Elections will take place this autumn for the ALDC Management Committee.
Nominations are sought for 19 members to serve on the Management Committee for the period November 2022 to November 2024 for the following positions:
Officers
President
Chair
Vice-Chair (2 positions)
Secretary
Treasurer
Members
Ordinary Members (10 positions)
English Representative (1 position)
Scottish Representative (1 position)
Welsh Representative (1 position)
Management Committee Responsibilities
Eligibility for Election
Returning Officer
Election Timetable
Election Rules
Nomination Form
Job Descriptions (Officer Positions)
Management Committee Code of Conduct
Responsibilities
The Management Committee is an important body which ensure that ALDC functions well as an organisation.
The Management Committee is responsible for:
- setting the strategy of the Association and monitoring that the strategy is delivered
- setting the budget of the Association and monitoring that this is delivered
- agreeing the policies and procedures of the Association
- agreeing any policy positions, including motions and amendments to Conference
- ensuring that risks are monitored and that the Association acts within the law
- acting as the formal employer of the staff team
Eligibility for Election
Any current member of the association is eligible to serve on the Management Committee except:
- anyone who has been employed by the organisation in the preceding twelve months; or
- any person who has had contractual links with the organisation in the preceding six months.
- No person may be a candidate for an officer position who has held that officer position for the preceding four years or more, nor may persons hold more than one office concurrently.
- In the case of English, Scottish or Welsh representatives, candidates must be ALDC members living in England, Scotland or Wales respectively.
Returning Officer
The Returning Officer for the election will be David Crowther. He is assisted by the Deputy Returning Officer, Tim Pickstone. The Returning Officer can be contacted by email: returningofficer@aldc.org
Election Timetable
Thursday 22 September 2022, 12 noon Deadline for nominations
Friday 30 September 2022 12 noon Deadline for artwork (if required)
Thursday 6-Sunday 9 October 2022 Email for contested Officer / State Rep positions
Monday 10 October 2022, 12 noon Online and postal ballot opens.
Monday 24 October 2022, 12 noon Close of Ballot
Wednesday 26 October 2022 Declaration of Result
Forthcoming Meeting Dates
Sunday 27 November 2022 New Management Committee (Staffordshire)
Saturday 25 February 2023 Management Committee (Zoom)
Nominations take place online using this form. The deadline for nominations is 12 noon on Thursday 22 September 2022.
If you have any queries about the role do not hesitate to get in touch with Tim Pickstone, Chief Executive – tim.pickstone@aldc.org
Management Committee Election Rules
1. The Management Committee shall appoint a Returning Officer in advance of each election to the Management Committee. Other Deputy Acting Returning Officers may be appointed, if required.
2. The elections shall run in conjunction with the timetable drawn up by the Management Committee for the receipts of nominations, dispatch and return of ballot papers and the counting of the votes for each election covered by these regulations.
3. Each candidate must be nominated by two other ALDC members which can be undertaken online. Candidates must consent to their nomination, and accept the Management Committee Code of Conduct, using an online form.
4. (a) Each candidate shall be entitled to supply an A4 election statement in print-ready PDF format which will be made available to members on the voting website, and on the ALDC website. Members without usable email addresses will be sent a link to view the addresses online.
(b) Candidates for contested Officer or State Representative positions on the Management Committee will be offered an email to all members (or members in that state). The emails will be sent out at the same time and will be of the same standard and format.
(c) Each candidate shall be responsible for supplying material that verifies, to the satisfaction of the Returning Officer, any statement in his or her personal election address claiming that he or she is endorsed by any individual or organisation. Such material must accompany the candidate’s personal election address artwork.
(d) Candidates are encouraged to campaign in the election and communications using email, social media, websites and telephone contact.
(e) No candidate may incur, or directly or indirectly authorise or cause to be incurred, any further expenses on campaigning at any time before or after the close of nominations.
(f) Candidates must not carry out any activities during the election period, which may be viewed as treating.
5. The names, addresses and email addresses of ALDC members are confidential and shall not be released for the purposes of the election.
6. No material published or circulated by or on behalf of a candidate shall defame by name or implication any other candidate and no candidate shall so defame any other candidate in the course of personal canvassing.
7. The Returning Officer shall have the power to disqualify before declaration of the result, or unseat if declared elected, any candidate who is found to be in breach of regulations 4 or 6, but shall not exercise such power without first offering any such candidate the right to make representation, and having regard thereto.
8. Any ALDC member may lodge, in writing, a formal complaint of infringement of election regulations forthwith upon becoming aware of any alleged infringement and not more than 21 days after the declaration. The written complaint should be addressed to the Returning Officer and specify in detail the nature of the infringement. The Returning Officer shall then decide whether there is sufficient evidence and grounds to uphold the complaint but shall not do so without offering any candidate concerned the right to make representations and having regard thereto.
9. Appeals against decisions of the Returning Officer must be referred to the ALDC President within 14 days of the decision.
