Active Cumbria Governance Structure June 2019

This document outlines the governance structure, vision, values, mission, key policies, procedures, and controlled documents of Active Cumbria. It covers areas such as human resources, financial management, health and safety, procurement, ICT, fraud, data protection, and more. The governance framework includes various policies, terms of reference, and operational plans to ensure effective management and compliance.

• Governance
• Structure
• Active Cumbria
• Policies
• Procedures

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1. Active Cumbria Governance Structure June 2019 Vision, Values, Mission Governance Documents Constitution Policies Procedures Key Controlled Documents Organisation & Resources CCC Policies including: Human Resources Financial (including scheme of delegation) Health & Safety Procurement ICT, Fraud Data Protection Freedom of Information Whistle Blowing Officer Conduct AC Conflicts of Interest Policy AC Safeguarding Policy AC Equality Policy AC Reserves Policy Advisory Board Terms of Reference Host Authority Roles & Responsibilities (Agency Agreement) Annual Stakeholder Forum Terms of Reference Stakeholder Groups Terms of Reference Audit Committee Terms of Reference Advisory Board Structure CCC Procedures including: Annual Financial Plan Medium Term Financial Plan Annual Service Plan 3 Year Plan Risk Register Marketing Plan Stakeholder Engagement Plan Advisory Board Diversity Action Plan Governance Forward Plan Scheme of Delegation Operational Structure Human Resources Financial Health & Safety Procurement ICT, Fraud Data Protection Whistle Blowing Office Conduct AC Safeguarding Procedures AC Equality Procedures Chair Job Profile Senior Independent Member Job Profile Operational Team Job Profiles

2. Active Cumbria Governance Structure June 2019 System (ACMS) Active Cumbria Management Vision, Values, Mission Governance Documents Key Controlled Documents (DOC) Constitution (CON) Policies (POL) Procedures (PRP) Organisation & Resources (ORG) Summary/Review Schedule (ACMS-CON-000) Summary/Review Schedule (ACMS-ORG-000) Summary/Review Schedule (ACMS-POL-000) Summary/Review Schedule (ACMS-PRP-000) Summary/Review Schedule (ACMS-DOC-000) Advisory Board Structure (ACMS-ORG-001) Conflicts of Interest Policy (ACMS-POL-001) Safeguarding Procedures (ACMS-PRP-001) Annual Financial Plan (ACMS-DOC-001) CCC/AC Agency Agreement (ACMS-CON-001) Operational Structure (ACMS-ORG-002) Safeguarding Policy (ACMS-POL-002) Equality Procedures (ACMS-PRP-002) Medium Term Financial Plan (ACMS-DOC-002) Advisory Board Terms of Reference (ACMS-CON-002) Chair (ACMS-ORG-003) Equality Policy (ACMS-POL-003) Board Member Induction (ACMS-PRP-003) Annual Operations Plan (ACMS-DOC-003) Senior Independent Member (ACMS-ORG-004) Reserves Policy (ACMS-POL-004) Annual Development Plan (ACMS-DOC-004) Audit Committee Terms of Reference (ACME-CON-003) Senior Manager (ACMS-ORG-005) CCC Policies Adopted by AC: - Human Resources Financial Health & Safety Procurement ICT Fraud Data Protection Freedom of Information Whistle Blowing Officer Conduct CCC Procedures Adopted by AC: - Human Resources Financial Health & Safety Procurement ICT Fraud Data Protection Whistle Blowing Officer Conduct 3 Year Plan (ACMS-DOC-005) Development Officer (ACMS-ORG-006) Risk Register (ACMS-DOC-006) Marketing Officer (ACMS-ORG-007) Marketing Plan (ACMS-DOC-007) Finance Officer (ACMS-ORG-008) Board Diversity Action Plan (ACMS-DOC-008) Project Officer (ACMS-ORG-009) Governance Forward Plan (ACMS-DOC-009) Administration Officer (ACMS-ORG-010) Scheme of Delegation (ACMS-DOC-010_

