Role of the Town Board
The Kilmarnock Town Board brings together the community, private and public sectors to provide collective strategic leadership to improving Kilmarnock as a town.
The Board is responsible for developing and delivering the Long-Term Plan for Kilmarnock, investing in associated interventions. The Town Board and Long-Term Plan will work from a clear understanding of Kilmarnock, focussing on its assets, opportunities and challenges.
The Board’s objectives are to:
- define the vision and set the strategy for Kilmarnock, driving priorities for investment
- develop and agree an evidence-based Long-Term Plan for Kilmarnock (10 years)
- develop and agree three year Investment Plans, containing a clear programme of interventions, that deliver the Long-Term Plan
- co-ordinate resources, attract investment and influence stakeholders
Roles and responsibilities of members
The main role of all Town Board Members is to play an active part in the Board and in the development and delivery of the Long-Term Plan for Kilmarnock.
Members will strive to apply the following principles:
- commitment: to attend every meeting, where possible – to be prepared for meetings and to actively participate in discussion, decisions and agreed actions
- high quality debate: to be strategically focussed and contribute positively to discussions and to work with other members to achieve consensus and take important decisions
- representation: to raise areas of strategic concern and otherwise contribute their experience and expertise to discussions and decisions to achieve good, workable solutions
- respect for others: to respect, listen to and take into account the views of other members regardless of their:
- age
- gender
- race
- ethnicity
- disability
- religion
- sexual orientation
- any other status
Town Board Members will adhere to the Kilmarnock Town Board Code of Conduct.
Membership and quorum
The inaugural Chair is by invitation from East Ayrshire Council. Membership is by invitation by Town Board Members, together with the Chair. The quorum will be one third of the total number of members.
Members may identify substitutes able to attend in the absence, to ensure continuity of Town Board business.
The members of the Town Board are as follows:
- Lillian Jones, Member of Parliament (MP)
MP for the Kilmarnock and Loudoun constituency
- Dr Fiona McKenzie, OBE
Founder of Centrestage Communities Ltd
- Reverend David Cameron
Minister of New Laigh Kirk in Kilmarnock and Convener of the Assembly Trustees of the Church of Scotland
- Peter Telfer
Managing Director of Urquharts Opticians and representing Kilmarnock Business Association
- Billy Bowie
Managing Director of Billy Bowie Special Projects Ltd
- Colin Blair
Director of Buzzworks Property Group Ltd
- Stuart McCallum
Managing Director of McCallum Bagpipes Ltd
- Councillor Douglas Reid, East Ayrshire Council
(member substitute is Councillor Elaine Cowan)
- Councillor Barry Douglas, East Ayrshire Council
(member substitute is Councillor Graham Boyd)
- Raymond Higgins
Divisional Commander and Chief Superintendent, Ayrshire Division, Police Scotland
- Eddie Fraser
Chief Executive of East Ayrshire Council
(member substitutes are Richard Grieveson and Joe McLachlan)
- Angela Cox, Principal and Chief Executive Officer, Ayrshire College
The advisory attendees of the Town Board are as follows:
- Claire Kavanagh
Strategic Lead for Community Led Regeneration, East Ayrshire Council
- Karen Purves
Strategic Manager for Development Planning and Regeneration, East Ayrshire Council
The Town Board may call on professional advice and support if deemed necessary, including external consultants.
Chair and Vice Chair responsibilities
The role of the Chair is to:
- lead the Town Board to achieve its objectives, maintain an overview of activity and champion and support partnership working in relation to the Long-Term Plan
- ensure that the Town Board operates in line with these Terms of Reference, associated Town Board policies and conduct the business of the Town Board accordingly
- ensure that decisions of the Town Board are in accordance with good governance principles
- sign as required, any relevant documents as advised by the Secretariat to the Town Board
The Chair is invited by East Ayrshire Council, in consultation with the MP and should be a respected figure in the Kilmarnock community and have an obvious passion for the town.
The Chair, in consultation with us and the MP, may appoint a Vice Chair. In the absence of the Chair, the Vice Chair will assume the responsibilities.
Town Board policies
As a member of the Kilmarnock Town Board, whether in meetings, briefings or working on behalf of the Board, members will act in accordance with the Kilmarnock Town Board Code of Conduct, including abiding by the Nolan Principles of Public Life and in respect of arrangements as set out in relation to conflicts of interest and gifts and hospitality.
Members will actively promote and support principles and policies and be willing to challenge any behaviours not in accordance with them.
Attendance
Members will endeavour to attend all Town Board meetings however if they are unable to attend, they should submit their apologies in advance to the Secretariat.
Meeting procedures
Meeting procedures are as follows:
- agenda and papers shall be approved in advance by the Chair
- the Secretariat will make papers available at least five working days before the meeting
- where an urgent item arises after the publication of the agenda that cannot reasonably be deferred to the next scheduled meeting, a late report may be added to the agenda with the consent of the Chair
- copies of papers will be placed on the Council and/or Town Board’s website unless they contain exempt/confidential information – all discussions at meetings in relation to papers marked confidential shall not be disclosed outside the Board
- draft minutes shall usually be published within 10 working days of the Board meeting and approved by the Board at the subsequent meeting
Decision making and voting
Decisions are normally reached by general agreement of the members present as determined by the Chair, unless a vote is requested by any member.
Each member of the Board shall have one vote which may be cast on matters considered at the meeting by a show of hands. Votes can only be cast by members in attendance at the given meeting. Any decision of the Board is by a majority of members. In the event of a tied vote, the Chair will have the casting vote.
If an urgent decision is required which cannot be deferred until a subsequent meeting, then a special meeting can be arranged, which is not required to be ‘in person,’ or members may be invited to decide electronically. The decision must be reported to the next scheduled meeting of the Board.
Sub groups
The Town Board, or Chair, may establish sub-groups in order to expedite particular matters where focussed activity is required or where alternative/specialist membership is required. These will have a specific remit and period of operation to oversee or undertake a task, reporting directly to the Town Board. Members of sub-groups will be bound by the Town Board Code of Conduct and Policies.
Secretariat
The Secretariat function to the Kilmarnock Town Board will be provided by East Ayrshire Council. Council departments and external organisations may attend by invitation through the Chair and Chief Executive, as required.
Complaints procedure
In the event that a Board Member’s conduct falls short of that expected and/or upon breach of the Code of Conduct, the Board may agree a resolution to remove or sanction that member by removal of voting privileges. Such complaints are to be made via the Secretariat to the Town Board.
This may only occur when:
- the Board Member has been given 14 days notice in writing of the meeting of the Board at which the resolution will be proposed and the reason why
- the Board Member has been given reasonable opportunity to make representations to the meeting in person and/or in writing – these representations must be considered by the other Board Members and their decision confirmed in writing – there shall be no right of appeal against such a decision
- a Board Member will cease to be a member of the Kilmarnock Town Board if the member gives written notice of their resignation to the Chair
Review
Terms of Reference will be reviewed within one year and every two years thereafter and also upon publication of any further guidance relating to the Long-Term Plan for Towns (Kilmarnock).
