LOCAL AUTHORITY AREAS

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1 FUNDING AND OTHER MATTERS RELATING TO PUBLIC PARTICIPATION NETWORKS IN LOCAL AUTHORITY AREAS 24 June 2015 Circular Letter CVSP1/2015 T: Each CEO, Lcal Authrity Cc: Each Directr f Cmmunity Service Lcal Authrities in cnjunctin with the Department f the Envirnment, Cmmunity and Lcal Gvernment have been establishing Public Participatin Netwrks (PPN) in their areas since June The Department is nw rlling ut a mechanism t fund and manage these structures which will allw fr their cntinued develpment and peratin. This circular sets ut the details f the funding and related matters and hw it can be utilised and recuped by each lcal authrity. A ttal amunt f 2.48 millin is being allcated in 2015 fr the PPNs. This will be a prvided thrugh a cmbinatin f direct funding by the Department (maximum 50,000 per lcal authrity) t supplement funding prvided by each lcal authrity (minimum 30,000 per lcal authrity), i.e. a spend f 80k n the PPN in the calendar year by the Lcal Authrity will mean a recupment f 50k frm the Department at year-end. Backgrund In 2014 the Department issued tw circulars setting ut the initial prcedures t be implemented by each lcal authrity in rder t establish Public Participatin Netwrks. Circulars CVSP1/2014 and CVSP2/2014 can be dwnladed frm the Department s website r the Department s SharePint Circulars Extranet. These circulars remain current and may be amended frm time t time. 12,000 start-up funding was prvided t each lcal authrity in 2014 and the funding nw being prvided is intended t aid each lcal authrity t maintain and further prgress the develpment and n-ging peratin f PPNs. 1

2 PPN Funding 2015 The Department will prvide a maximum f 50,000 per annum t each lcal authrity, prvided it is supplemented by a minimum f 30,000 per annum frm each lcal authrity s wn resurces. Lcal Authrities shuld nte that in rder t recup the full 50,000 grant frm the Department, a lcal authrity must spend at least 80,000 n the PPN per annum. Spend by the cuncil belw this level will result in a crrespnding reductin in the amunt f Departmental funding n a like fr like percentage basis. Spend by the Lcal Authrity abve that level will NOT result in a crrespnding increase in the amunt f Departmental funding. The Department wuld expect that a level f funding (in excess f the 12,000 start-up funding prvided during 2014) has already been expended n PPN peratins in It is acceptable that such expenditure is accunted fr under circular CVSP1/2015 and will be allwable fr recupment purpses at year-end. Use f Funding This funding is ring-fenced and can nly be used fr the purpses f develping and maintaining the PPN. The mst cmmn usage which the Department envisages fr the funding wuld be: Cst f emplyment f a resurce wrker (full time equivalent) Office space, infrastructure and materials fr the resurce wrker Expenses incurred by the PPN in carrying ut its activities i.e. hlding meetings, training, electins, publicity materials, insurance etc. Expenses f Secretariat and PPN representatives n Lcal Authrity cmmittees (where these cannt be recuped elsewhere). The rle f this wrker will, where necessary, cmplete the establishment f the PPN and then supprt the Secretariat with the n-ging peratin f the PPN. The Department cnsiders that a pst at Staff Officer level (Grade 5) in the Lcal Authrity wuld be apprpriate, given the rles and respnsibilities fr the pst-hlder, which is utlined in Appendix 1. The funding can be used fr staffing csts, including expenses cnnected with the staff member s invlvement with a Cuncil s wrk in relatin t the PPN. In Year 1 sme set up 2

