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					Tameside Sports and Physical Activity Alliance Terms of Reference for the Tameside Sports and Physical Activity Alliance The Tameside Sports and Physical Activity Alliance (SPAA) has been developed to provide a strategic planning and implementation forum for community and professional representatives of partners involved in the delivery of sport and physical activity in Tameside. The organisation will ensure a synergy of approach and the equitable, effective and targeted distribution of resources brought by a variety of partners to achieve agreed common goals. The work of the SPAA will develop to provide a positive contribution to the aims and objectives of Tameside Metropolitan Borough Council‟s Community Strategy and report as an aligned sub group to the Local Strategic Partnership. Aims and Objectives Aim 1 To bring together key representatives and advocates for sport and physical activity in order to promote the value of healthy lifestyles and offer a co-ordinated approach across Tameside To provide leadership, vision and a single voice for all those concerned with the provision of opportunities for active recreation in the Borough. To use the impact of involvement in physical activities and sport to challenge inequalities in health and lifestyles across the communities of Tameside.

Aim 2 Aim 3

Structure of the SPAA SCHOOLS CLUBS COMMUNITIES FACILITIES

SPAA ACTION GROUP Reps from network of community involvement groups plus appropriate support staff.
Meeting at least every two months to agree on shared actions, direction and performance measures.

PHYSICAL ACTIVITIES

PARTNER AGENCIES

YOUTH FORUMS

SPAA EXECUTIVE GROUP Lead person from key services meet 4 times per year to confirm value and impact of action plans. Specific Adviser and Lead Councillor TMBC Sustainable Communities TMBC Children and Young People‟s Services New Charter TMBC Human Resources TMBC Adult Social Care and Health Primary Care Trust Tameside Sports Trust Greater Manchester Sports Partnership Greater Manchester Police Manchester City F. C. Tameside 3rd Sector Coalition

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Membership  The SPAA will have wide ranging representation from statutory agencies and the voluntary community sector in Tameside. The SPAA is considered to include a wide network of consultation and action planning forums that feed into an „Action Group‟ and an „Executive Group‟, as shown in above diagram. Tameside Metropolitan Borough Council will act as the „Accountable Body‟. Membership of the SPAA will be reviewed every 12 months to ensure sectoral representation, strategic effectiveness and genuine community involvement. Any SPAA member may propose that an invitation to become a member be extended to another organisation or individual. The proposal should be made in writing with supporting information setting out the benefits to the Federation. Members are invited to send a named deputy to meetings that they are unable to attend. Any named deputy will have the same voting rights.

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Chairing and Servicing Arrangements   The Tameside SPAA Action Group will meet at least once every 2 months and the Executive Group will meet at least four occasions in each year. Tameside Metropolitan Borough Council will appoint the “Chair” for both groups during the first year, after which the Chair will be elected by the Group. Should the “Chair” be unavailable to attend a meeting or not arrive within 15 minutes of the start of the meeting then members of the Federation will elect one of their number to act as “Chair” for the remainder of the meeting. The SPAA Groups will make decisions by consensus. When this cannot be achieved, a majority vote of members present will be taken. No member will be compelled to offer financial support and resources to initiatives that do not meet the strategic needs of their own organisation. Attendance at meetings of the Action Group is open to guests of SPAA members in an “observer” capacity. Observers will not have speaking rights unless invited to do so by the “Chair”. Whenever practicable, reports to both groups of the SPAA will be circulated in advance. Any member of either group of the SPAA may request that an item be placed on the agenda of a forthcoming meeting. This should be notified to the Sport and Physical Activity Manager at least 2 weeks prior to the meeting. Late items may be accepted at the discretion of the “Chair”. Agenda items may be classed as confidential with the agreement of the “Chair”. Such items will be discussed at the end of a meeting with observers excluded. Minutes of both SPAA Lead Groups‟ meetings will be circulated within two weeks of th e meeting and presented for approval at the next meeting. Summaries of SPAA meetings will be produced in the form of a newsletter and made available on the Internet.

