Effective from 9th November 2012
1.1 The objectives of the Consortium of Local Authorities in Wales are:
(a) to promote and support joint working between member authorities and other organisations.
(b) to promote excellence in the management of property assets, delivery of projects and provision of property services in Welsh local government.
(c) to support member authorities through the provision of training, dissemination of best practice, production of standard documentation and commissioning of research.
(d) to represent the interests of member authorities through the establishment of links with the Welsh Assembly Government and other organisations.
(e) to provide consortium arrangements for the procurement of building products and services.
1.2 In so doing and to these ends, the Consortium will engage in and promote the lobbying of Central Government and others influential in the decision making processes as they affect public sector property services. To support both its own personnel where applicable and those local authorities who join the Consortium (“Member Authorities”), the Consortium aims to provide facilities for research and development, training and continuing professional development and the dissemination of information amongst Member Authorities.
2.1 Full membership will only be available to all Welsh Unitary Authorities conditional upon payment of an annual subscription to be determined from time to time by the Consortium (“the Subscription”).
2.2 The Subscription will be calculated by the Consortium based upon an apportionment of the total annual costs of the Steering Group (as defined in paragraph 7) and calculated in such manner as the Members’ Executive Committee (as defined in paragraph 3.1) shall think fit from time to time.
2.3 Associate membership of the Consortium will be available to the Welsh Assembly Government, Police Authorities, Fire Authorities, Housing Associations, Health Trusts and Boards, Universities and other such other public sector organisations approved by the Consortium’s Chairman and Vice of the Board of Nominated Officers (as defined in paragraph 4.1 below).
2.4 Use of the Consortium’s services by organisations other than full Member Authorities and the approved Associate Members described above will be determined by the Steering Group and charged for according to the circumstances of each application.
2.5 Any Members wishing to terminate their membership of the Consortium may do so with effect from any 31st March in any year strictly provided that they have served no less than twelve (12) months’ prior written notice upon the Consortium.
3.0 Elected Members’ Executive Committee
3.1 The controlling body of the Consortium will be an executive committee (“the Members’ Executive Committee”) which will comprise the following:
(a) A maximum of two (2) councillors nominated by each full Member Authority together having one (1) single vote per full Member Authority.
(b) Associate Members will be allowed a maximum of two (2) nominated observers per organisation.
(c) Other observers may be invited from time to time at the discretion of the Chairman of the Members’ Executive Committee. Neither Associate Members nor observers shall have voting rights.
3.2 The Members’ Executive Committee will meet at least twice a year, one meeting of which will constitute the Annual General Meeting of the Consortium and will normally be held during the last quarter of the calendar year.
3.3 The Chairman and Vice-Chairman of the Members’ Executive Committee will be elected at an Annual General Meeting to serve for a period of two (2) years.
4.0 Officer Committees
4.1 The operating committee of the officers of the Consortium will be the Board of Nominated Officers, comprising one (1) officer nominated by each of the Member Authorities [who shall from amongst themselves elect] the following:
(a) Officer Chairman
(b) Officer Vice-Chairman
(c) Treasurer to the Consortium (but who may also be an external adviser)]
4.2 The Board of Nominated Officers shall meet no less frequently than quarterly and will implement by means of the Steering Group the Objectives set out in paragraph 1.0 and will in this regard direct, monitor and supervise to the extent reasonably necessary the Steering Group.
4.3 The Chairman and Vice-Chairman of the Board of Nominated Officers will be elected by the Board to serve for a period of two (2) years.
4.4 The Treasurer to the Consortium will be nominated by the Board of Nominated Officers for ratification by the Members’ Executive Committee.
4.5 The Chairmanship, composition (including where appropriate the involvement of elected members) and the nature and scope of the activities of other officer working groups (if such are deemed necessary to assist the Steering Group) will be determined by the Board of Nominated Officers.
5.1 Annual estimates of income (including from the Rebate Fund, as defined in Clause 5.3 below) and expenditure will be prepared by the Treasurer to the Consortium in consultation with the Steering Group and Board of Nominated Officers, and a budget based thereupon shall be approved by the Annual General Meeting of the Executive Members’ Committee (and “the Budget” and “Budgetary” shall be similarly construed).