3. Active Cumbria Advisory Board Purpose Ensure clarity of vision, values and strategic direction; Provide oversight, input and challenge; Actively promote and further the work of Active Cumbria. Advisory Board Members Chris Connelly Tim Barry Doug Elsby (SIM) Emma Davenport Lynn Almond Colin Cox Richard Johnston (Ex-Officio) Bruce Lawson (Ex-Officio) Sue Jason Gooding (Chair) Lorraine Smyth Kaveney Thematic Roles Business Growth Thematic Roles Rural Issues Thematic Roles Commercial Thematic Roles Evaluation Thematic Roles Finance and Governance Thematic Roles Workforce and Skills Continuous Improvement Thematic Roles Health Thematic Roles Health CCC Liaison Thematic Roles Operations Lead Thematic Roles Development Lead Thematic Roles Equality & Diversity, Safeguarding All Advisory Board members have a role in Strategy Development and Business Planning Audit Committee Doug Elsby Chair Lynn Almond Chris Connelly Richard Johnston Michelle Young

4. Active Cumbria Governance Board Meeting 10 - 12 members, senior, well-networked, skills based appointments Drive the strategy and direction of Active Cumbria Have oversight of the work of the Senior Managers, providing input , support and challenge Good governance will enable Active Cumbria to work effectively with its partners and stakeholders Annual Stakeholder Forum All stakeholders invited Presentation on progress for year and future plans Networking and discussion opportunities with Active Cumbria staff and Board Stakeholder Scoping Groups Workshops / Forums for stakeholders focussing on specific project design and development, collaboration, and funding opportunities Audit Committee Review annual audit report and undertake annual review of internal risk control measures Task and Finish Groups Created when required for a specific purpose to support the work of the executive Will draw in the skill sets required from across the Active Cumbria stakeholder base Stakeholder Events Calendar of events throughout the year

5. Annual Meeting Cycle Advisory Board meetings Strategic focus Approx. 10 members Senior, well-networked Advisory Board Advisory Board Advisory Board Advisory Board Annual Stakeholder Forum (ASF) All stakeholders invited Presentation on progress during the year and future plans ASF Stakeholder Scoping Groups Range of Workshops or Forums for stakeholders focussing on collaborative opportunities for specific projects. Ad hoc for task Ad hoc for task Ad hoc for task Ad hoc for task Audit Committee Annual approval of financial accounts and annual review of risk management controls Audit Cttee Audit Cttee Audit Cttee Task and finish groups Created when required for a specific purpose Ad hoc for task Ad hoc for task Stakeholder Events Calendar of events throughout the year Spring school games Summer school games Sports awards

6. Advisory Board Meetings Agenda Membership Progress update on performance linked to Service Plan and 3 Year Plan, including discussion of operational issues, if required Advisory Board Members CCC Staff (AC Senior Managers) CCC Staff (AC staff, if required to present) Strategic discussion opportunity Partnerships discussion Key Inputs Key Outputs Frequency Standing items Board approval of progress against Service Plan and Strategy 4 x year Senior Managers Report Duration Financial & Performance Management report Strategic direction steer 2 hours Partnership opportunities Background information for strategic discussion points

7. Annual Stakeholder Forum Agenda Membership Annual Report for last year for information Advisory Board Members Financial Report for last year for information CCC Representatives Service Plan and Priorities for coming year for information CCC Staff (AC Senior Managers) CCC Staff (AC staff, if required to present) Feedback, discussion and networking with stakeholders All stakeholders Key Inputs Key Outputs Frequency Annual Report Increased awareness amongst Stakeholders 1 x year Financial Report Duration Increased networking opportunities Service Plan for coming year 0.5 day

8. Audit Committee Agenda Membership Annual Audit of Accounts 3 x Advisory Board Member (DE, LA, Chris C) Review of internal financial controls CCC Staff (AC Senior Manager Operations, Finance Officer) Review of risk management and internal controls Review of Reserves Policy Report to Advisory Board Key Inputs Key Outputs Frequency Financial information Reports to Advisory Board At least 2 x per year (May & October) Audit Report Financial assurance processes Duration Risk Management Plan and Control Policies 2 hours Risk management controls processes

9. Stakeholder Scoping Groups Agenda Membership Discussion on new areas of development, partnership working opportunities, collaboration, funding CCC Staff (AC Staff) Relevant Stakeholder Keynote speakers Networking opportunity Key Inputs Key Outputs Frequency Presentations and discussion items Increased understanding of opportunities across the network As required Duration Project specific information 3 hours Greater levels of partnership working Project development planning