Terms of reference - Dorset Local Access Forum

The primary purpose of DLAF is to provide relevant advice to the appointing authorities, Secretary of State, Natural England, English Heritage, Forestry Commission, AoNB Conservation Boards, any parish or town council for the Forum's area and the English Sports Council but also individuals and organisations that the DLAF agree would benefit from receiving their advice - on how to make the countryside more accessible and enjoyable for open air recreation and sustainable travel in ways that address social, economic and environmental interests.

The DLAF will give advice/input on the following key areas: 

• the development and implementation of Rights of Way Improvement Plans for BCP & Dorset RoWIP 
• local consultations across Dorset relating to recreation and access 
• Dorset wide strategies such as Local Transport Plans, Cycling Strategy etc 
• plans produced by the two appointing authorities such as Local Plans and climate change strategies. 

The DLAF will work to: 

• have an inclusive approach to the improvement of recreational access to the countryside 
• provide advice on issues of good practice which is consistent with national guidance 
• engage in healthy debate and where possible gain consensus 
• look to find solutions where there is conflict

ln carrying out its functions, the DLAF will have regard to: 

• the needs of land management 
• the desirability of conserving the natural beauty of the Forum's area, including the flora, fauna and geological and physiographical features of the area 
• guidance given from time to time by the Secretary of State 
• liaison with neighbouring authorities and Local Access forums. 

The DLAF will produce a brief annual report, outlining and reviewing its work. It will be compiled by Dorset Council and be available in electronic format only. 

General DLAF Membership 

• the membership will be balanced to avoid dominance of any single interest group 
• comprised of up to a maximum of 20 members including 18 independent members representing user groups, land management and wider access related interests and 2 elected members from each of the appointing authorities
• members of the Forum are appointed to the Forum by the appointing authority through an online recruitment process.
• members are appointed for a maximum term of 3 years although there is no limit to the number of times an individual may be appointed
• all members will be recruited at the same time so that there is consistency in training and relationships between members can build
• membership of the Forum is open to all members of the public and is widely advertised 
• membership should represent interests relevant to Dorset 
• a member of the Forum may resign by notice in writing to Dorset Council 
• any member failing to turn up to meetings for a period of a year may be removed from the DLAF by the appointing authority 
• the decision to replace a member of the Forum after a resignation or termination will be at the discretion of the authority 
• members will receive training at the start of their recruitment 

The Chair/Vice Chair 

• the Chair and Vice Chair will hold office initially for one year and will be appointed by the Forum. No member will hold the position of Chair/Vice Chair for more than three years 
• the Chair may suspend any meeting if the meeting falls below a quorum of one third of members currently appointed and/or nominated 
• the Chair and Vice Chair should not represent similar interest groups 

• the meetings will be held at least twice a year (usually 3) 
• a quorum of at least 8 members must be present at the start of each meeting 
• the Secretary for the forum is provided by Dorset Council who will provide support to: 
  • arrange and publicise the meetings 
  • distribute relevant papers 
  • input into meetings
  • take and distribute the minutes for each meeting 
  • provide training to new members at the start of their recruitment 
  • provide information to the public relating to LAF via dedicated pages on the Dorset Council website 
  • provide an annual report 
  • feed into DLAF on a national perspective 
• agenda items will be agreed by the Chair and the Secretary. Papers and agendas will be sent to members and be available on the website 1 week before any proposed meeting. All papers for inclusion on the agenda should be submitted to the Secretary two weeks prior to the meeting
• all forum members can send issues to the chair and secretary for consideration as agenda items 
• meetings will be advertised in advance and held in public other than in the exceptional circumstances. They can be virtual or face to face meetings. At the discretion of the Chairman observers or members of the public may be invited to participate in discussions on specific agenda items 
• if neither the Chair nor Vice-Chair can attend a meeting the members present can choose another member as Chair
• minutes of the meetings will be prepared by Dorset Council and made available to the Chairman or Vice-Chairman for comment within 15 working days of the meeting and distributed to all members within 25 working days
• each member will take responsibility to undertake any actions from the meetings that they have agreed to do
• agendas, papers and minutes will be made available to the public 
• if required task and finish groups can be set up on an ad hoc basis to investigate specific issues/areas of work on behalf of the wider forum. The groups findings must be reported back and discussed at the next forum meeting. There is no requirement for the Secretary, Chairperson or Vice Chair to be part of these groups
• where responses to consultations are required outside of DLAF meetings the Chair/Vice-Chair will ensure there is a coordinated response so that all Forum members have an opportunity to contribute. Any responses will be reported at the next DLAF meeting
• any member who is directly or indirectly interested in any matter brought up for consideration at a meeting of the forum are required to disclose the nature of their interest to the meeting 
• the forum will always seek to achieve a consensus wherever possible. If this is not possible decisions (if required) will go to a formal by show of hands
• urgent items may be considered at a meeting of the forum without prior notice, at the Chairman's discretion 
• the forum will always comply with the requirements for Regulations 6,7, 8 and 9 of The Local Access (Forums) Regulations 2007.

The role of the Secretary for the DLAF is performed by Kirsty Tyre Rights of Way Officer for BCP, supported by Graham Stanley Senior Ranger for DC. dlaf@dorsetcouncil.gov.uk