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Policies - Consultation
1) Scope
This policy covers Shadow Councillors, Past Shadow Councillors,
Delegates, Members of the Management Committee, Volunteers,
Employees and consulting organisations working in connection
with Fermanagh Shadow Youth Council.
2) Purpose
The policy aims to ensure open and honest communication system
which compliments the equal opportunities and young person's
protection policies of Fermanagh Shadow Youth Council.
As such it aims to
- provide equal access to Shadow Councillors irrespective of
a. Gender, marital or family status
b. Religious belief or political opinion
c. Disability
d. Age
e. Race or ethnic origin
f. Nationality
g. Sexual orientation
h. Criminal record (in the context of overall application, ability
to do the job)
i. Occupation
j. Where a person comes from
- safeguard the welfare of all young people by protecting them
from physical, sexual and emotional harm
3) Guiding principles
Every effort should be made to ensure that all Shadow Councillors
are aware of all opportunities open to Shadow Councillors
Shadow Councillors may select which organisations they work
with on the basis of interest and availability with due consideration
for their own education, work and social commitments
4) Delegation
Where there are insufficient numbers or no limit on the quantity
of people an opportunity is available to, Shadow Councillors
and/or Members of the Management Committee may approach Delegates
to supplement, support or replace the contribution of Shadow
Councillors
Delegates may also be approached by Shadow Councillors/Members
of the management committee if they have particularly relevant
areas of experience or expertise
Where there are no members available to attend a meeting for
whatever reason, the Project Worker may attend in their place
and feed back to the Shadow Council during monthly meetings
5) Protection issues
Shadow Councillors, Past Shadow Councillors and Delegates will
not normally go to meetings on their own and will usually be
accompanied by an adult member of the Management Committee whose
role it is to protect them from physical, sexual and emotional
harm.
Once a satisfactory working relationship is established with
an organisation, with suitably qualified, screened and accountable
adults, Shadow Councillors, Past Shadow Councillors and Delegates
may attend meetings unaccompanied, providing parents agree
For events and opportunities outside the county, a member of
the Management Committee will usually be present, in line with
the travel and young person's protection policy.
Where written parental consent is sought and there is no adult
member of the Management Committee present at a meeting or residential,
the agreement is between the individuals concerned and not the
responsibility of the Shadow Council Management Committee.
6) Communication details
Shadow Councillors, Past Shadow Councillors and Delegates will
be encouraged to use the office as a communication base so that
summaries of all Shadow Council business can be sent to all
Shadow Councillors.
The office will not give out contact details of individual Shadow
Councillors to any organisation other than the District Council.
Shadow Councillors, Past Shadow Councillors and Delegates will
be discouraged from giving out personal contact details to strangers
and encouraged to use the complaints procedure in the event
of any harassment.
Home telephone numbers, but not mobile numbers, may be circulated
within the Shadow Council, if parental consent is given.
The management committee will only endorse work that comes through
the Shadow Council office.
7) School/college absences
Shadow Councillors/Past Shadow Councillors will be encouraged
to consider the effect of absences from school and college on
their education.
However, to guard against discrimination, all opportunities
are forwarded for Shadow Councillors to prioritise.
Where absences are necessary, Shadow Councillors, Past Shadow
Councillors and Delegates under eighteen will be encouraged
to ask their parents to inform the school ahead of time in writing.
Where this does not happen repeatedly, in individual cases the
Management Committee may decide that the Project Worker should
seek school/parental written consent at all times.
For short meetings during school/college hours, the Shadow Council
may decide that the Project Worker should attend and feed back
to the Shadow Council.
8) Feedback from meetings/opportunities
Feedback from meetings/opportunities will be summarised in Shadow
Council meetings, minutes and diaries circulated to all Shadow
Councillors.
9) Time constraints
Shadow Council meetings take place during the first week of
every month. Five weeks notice is needed to ensure that an opportunity
is brought to the attention of the whole Shadow Council.
Where opportunities arrive in the office in between meetings
the Project Worker may allocate them on the basis of recent
contact of member with the office:
expertise/interest of member
lack of recent opportunities for member
previous involvement of member with organisation/issue
Where a particularly rare opportunity comes into the office,
every effort will be made to contact all Shadow Councillors
by telephone and/or mail as a secondary priority to the day
to day running of the Shadow Council and work agreed at the
previous meeting.
It must be made clear that short notice of meetings leads to
Shadow Councillors being selectively informed, adds to administrative
costs and can lead to division within the Shadow Council.
10) Refusal of consulting organisations
Where an individual/organisation works outside the terms of
this policy an informal complaint will be made verbally.
If the problem persists a written complaint will be made.
If the written complaint is ignored, the Management Committee
may ban an individual/consulting organisation from working with
the Shadow Council.
This ban will be detailed in writing to the individual/organisation
concerned and communicated to Shadow Councillors in Shadow Council
meetings.
The individual/organisation may appeal the decision by presenting
their case to the Management Committee in writing within one
month of notification of the ban.
11) Restriction of information
Where an individual or organisation feels that there is restriction
of information based on issues outlined in section two they
may access the complaints procedure through the Chair of the
Management Committee who can be contacted at Fermanagh District
Council.
12) Party political issues
Shadow Councillors are voted in as independent candidates and
are open to contact from representatives from political institutions
on an issue but not a party political basis. Individuals may
be photographed with political figures on an issue basis, which
does not necessarily imply any party political bias
Confidentiality
On occasion it may be necessary to give feedback with due consideration
to issues of confidentiality. Quotes and feedback may be given
anonymously if the Shadow Council/Management Committee feels
it necessary. Names can be put to quotes so long as the consequences
have been considered
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