5.2 The Steering Group in consultation with the Treasurer, shall be authorised to incur expenditure in the performance of its duties in accordance with the administrative and operational heads set out in the Budget. The Steering Group shall ensure that its member with responsibility for the relevant administrative and/or operational head(s) shall observe and not (subject to paragraph 7.5) exceed the amount(s) allocated thereto in the Budget.
5.3 The Steering Group, in consultation with the Treasurer shall monitor income received from the Consortium’s Component Nominees and/or the operation of the planned forthcoming online Constructio.com developed systems (the “Rebate Fund”). This Rebate Fund shall be expended for the development of the Consortium’s activities at the discretion of the Board of Nominated Officers. Expenditure not exceeding twenty thousand pounds (£20,000) shall be approved by the Chairman of the Board of Nominated Officers in consultation with the Treasurer and the Chairman and Vice-Chairman of the Members’ Executive Committee. Expenditure exceeding twenty thousand pounds (£20,000) or use of the Rebate Fund to supplement Subscription income for the general operation of the Consortium shall be approved by the Members’ Executive Committee as shall any exceeding of the Budget or expenditure upon (or the incurring of liability in respect of) any non-budgeted items by the Steering Group.
In the event of the termination of the activities of the Consortium all residual costs or liabilities or surplus finances (including the Rebate Fund) shall be borne by, or distributed to, those who are full Member Authorities of the Consortium at the time of winding up, and be apportioned in proportion to the Subscription paid by each Member Authority.
7.0 Steering Group
7.1 The Members’ Executive Committee shall choose (or it may delegate the Board of Nominated Officers to so choose), at such times and for such durations as it in its discretion shall deem fit, a group of seven (7) persons of such experience and background as is appropriate who shall form the Consortium’s steering group, (“the Steering Group”). It shall be the duty of the Steering Group to assist the Board of Nominated Officers in its performance of the duty allocated to it by paragraph 4.2 above, by performing those tasks described in paragraph 7.6 below, and to this end the Board of Nominated Officers may allocate to each appointee to the Steering Group a specified particular sphere of responsibility with the intention that such appointee shall assume the practical day-to-day responsibility thereof subject to the fiscal limits set out in the Budget.
7.2 The Steering Group shall meet as necessary at a mutually agreed location in order to review the performance of its responsibilities and report to the Board of Nominated Officers.
7.3 The Board of Nominated Officers shall have the right at any time to appoint additional or dismiss the existing personnel of the Steering Group at its entire discretion without notice.
7.4 All matters affecting the role and staffing of the Steering Group are to be monitored and considered by the Board of Nominated Officers.
7.5 Any matter requiring urgent action or any matter necessitating the incurring of any expenditure or liability (a) in excess of the amount budgeted therefor in the Budget or (b) not budgeted for shall be referred in advance to the Chairman and Vice-Chairman of the Members’ Executive Committee for their approval.
7.6 The functions of the Steering Group (acting collectively or via its individual members according to the division of responsibility), shall be:
7.6.1 to carry out the directions of the Board of Nominated Officers in accordance with such general policies as are agreed by the Members’ Executive Committee to best effect the Objectives;
7.6.2 to secure the most favourable purchasing arrangements in respect of any transactions approved by the Board of Nominated Officers;
7.6.3 to provide secretarial and administrative services to the Board of Nominated Officers and other officer working groups as determined by the Board;
7.6.4 to represent the Consortium on inter-consortium technical committees and at such other technical meetings as are determined by the Board of Nominated Officers or approved by the Chairman of the Board of Nominated Officers;
7.6.5 to prepare, in consultation with the Board of Nominated Officers and Treasurer, a draft annual budget indicating projected income and expenditure. The draft budget shall be that draft budget presented to the Annual General Meeting of the Members’ Executive Committee for approval in the manner set out in paragraph 5.1 above;
7.6.6 efficiently to manage the Consortium’s budget according to the particular responsibilities of the individual Steering Group appointees and the Budgetary limits to which they may be subject;
7.6.7 to carry out such duties as the Board of Nominated Officers may from time to time prescribe.
7.7 The Board of Nominated Officers shall, with the agreement of the Members’ Executive Committee, provide support services as are necessary to develop the technical support services of the Consortium. Research and development appointments shall be made by the Chairman and Vice Chairman of the Board within the constraints of the Budget.
7.8 The Constitution will be reviewed biennially by the Steering Group and Board of Nominated Officers with a report being presented to the following Annual General Meeting