Board Members’ Appraisal Scheme – Procedure
1.
Scope
1.1 Lay members of the Board are appointed by the Privy Council fol owing the processes of
the Office of the Commissioner for Public Appointments (OCPA). OCPA has issued a
Code of Practice that sets out the regulatory framework for all public appointments that fal
within the Commissioner’s remit. One of the requirements of this Code is that al public
appointees must undergo an annual appraisal, which wil be considered by the Privy
Council when determining their eligibility for reappointment.
1.2 In order to advise Ministers on reappointment, Communities and Local Government wil
need documentary evidence of satisfactory performance during a lay member's first term.
As they become due for reappointment, CLG requires evidence of performance for each
year of the member’s first term. Confirmation wil be sent to CLG that the appraisal
discussions have been completed satisfactorily and in accordance with the OCPA Code.
1.3 The Board’s elected members are also subject to the appraisal scheme, in keeping with
the scheme’s intent for the development of individual Board members and the Board as a
whole.
2. Procedure
2.1 This procedure sets out the steps and activities relating to the Board Members’ Appraisal
Scheme (BMAS)
2.2 Only one form is used for the process. The office wil send this to individual Board
members approximately two weeks’ prior to their scheduled one-to-one discussion. The
individual Board member wil prepare an initial draft of the form, which they wil then send
to the Chair. The completed form wil act as the basis for the confidential appraisal
discussion.
2.3 Whilst this is a formal appraisal process, the discussions are also an opportunity for the
Chair and Board member to have a discussion about any aspect of the Board or its work,
either on a personal or whole Board basis.
2.4 The Chair wil also ask the Board member for feedback regarding the Chair’s performance.
2.5 The content of the discussions and resulting record of what was discussed wil remain
confidential. However, the Privy Council may request sight of one or more of the
completed forms for lay members, but no information wil be forwarded without first having
obtained the express agreement of the individual/s concerned. The right to withhold the
information is reserved in the event that the individual/s concerned decline/s to give such
consent.
BMDS Procedure
Version 2/May 09
3.
The Appraisal Scheme
3.1 The Chair is responsible for conducting al appraisal discussions, which wil be confidential.
If the Chair is not trained in conducting appraisals, they wil be required to undergo training
before undertaking this process.
3.2 The Chair’s appraisal wil be carried out by a trained external appraiser, being the Chair of
another public sector or regulatory body. The views of Board members wil also be taken
into account, as reflected in the Board member appraisal discussion form.
3.3 The office is responsible for contacting Board members to agree times and dates for the
appraisal discussions. These wil , as far as possible, be arranged for days when both
parties to the discussions are present for other ARB-related meetings, at a venue agreed
by both parties. Board members may opt to have a “friend” accompany them to the
discussion as an observer. The Chair wil ensure that al appraisal discussions are
completed and reports written up by the end of December in any one year.
3.4 At least two weeks prior to the date when the appraisal takes place, the office wil email
the Board member a copy of the appraisal form for them to complete in advance, and
which should be emailed directly to the Chair a week before appraisal takes place. This wil
form the basis for a mutual process of discussion. If any Board member would like a copy
of the form in a different format (for example, large print or audio) or a language other than
English, they should let the office know.
3.5 During the discussion, the Chair and Board member wil complete the final appraisal form
together. When each is satisfied it is an agreed reflection of a fair appraisal, the Chair and
Board member wil sign it off.
3.6 The Chair and Board member wil each retain a copy of the signed-off appraisal form, and
the Chair’s copy wil be held in a Chair’s confidential file in the ARB office.
3.7 If there are changes to be made to the finally agreed appraisal form that need to be done
outside the actual meeting, the Chair wil ask the Board member to amend the form as
mutually agreed, and return directly to the Chair, signed. The Chair wil then also sign and
return to the Board member.
3.8 If the Board member and Chair cannot agree on an aspect of appraisal, then this wil be
noted as appropriate on the appraisal form, stating the reasons.
3.9 The Chair is responsible for col ating the completed forms and for preparing a report for
the Board. The purpose of this report is to draw out the key Board level themes arising
from the appraisal discussions, and no individuals wil be identified.
3.10 The Chair wil identify any development needs either on an individual or whole Board basis,
and wil ensure this is properly fol owed up and made available through the officers of ARB.
3.11 The appraisal process wil be repeated in subsequent years, as described above, and wil
be evaluated to ensure it continues to be effective.
BMDS Procedure
Version 2/May 09
