the wider public interest clearly demands.
HONESTY
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Holders of public office have a duty to declare any private interests relating to
their public duties and to take steps to resolve any conflicts arising in a way that
protects the public interest.
3.7
LEADERSHIP
Holders of public office should promote and support these principles by
leadership and example.
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APPENDIX B - Protocol for nominations and elections
1.
Nomination and Elections for Chair and Vice Chair
2.
The Chair and Vice Chair(s) shall be elected to serve a period of 2
years when they may stand for re-election, but no person may serve in
the same office for more than two consecutive full 2-year periods, but
any time served prior to the start of the first period filling a casual
vacancy shall not count towards this maximum.
3.
The Chair shall notify the Equality and Community Relations Team
when an election is due, however, it is the responsibility of the EFC and
Equality and Community Relations Team to be mindful of the triggers
for an election and ensure compliance with the procedure. Therefore,
any EFC Member may alert the Chair and/or Equality and Community
Relations Team should they feel one of the following triggers has
occurred:
a)
b)
c)
d)
Nomination papers have not been despatched and the 2-year
period of office will elapse before the completion of a full election
process.
The 2-year period of office has elapsed.
The successful challenge of an election’s invalidity.
The Chair or Vice Chair(s) has vacated office
4.
In the event of the vacation of office by the Chair or vice Chair, an
election shall be triggered allowing 2 months for nominations and 2
months’ notice of the meeting at which the election shall take place by
secret ballot. In the event of the Chair vacating office, the Vice Chair
shall act as Chair until the election of a replacement. All replacements
shall serve only the remainder of the term of the vacated office or until
a new Chair is elected.
5.
The Equality and Community Relations Team will call for nominations
for the position of Chair and Vice Chair 2 months prior to the meeting at
which the election will take place. Members may nominate another
member or themselves for the position of Chair or Vice Chair but no
nomination shall proceed without written consent from the nominee. It
is the responsibility of the nominee to submit their nomination including
the name(s) of any nominators. Members may submit nominations in
Accessible Formats. The Equality and Community Relations Team
shall circulate a report including all valid nominations, 1 month before
the meeting at which an election will take place. This report will not
include any nominations received after the closing date.
6.
Before any vote takes place the Chair shall call for 2 volunteers from
the non voting persons present to act as Returning Officers. Any
employees of the City Council are entitled to act in this capacity. No
Returning Officer may assist a voting member in any way.
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7.
The Chair and Vice Chair(s) shall be elected by Secret Ballot, where
only those present shall be entitled to vote by the most inclusive
method agreed by the Disability Involvement Group. Members shall
receive 28 days notice of any meeting where an election will take
place. Employees of the City Council, Sign Language Interpreters and
PAs to Representatives shall not be entitled to vote, but the latter may
act as scribes unless acting as a Returning Officer.
8.
The Returning Officers shall collect all ballots and adjourn to another
room/part of the room to count the votes. The Returning Officers may
request assistance from the Equality and Community Relations Team
to read any vote in an accessible format, which they are unable to read
themselves, for example Braille.
9.
Results shall be declared before the end of the meeting at which the
vote takes place, but any member present and voting at the meeting
shall be entitled to inspect the ballot and raise any objections regarding
the validity of the result before the next EFC meeting.
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1.
Protocol for selecting Advocates and Deputy Advocates
2.
Advocates and Deputies will be nominated and selected to represent
the protected characteristics, as defined by the Equality Act 2010. They
will represent one of the following areas, which will be referred to as
‘your Network’:








Disability
Gender
Transgender
Sexual Orientation
Age (Older People)
Age (Young People)
Race (to include Refugees and Asylum Seekers)
Religion or Belief
The Equality Act 2010 also defines the following as protected
characteristics:


Marriage & Civil Partnership
Pregnancy & Maternity
3.
All of the Advocates will have a responsibility to ensure that these
additional protected characteristics are addressed, where appropriate,
through network meetings or at EFC meetings.
4.
Collective agreement in selecting the Advocate and Deputy
Advocate:
5.
Advocates and Deputy Advocates will be selected by approaching
existing Networks/Sub groups. They will be asked to select their
Advocate and Deputy Advocate according to agreed processes which
are in line with the Network/Sub group’s democratic protocol.
6.
Once the Network/Sub group have selected their Advocate and Deputy
Advocate, details should be forwarded to the Equality & Community
Relations team at Nottingham City Council. This can be communicated
by:
Phone:
Email:
Post:
0115 8762747
equalityanddiversity@nottinghamcity.gov.uk
Equality & Community Relations Team
Loxley House
Station Street
Nottingham
NG2 3NG
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7.
Where a collective agreement cannot be reached:
8.
Where the Network/Sub group is not able to agree on their
Advocate and/or Deputy Advocate, there is provision for
nominations to be put forward to the Returning Officer. A form is
attached which can be used to submit nominations. Nominations
should be submitted by any of the methods described in point 6
(above)
9.
Any nomination submitted where an agreement cannot be reached
as described in 2.7, must include the following information:




10.
The name of the nominee
The Network for which they are being nominated (Disability,
Race, etc)
Whether the nomination is for the Advocate or Deputy Advocate
position
Your name and the name of the group represented.
The nominations will be considered by a selection panel. The
panel will be made up of a representative from One Nottingham; a
senior officer from Equality & Community Relations, and by a
representative from the Voluntary Sector who has not been
nominated as an Advocate or Deputy Advocate. The selection will
be carried out by matching candidates to the Roles and
Responsibilities of the post. The decision of the panel will not be
open to appeal.
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EQUALITY & FAIRNESS COMMISSION
ADVOCATE
NOMINATION FORM
The deadline for receipt of nominations is 12.00pm, Monday 5th
January 2015. Please return completed forms to the:
Email:
equalityanddiversity@nottinghamcity.gov.uk
Post:
Equality & Community Relations Team
Nottingham City Council
Station Street
Nottingham
NG2 3NG
Name of nominee
Network for which they are being nominated (Disability, Race, etc)
Nominated for: Advocate / Deputy Advocate
(please specify)
The name of your Network/Sub group:
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