Committee was provided with a report, the purpose of which was to update the Committee regarding the agreed process between the Vale of Glamorgan Council and the Third Sector regarding Third Sector representation on Joint Working Groups.


The Third Sector was represented on a number of Joint Working Groups, which were defined as any initiative requiring voluntary sector representation, for example Partnerships, Working Groups, Task and Finish Groups, Forums.


In order to ensure appropriate voluntary sector representation, Glamorgan Voluntary Services (GVS) (formerly Vale Centre for Voluntary Services (VCVS)) had an agreed process with the Vale of Glamorgan Council regarding the nomination and selection of voluntary sector representatives. With the merger of the former VCVS and VVB to form GVS, GVS was now the recognised infrastructure and representative body for the Third Sector in the Vale of Glamorgan.


Whenever the Vale of Glamorgan Council required Third Sector representation, GVS should be the appropriate organisation to facilitate the selection process. This would involve the Vale of Glamorgan Council contacting a named officer within GVS to arrange the selection of the representative by canvassing the Third Sector for nominations and, where appropriate, facilitating an election.


This would also ensure consistency and transparency of the process across the whole range of areas where there was joint working and where Third Sector representation was required. The process would also ensure that only those with the relevant skills and experience were appointed to serve.


The process would ensure that appointed representatives were accountable to the Third Sector by reporting back to the Sector through appropriate channels. Representatives would be acting on behalf of the sector rather than the organisations to which they belong.


The recommended process was outlined in more detail within the report as follows:

  • Vale of Glamorgan Council to contact GVS when it has been identified that Voluntary Sector representation was required for any joint working initiative
  • GVS to agree with the Vale of Glamorgan Council the timescale for selection.
  • GVS to canvass the Voluntary Sector (either through appropriate Networks and Forums or through its wider membership) for nominations.
  • Where the number of nominations exceeds the number of posts available, GVS to facilitate an election.
  • GVS to inform the Vale of Glamorgan Council of the name and contact details of the representative.
  • GVS to provide induction and support for the representative.

GVS had developed a Third Sector Representatives Support Network to discuss issues that may arise, identify areas of concern and agree a sectoral approach. It had also developed an induction process for Third Sector representatives. This served as an opportunity to brief representatives about their particular function and to make them aware of their roles and responsibilities.


It was acknowledged that on some occasions the Vale of Glamorgan Council required specialist input from Voluntary Sector organisations. Where this had occurred in the past, the Council had contacted those organisations directly to participate. It was emphasised that in these circumstances, Third Sector organisations should not be regarded as representing the wider Third Sector, but representing only the interests of their organisation.


Following the presentation of the report a Member asked how complaints relation to the process would be dealt with and Ms. Connor, Chief Executive of the GVS advised that they had a very clear complaints process and suggested that complaints would be best dealt with via this process as issues would be wider than the remit of the Committee and involved many different services such as Education and Social Services.


Following consideration of the report the Committee


AGREED - T H A T the process between the Vale of Glamorgan Council and the Third Sector regarding Third Sector representation on Joint Working Groups be endorsed and referred to Cabinet for approval.


Reason for recommendation


In order that the process between the Vale of Glamorgan Council and the Third Sector for connecting Third Sector representation on joint working groups be endorsed by the Committee and be referred to Cabinet for approval."


Attached as Appendix - Report to Voluntary Sector Joint Liaison Committee: 14th October, 2015