3 equipment and materials csts are envisaged, hwever, these shuld be kept at a minimum and where pssible, existing resurces shuld be redeplyed t the PPN. The funding shuld nly be used n the basis f a clear Memrandum f Understanding and Service Level Agreement between the PPN and the Lcal Authrity (drafts are attached). Mnies will nly be recuped t a Lcal Authrity n the basis f expenditure thus incurred. It is imprtant that funding is used nly t supprt the wrk f the PPN and that it is nt used fr prjects r wrk that wuld rdinarily be carried ut by anther bdy r agency, including the Lcal Authrity. A lcal authrity is expected t prvide details f expenditure in the attached frm and a lcal authrity shuld als retain recrds f all payments and expenditure incurred fr which it intends t claim. Althugh these d nt need t be submitted in detail with each claim they shuld be available fr inspectin by the Department r ther relevant agencies. N funding will be carried ver t the next year and the cuncil must make a separate applicatin fr recupment f funding every year. Further peratinal/lgistical arrangements are included in Appendix 1. Recupment Arrangements Salary recupment and ther csts claims fr the PPN cvering the perid 1 January 2015 t 31 December 2015 shuld be submitted in hard cpy t Paul Haughtn in the Cmmunity Divisin by Friday, 2 Octber 2015, at the latest in rder t meet the Department s end-fyear arrangements fr the payment f invices using the template in Appendix 2, attached. Please nte that tw signatures are required n the hard cpy claim frm (ne t be Directr f Service fr Cmmunity & Enterprise r equivalent). Furthermre, in rder t expedite the prcessing f claims, a cmpleted electrnic cpy f the claims template shuld be ed t Paul.haughtn@envirn.ie and cpied t the undersigned. Any queries regarding this Circular r the cmpletin f the claim shuld be referred t Paul Haughtn, Cmmunity Divisin, Department f the Envirnment, Cmmunity and Lcal Gvernment, Rm 2:01, Custm Huse, Dublin 1, by as abve r telephne:

4 A cpy f this circular, tgether with all supprting dcumentatin referred t in the circular, have been psted n the Department s SharePint extranet. Sean McLaughlin Assistant Principal Cmmunity and Vluntary Supprts and Prgrammes Phne: Sean.McLaughlin@envirn.ie 4

5 Appendix 1 Operatins/Lgistics and staffing arrangements, PPN s A number f ptins fr the emplyment and management f the PPN resurce wrker are attached, including a draft Service Level Agreement, Mem f Understanding, draft jb descriptin fr the resurce wrker and a draft wrkplan. Where the assignment invlves the creatin f an additinal pst within a lcal authrity, the lcal authrity may require the sanctin f the Department s Lcal Gvernment Persnnel Sectin. It wuld be an express cnditin f funding that the resurce wrker wuld perate independently frm the lcal authrity and be answerable t the PPN Secretariat in the perfrmance f their duties. PPN wrk requires at minimum a dedicated fulltime equivalent resurce wrker. PPNs and LAs may decide t have ne wrker, r a part time cmbinatin. If an existing lcal authrity member f staff is assigned t the pst they must wrk a ttal f full time equivalent hurs n the PPN. They cannt undertake duties which are nt related t the running f the PPN even if they are within the same divisin f the lcal authrity. If this is nt feasible the lcal authrity s wrk-plan must give a minimum number f hurs per week that the staff member will be dedicated t PPN wrk. The Department will adjust funding prvisin accrdingly. Duties and Respnsibilities The wrker will be required t: - Set up and maintain a register f all cmmunity & vluntary grups under the PPN - Prvide supprt t the Secretariat f the PPN - Prvide develpmental supprt t the PPN, including advising the Secretariat n apprpriate respnses t calls fr their participatin in varius cnsultatins, cmmittees etc. 5

6 devising means t be used in respnding as directed by the Secretariat, including nline cnsultatins, public meetings, wrkshps, surveys etc. cllating infrmatin f relevance t the C&V sectr and disseminating it t the PPN member grups rganising nminatin prcedures and electins fr cmmunity representative psitins - Prvide develpmental and administrative supprt t the elected representatives, including Designing training interventins Supprting representatives t reprt back t the PPN - Organise cnsultatin events and facilitating wrkshps at same - Prmte active citizenship and cmmunity engagement, by, fr example, rganising use yur vte campaigns prir t general and lcal electins - Prmte the PPN, by Maintaining a PPN website issuing mnthly e-newsletter preparing regular press releases & cnducting media interviews devising and rganising use yur vte campaigns cming up t General and Lcal Electins, referenda and Presidential electins - Facilitate linkages between the PPN and ther rganisatins which supprt the cmmunity & vluntary sectr, including the Lcal Cmmunity Develpment Cmmittee, the ETB, HSE etc. - Ensure the vice f the Cmmunity sectr is heard in the preparatin / reviews f the Lcal Cmmunity Plan by the LCDC, by rganising a cmprehensive cnsultatin campaign and prducing a psitin paper summarising the views f the C&V sectr, fr presentatin t the LCDC - Facilitate the invlvement f all sectral interests in the PPN, by 6