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Development and support   The work of the SPAA will be supported by the Sport and Physical Activities Manager and other officers of the Council. Relevant financial transactions will be conducted through the channels of the Sustainable Communities Directorate of Tameside Metropolitan Council and subject to its checks and scrutiny. Any funding from partners will need to meet the criteria of eligibility and scrutiny required by Sport England‟s Community Investment Fund. Projects will have the opportunity to be supported from infancy to completion. Applications for external funding to support the agreed actions of the SPAA will be made by the most appropriate partner in the Federation.

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Roles of Executive Group Members  The Executive Group of the SPAA serves as the decision making body and is responsible for ensuring the Projects meet all legal and regulatory requirements and has responsibility for its successful delivery. The SPAA Executive Group will be informed of any litigation threatened against any agreed projects. The SPAA Executive Group will ensure that certain financial systems are in place to satisfy the requirements contained in any joint funded projects and external grants. It will provide any additional information as required by Tameside MBC to assist in the completion of the grant claims to external bodies. Notify the Accountable Body of any funding proposals approved by the SPAA Executive Group. The SPAA Executive Group has the responsibility for agreeing the policy and strategic objects of action plans, presented for endorsement by the SPAA Action Group. The SPAA Executive Group has the power to delegate from time to time items of the Alliance‟s business for consideration and/or decision to any sub-committee, locality, task group or partner service or agency. The SPAA Executive Group will receive regular reports from the Action Group on any relevant progress against objectives as set out in the Plan. The work of the SPAA will be reported to the Tameside Strategic Partnership through 6 monthly written reports and an annual presentation. The SPAA will operate to the policies of the Lead Agency or until it develops its own and at all times to the employment policies for those staff employed by the Lead Agency. The final composition of the SPAA Executive Group will comprise of agencies that are fully representative of the Borough of Tameside. If a member cannot attend a meeting at any time they may nominate a named substitute who will be entitled to vote on the members behalf. The quorum number will be six.

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The Executive Group will be making decisions about inter agency co-operation and applications for external funding. It is important that there is a clear understanding about how decisions are made. All decisions will be fully documented. Every effort will be made by the Executive Group members to reach agreement. When agreement cannot be reached, the Executive Group members will vote – with a casting vote for the Chair. The Chair will be re-elected annually at the first meeting of the calendar year. Role of Active Group Members

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Assess, monitor and review overall progress towards the SPAA‟s strategic objectives. Address any shortfalls in performance against targets and make in-year adjustments by identifying causes, articulating issues and reaching solutions. Monitor progress in the achievement of outputs, targets and expenditure for each project on a regular basis. Maintain an up to date knowledge of current local and national issues, together with initiatives in physical activity, health, community development and education. Represent the views of partner sports clubs or schools or community organisations or other agencies, who are active in the wider network of forums under the Tameside SPAA. Actively participate in SPAA debate and decision making, that lead to the most effective use of resources across a range of partners. Cascade information regarding the work of the SPAA through their own organisation or networks.

Role of Tameside MBC as the Accountable Body        Provide advice and guidance to the SPAA Manager and the Executive Group as and when requested regarding financial matters. Assist the SPAA Manager in the monitoring progress towards the Executive Group‟s Strategic Objectives. Assist the Programme Manager in demonstrating compliance with the requirement to establish effective systems. Assist in the monitoring of the SPAA expenditure across a range of partners and by each project to ensure that adequate evidence is provided to meet audit requirements. Provide financial information to assist the SPAA Manager in carrying out periodic reviews of the performance as a whole. Establish effective financial systems in consultation with partners and to meet the requirements of funding agencies. Ensure that the systems implemented by the SPAA ensure propriety in the expenditure of public monies.

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Provide access and make available documents for ad-hoc inspections and audits by external bodies or the Council‟s own internal Audit Section. Ensure that, at the end of each financial year, a final statement of expenditure is prepared and audited. Send in annual accounts within six months of the Council‟s financial year end. The accounts should clearly identify the Children‟s Fund payment received by the Accountable Body on behalf of the SPAA partners. Act as administration agent regarding grants. Notify the SPAA Manager in the first instance and then report to the Executive Group on any financial irregularities suspected in the use of the external grants.