10. If a complaint is made prior to the declaration of the result, the Returning Officer shall have the power to postpone such declaration until the determination of such complaint or, where an appeal is made against his decision, until the determination of such appeal.
Management Committee Further Information and Role Descriptions
ALDC’s Management Committee is made up of 19 members, elected every two years by ALDC members. In addition, there is a staff representative, currently filled by rotation. ALDC’s Chief Executive attends meetings of the Committee.
Responsibilities
The Management Committee is responsible for:
- setting the strategy of the Association and monitoring that the strategy is delivered
- setting the budget of the Association and monitoring that this is delivered
- agreeing the policies and procedures of the Association
- agreeing any policy positions, including motions and amendments to Conference
- ensuring that risks are monitored and that the Association acts within the law
- acting as the formal employer of the staff team
Some of these responsibilities are carried out in detail by five Sub-Committees, namely: the Officers Group, which meets monthly, and four other Sub-Committees, which meet quarterly:
- Policy Sub-Committee (our input into the Party’s policy making process)
- Campaigns Sub-Committee (our campaigning)
- Membership and Fundraising Sub-Committee (our membership and fundraising)
- Audit and Governance Sub-Committee (risk management, internal policies and procedures).
Meetings
The Management Committee meets formally four times a year. Our current plan for meetings is for two physical meetings (both Sundays at the Kickstart venue in Staffordshire and two virtual meetings by Zoom on a Saturday morning. There is a facility to join a physical meeting by Zoom.
Most Management Committee members also serve on at least one Sub-Committee. These normally meet every 3 months by video conference during the working day (at lunch time).
Management Committee members are expected to attend and help at other events as appropriate, depending on people’s different circumstances. This might include helping on the stand at Conference, attending the AGM, attending regional conferences, attending Kickstart or the Local Government Conference etc. Management Committee members may be asked to sit on appeal panels in the event of a staffing appeal.
Our English, Scottish and Welsh reps are directly elected by members in those countries. We would expect the reps to help us maintain good links with the English, Scottish and Welsh parties respectively. This can be done in different ways but would normally include some attendance at, and reporting to, meetings in each state party.
Additional Responsibilities of Officers
In addition to the above, the Officers of the Association also meet monthly by video conference to help guide the work of ALDC in between meetings of the Management Committee. There is a very high level of expectation that Officers will have a good attendance at key ALDC events like Federal Conference, the AGM, and the Local Government Conference. Officers will also be called on from time to time to represent ALDC at meetings, for example with other parts of the Party. Officers would be expected to Chair an appeal panel should one need to be formed, and will normally take part in appointment panels for new members of staff.
President
The President, although largely an honorary position, is the final point of appeal for issues of dispute within the Association. In practice the President provides a useful figurehead role for liaison with the rest of the Party, and at key member events.
Chair
The Chair of ALDC will Chair meetings of the AGM, the Management Committee and the monthly Officers Group. This will involve work preparing the agenda with the Chief Executive. The Chair is the line manager of the Chief Executive, and there is a high level of expectation that the Chair will attend key ALDC events. The Chair will often be the first port of call to represent ALDC externally, for example our current chair is the representative of ALDC on the Federal Campaigns and Elections Committee.
2 x Vice-Chairs
The Vice-Chairs will deputise in the absence of the Chair. The Vice-Chairs each take on a ‘lead’ responsibility, e.g. each chairing a Sub-Committee.
Secretary
The Secretary works with the Chair and Chief Executive to plan the agenda for meetings of the Management Committee and take a lead in the performance of the Management Committee. In addition, the Secretary takes on a ‘lead’ responsibility, e.g. chairing a Sub-Committee.
Treasurer
The Treasurer will work closely with the Chief Executive to monitor the finances of the Association, including a formal Treasurers Review meeting every quarter to review financial and management accounting. The Treasurer presents reports to both the Management Committee and the Annual General Meeting, and from time to time the Treasurer will meet with ALDC’s auditors and, if needed, with funders. In addition, the Treasurer will often take on a ‘lead’ responsibility, e.g. chairing a Sub-Committee.
Practical Issues
Members of the Management Committee are unpaid, however expenses are reimbursed for travel to meetings and any other out of pocket expenses (e.g. telephone).
Members of the Committee are asked to sign a ‘Code of Conduct’, which outlines how a Management Committee member will conduct themselves.
Management Committee Code of Conduct
This code of Conduct applies to all Management Committee members of ALDC and all members of Sub-Committee (elected and co-opted).
The Code is not a list of Management Committee members legal duties, although many of the elements of the code are based on legal principles and trustee responsibilities.
Purpose of the Code
To set out the relevant standards expected by Management Committee members of the Association in order to maintain the highest standards of integrity and stewardship; to ensure that ALDC is effective, open and accountable; and to ensure a good working relationship with the Chief Executive and their senior team.
The Code
General
- Management Committee members must act with probity, due prudence and should collectively take and consider professional advice on anything in which the members do not have expertise themselves.