7 Setting up/maintaining thematic netwrks such as, Disability, Wmen s, Older Peple, Yung Peple Keeping activity f each sectr under review & determining the supprt required in rder fr each t cntribute meaningfully - Manage the PPN s budget in rder t maximise the effectiveness f the PPN in decisin-making Surce additinal funds if required, accunting fr such funds received and drawing dwn in a timely and transparent manner The abve rle requires cmmunity develpment skills, als administrative and prject management skills. The wrklad is such that it will require a dedicated wrker, wrking full time. It requires n-the-grund lcal knwledge f the cmmunities in the lcal authrity area and is nt suited t a shared service apprach. 7

8 APPENDIX 2 FORMAT FOR RETURNS TO THE DEPARTMENT PURSUANT TO FUNDING ARRANGEMENTS FOR PPN OPERATIONS Mth 1 Mth 2 Mth 3 Mth 4 Mth 5 Mth 6 Ttals PPN Accunt Opening balance Incme Allcatin (six mnths) 40,000 40,000 Other 0 Ttal incme 40, Expenditure/Payments Salaries Travel Rent and Rates Office Supplies Pstage/ Light and Heat Telephne Insurance Web-site meetings Legal fees Training Circulars Sundry Expenses Ttal Payments Net Mvement Clsing balance Signature 1: Signature 2: Print Name and Title: Print Name and Title: Nte: Figures and headings indicated abve are fr illustratin purpses nly. 8

9 APPENDIX 2, cntd FORMAT FOR RETURNS TO THE DEPARTMENT PURSUANT TO FUNDING ARRANGEMENTS FOR PPN OPERATIONS Mth 7 Mth 8 Mth 9 Mth 10 Mth 11 Mth 12 Ttals PPN Accunt Opening balance Incme Allcatin (six mnths) 40,000 40,000 Other 0 Ttal incme 40, Expenditure/Payments Salaries Travel Rent and Rates Office Supplies Pstage/ Light and Heat Telephne Insurance Web-site meetings Legal fees Training Circulars Sundry Expenses Ttal Payments Net Mvement Clsing balance Signature 1: Signature 2: Print Name and Title: Print name and Title: Nte: Figures and headings indicated abve are fr illustratin purpses nly. 9

10 Appendix 3 Public Participatin Netwrks The PPN is the main link thrugh which the lcal authrity cnnects with the Cmmunity and Vluntary, Scial Inclusin and Envirnmental grups in the lcal authrity area. Specifically the PPN: Facilitates the participatin and representatin f cmmunities in a fair, equitable and transparent manner thrugh the envirnmental, scial inclusin & cmmunity and vluntary sectrs n decisin making bdies, including the new Lcal Cmmunity Develpment Cmmittees (LCDCs). Strengthens the capacity f cmmunities and f the envirnmental, scial inclusin & vluntary grups t cntribute psitively t the cmmunity in which they reside/participate Prvides infrmatin relevant t the envirnmental, scial inclusin and cmmunity & vluntary sectr and acts as a cnduit fr infrmatin flws t and frm the cmmunity and lcal authrity. The PPN will set in place a plan t prmte the well-being f this and future generatins in the lcal area thrugh grupings in the fllwing three categries: 1. Cmmunity and Vluntary Organisatins Cmmunity and vluntary rganisatin is ne whse primary activity is ther than scial inclusin r envirnmental prtectin and/r envirnmental sustainability and cvers grups wrking in the fllwing areas: scial plicy, scial welfare and allied health services; unemplyment; wmen; ethnic minrities; cmmunity develpment; infrmal and adult educatin; husing and hmelessness; develpment; children and yuth; lder peple; intellectual and physical disability; human rights; arts and culture; the envirnment and climate change; sprts. It des nt include frmal educatin (schls/clleges), r large institutinal health prviders. 2. Scial Inclusin Organisatins Scial inclusin rganisatin is ne whse main activity is wrking t imprve the life chances and pprtunities f thse wh are marginalised in sciety, living in pverty r in unemplyment using cmmunity develpment appraches t build sustainable cmmunities, where the values f equality and inclusin are prmted and human rights are respected. 10