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Monitoring and Reporting Progress      The work of the SPAA will be reported back to the Local Strategic Partnership as an aligned sub group with 6 monthly reports and annual presentation. The Terms of Reference will be completely reviewed every two years. The work of the SPAA will be presented in an annual report and made available on Tameside Council public website. The SPAA will endeavour to achieve best practice in all its work and to be an active partner in the regional network of the Greater Manchester Sports Partnership. The SPAA will develop a performance management framework and performance indicators to demonstrate effectiveness, progress and sustainability.

Equality Issues  The SPAA will not discriminate directly or indirectly against any person on the grounds of gender, marriage, sexuality, religion and belief, colour, race, nationality, national or ethnic origin, contrary to the Equal Pay Act 1970, the Sex Discrimination Act 1975 (as amended), the Race Relations Act 1976 (as amended), the Employment Equality (Sexual Orientation) Regulations 2003, the Employment Equality (Religion or Belief) Regulations 2003, the Employment Equality (Age) Regulations 2006 or any other legal requirement applicable during this Contract. The SPAA will not treat a person less favourably for a reason relating to that person‟s disability (as defined by the Disability Discrimination Act 1995) nor fail to comply with a duty under that Act to make reasonable adjustments in relation to the disabled person. The SPAA will ensure that it observes as far as possible the Commission for Racial Equality‟s Code of Practice in Employment, the Equal Opportunity Commission‟s Codes of Practice on Sex Discrimination and Equal Pay and the Disability Rights Commission‟s Code of Practice for the elimination of discrimination against disabled persons in the field of employment. Where the SPAA carries out work on the Tameside MBC‟s premises or alongside Tameside MBC‟s staff or has contact with the public under this Agreement, the SPAA will comply with Tameside MBC‟s relevant employment policies and codes of practice.

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The SPAA will provide to Tameside MBC such information as Tameside MBC may reasonably request in respect of the impact of equality issues on the operation of the range of projects, and vice versa.

Freedom of Information  The Executive Group understands and acknowledges that the Accountable Body and the Partnership are subject to the requirements of the FOIA and agrees to assist and cooperate with the Accountable Body and Partnership to enable them to comply with their obligations to disclose Information under FOIA.

Links to Tameside Strategic Partnership  The SPAA will have an impact on a range of performance measures that include DCMS PSA targets, Local Area Agreements and Comprehensive Performance Assessments. The scope and priorities of the Federation will be closely aligned to the six themes valued in the Tameside Community Strategy established by the Local Strategic Partnership. Targeted work to address inequalities in provision for the people of Tameside will always be viewed as the key outcome from the work of the SPA Federation in working with schools, clubs and communities to develop new and high quality sport and physical activity projects. Direct reporting to the Local Strategic Partnership will ensure that all developments will gain strategic support and impact through Local Area Agreement measures upon wider issues of active lifestyles, health, social inclusion and community cohesion.

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PARTNERSHIP COMMITMENT FOR TAMESIDE SPORT

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AND PHYSICAL ACTIVITY ALLIANCE (SPAA) It is important that every partner contributing to the Tameside SPAA acknowledges the need to fully commit to inter agency co-operation and the sharing of resources and actions for the benefit of local people. There is a desire to achieve improved outcomes, the benefits of working together within a SPAA network will impact on the health and positive lifestyles of the residents of Tameside. We ask that each partner signs up to the aims and ethos of the Tameside SPAA, whose success is dependent upon the synergy created by all partners working towards a common aim. Signed on behalf of New Charter Housing Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Signed on behalf of Tameside Sports Trust Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . .

Signed on behalf of Tameside and Glossop Primary Care Trust Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Signed on behalf of Greater Manchester Police Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Signed on behalf of Manchester City Football Club Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Signed on behalf of Tameside Third Sector Coalition Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . .

Signed on behalf of Tameside Services for Children and Young People Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . .

Signed on behalf of Tameside Services for Sustainable Communities Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . .

Signed on behalf of Tameside Services for People and Performance Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . .

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