- Members must treat others with respect and must not bully, harass or intimidate any Party member, member of ALDC staff, member of Party staff, member of Parliamentary staff, Party volunteer or member of the public. Such behaviour will be considered to be bringing the Party into disrepute.
- Management Committee members must administer the organisation and all its assets in the interest of Liberal Democrat councillors and campaigners.
- Management Committee members should hold themselves accountable to the organisation’s members for the Committee’s decisions, the performance of the Committee and the performance of the organisation.
- Management Committee members must not gain financial or other material benefit for themselves, their families or their friends from their membership of the Committee. Nor must a Management Committee member attempt to use his/her status to gain ‘customer advantage’ within the organisation e.g. queue jump. The Management Committee should ensure that there are clear written policies on claiming of expenses by members.
- Management Committee members have a duty to declare any interests and roles they play outside the Association which may have a bearing on their role as a Committee member and to take steps to resolve any conflicts that may arise.
- A Management Committee member must not place him/herself under any financial or other obligation to outside individual organisations that might influence him/her in the performance of his/her official duties.
- Management Committee members should conduct themselves in a manner which does not damage or undermine the reputation of the Association, or its staff individually or collectively and should not take part in any activity which is in conflict with the objects or which might damage the reputation of the organisation.
- Management Committee must make decisions together and take joint responsibility for them. The extent to which any one committee member, trustee or a small group of Committee members are empowered to speak for or take action on behalf of the organisation or the Board must (subject to any specific constitutional rules) be a matter for all Management Committee to decide together. Such decisions must be recorded.
- Management Committee members must conduct themselves in accordance with specific policies of the Association.
- Management Committee members will act in an open, respectful and non-discriminatory manner with other members of the Committee, the Associations members and the staff team at all times.
Responsibilities of the Management Committee
- Management Committee must, with the help of the Chief Executive, formulate and review regularly the organisation’s vision, values and long-term strategy as well as policies for its fulfilment.
- With the assistance of the Chief Executive and appropriate professional advisers, Management Committee must ensure that the Association complies with regulatory and statutory requirements and must exercise overall control over the organisation’s financial affairs. In addition to compliance with statutory requirements, Management Committee should have a commitment to the development and implementation of good practice.
- Management Committee must be familiar with and keep under regular review the rules and constitution of the organisation. Any changes must be made in accordance with constitutional and legal requirements.
- In order to develop a working knowledge of the organisation and to give themselves credibility, Management Committee should endeavour to keep themselves up to date with the work of the Association and keep in touch with the organisation.
- Management Committee members, together with the Chief Executive and the staff team, represent the organisation to the rest of the Party and external organisations as agreed, and report back to the Committee from meetings attended on the Associations behalf.
Meetings of the Management Committee and Sub-Committees
- Management Committee must strive to attend all meetings regularly, and at least 50% each year, ensuring they prepare for and contribute appropriately and effectively.
- Management Committee should bring a fair and open-minded view to all discussions of the Board and should ensure that all decisions are made in the Association’s best interests.
- Management Committee must aim to foresee and avoid any conflict of interest. Where one arises, a trustee must at once declare the interest and absent him/herself from any discussion or vote taken on the matter by the other members.
- A Management Committee member must not divulge confidential information relating to the business of the Association without prior written consent of the Committee. This applies both during and after his or her engagement as a Management Committee and regardless of any reason given. This does not apply to information or knowledge which is in the public domain.
- Management Committee members have a responsibility to develop and ensure the maintenance of a properly constituted, balanced and competent Committee, including clear procedures for training and development
Staff
- Management Committee members must ensure that they have a clear understanding of the scope of authority delegated to the Chief Executive.
- Policies and strategies agreed by Management Committee should be expressed in unambiguous and practical terms, so that the Chief Executive and staff responsible for implementing those policies are clear what they need to do. Directions given to the Chief Executive and the staff should come from the Board as a whole.
- Management Committee should act fairly and in accordance with good employment and equal opportunities principles in making decisions affecting the appointment, recruitment, professional development, appraisal, remuneration and discipline of the Chief Executive and other staff.
- Management Committee must understand, accept and respect the difference in roles between the Board, the Chief Executive and senior staff, ensuring that the honorary officers, the Management Committee, the Chief Executive and the staff team work effectively and cohesively for the benefit of the organisation, and develop a mutually supportive and loyal relationship.
- Having given the Chief Executive delegated authority, Management Committee should be careful – individually and collectively – not to undermine it by word or action.
Practice
All MC Members will be issued with a copy of this Code of Conduct at the start of their term of office and asked to confirm their acceptance of its contents by email to the Chief Executive’s office as a record.
This Code of Conduct will be made available to members of the Association in the members only website.
Non-Compliance with this Code
If a complaint of non-compliance with this code is received against a member of the Committee, the President will establish an Investigatory Panel of three members of the Committee.
The Investigatory Panel will consider the complaint and make recommendations to the Committee to resolve the issue. If appropriate the President shall consult with the Party’s Pastoral Care Officer and, after internal procedures are exhausted, refer a matter to the Party’s Pastoral Care Officer.