TERMS OF REFERENCE

Women’s Reference Group

Purpose

The Women’s Reference Group will promote mutual understanding between the Northern Ireland Policing Board (the Board), PSNI and the Women’s Sector with the aim of achieving a safer and more equitable community for all.

Group Members will provide clarification around the dynamics, needs and issues within their communities in respect of policing.

They will engage with the Board to enhance understanding of gender issues and will provide networking opportunities for the Board to meet and engage with the communities they represent.

Consultation conducted by this group will highlight priority issues from this sector which will be forwarded to the Board and PSNI for consideration in the development of the NI Policing Plan.

The Group will provide opportunities to share information in respect of issues and potential solutions in relation to policing matters.

They will develop an action plan for the first 18 months to include:

o       a schedule for meetings for that period and

o       a monitoring framework against which they can measure their performance at the end of the first 18 months

Nature of the group

The group will be comprised of a number of volunteers from within, or who work with Women’s groups and organisations together with representatives from the Board.

The voluntary representatives will act in an advisory role and as a consultative forum for the Board on matters relating to policing and women.

Membership

The membership of the group should be kept under review and adjusted when necessary.

If a member of the group or their appointed representative fails to attend 3 meetings in succession without giving reasonable cause, they will be deemed to have resigned from the group and consideration will be given to replacing them.

The Chair will be selected by the group on an annual basis.  Should more than one person be nominated, an election by private ballot will be carried out.  No one person shall hold the Chair for more than 2 consecutive years. 

The Role of the Chair will include:-

Ø      Liaison with officers of the Board

Ø      Manage and facilitate discussion at the meetings

Ø      Represent the group at meetings with the Chairs from other reference groups

Meetings

After the initial set up period, meetings will be held on a quarterly basis.

Should the occasion arise, the group may form a sub group on an ad hoc basis to carry out research or plan around a specific issue.  The members of the sub group may wish to co-opt members with specialised skills or knowledge if necessary.

A quorum should be made up of at least 30% of the membership of the group, excluding NIPB staff.

After the initial set up phase, an invitation will be extended to Board Members to attend meetings on a regular basis. 

In addition, there may be occasions which will necessitate a special meeting being called, to which Board Members may be invited.

Administration

The Board will provide administrative support for the meetings and sub meetings of the group.

The Board will provide opportunities for the group to meet with and discuss issues with relevant PSNI staff.

The Board will meet any expenses incurred in respect of the meetings and sub meetings of the group.

The Board will undertake to record and distribute notes and action points subsequent to each meeting.