11 3. Envirnmental Organisatins Envirnmental rganisatin is ne whse primary bjectives and activities is envirnmental (i.e. eclgical) prtectin and/r envirnmental sustainability and includes Green Cmmunities Grups that wrk t empwer cmmunity grups t imprve their lcal envirnment, enhance bidiversity and reduce their resurce usage and lcal Envirnmental Actin Netwrks that wrk t prmte the well-being, prtectin and enhancement f the envirnment. The aim f the new structures and prcesses is t enable cmmunity rganisatins t articulate a diverse range f views and interests within the lcal gvernment system, and t allw a diversity f vices and interests t be facilitated and invlved in the decisin-making prcesses f the lcal authrity and ther relevant bdies. Primacy f Cuncil The primary respnsibility and accuntability fr decisin-making within the lcal authrity remains with the elected cuncil. Lcal gvernment, given it is the frm f gvernment clsest t the citizen and the cmmunity, shuld therefre be at the heart f the public service interface with the cmmunity. The participatin f members f lcal cmmunities, whether as individuals r as members f lcal grups in public life and their right t influence the decisins that affect their lives and cmmunities are at the centre f demcracy. Open and inclusive plicy-making enhances transparency and accuntability, and builds civic capacity. Each Cuncil will adpt a Framewrk fr Public Participatin in Lcal Gvernment fr the purpses f prmting, develping and implementing a cherent and integrated apprach t participatin in decisin making prcess f the lcal authrity by the lcal cmmunity and t strengthening the capacity f cmmunity and vluntary grups t cntribute effectively t the cmmunity in which they reside / participate. The rle f the PPN is: T develp a visin fr the well-being f this and future generatins. t facilitate pprtunities fr netwrking, cmmunicatin and the sharing f infrmatin between the cmmunity and vluntary sectr and between the sectr and the lcal authrity and ther relevant bdies. 11

12 t identify issues f cllective cncern t the Netwrk and wrk t influence plicy lcally in relatin t these issues. t actively supprt the inclusin in the Netwrk f scially excluded grups, cmmunities experiencing high levels f pverty, cmmunities experiencing discriminatin, including Travellers t enable them t participate at lcal and cunty level and t clearly demnstrate same. t encurage and enable cmmunity participatin in lcal decisin making structures and planning f services. t facilitate the selectin f representatives frm the envirnmental, scial inclusin and cmmunity and vluntary sectrs nt city/cunty decisin making bdies. t supprt a prcess, including Linkage Grups, that will feed the brad range f ideas, experience, suggestins and prpsals f the Netwrk int plicies and plans being develped by agencies and decisin makers in areas that are f interest and relevant t the Netwrk. Linkage grup means all PPN stakehlders with an interest in an issue that affects the lcal cmmunity and abut which a lcal authrity wishes t engage with the lcal cmmunity. A linkage grup selects a cmmunity nminee t sit n a Strategic Plicy Cmmittee r therwise engage with a lcal authrity n the issue, wh must reprt back t the linkage grup/the PPN and feedback t and frm a lcal authrity and the PPN n the issue. Each cllege chses its wn nminees fr the Lcal Cmmunity Develpment Cmmittee - n linkage grup is required. t wrk t develp the Netwrk and its member grups s that the wrk f the Netwrk is clearly recgnised, acknwledged and understd by lcal gvernment and the Netwrk has a strng cmmunity vice within the Cunty/City. t supprt the individual members f the Netwrk s that: They can develp their capacity and d their wrk mre effectively. They can participate effectively in Netwrk activities. They are prperly included in the decisin making arena within lcal gvernment and their vices and cncerns are heard (this is a jint respnsibility between the PPN and the lcal authrity). 12