Hillingdon Council Cabinet Member and Officer Decisions
Sponsorship Policy
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Democratic Services Location: Phase II Ext: 0693 DDI: 01895 250693 CMD No: 823 To: COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE c.c. All Members of the Finance and Corporate Services Select Committee c.c. Matthew Kelly – Resources Directorate c.c. Andy Goodwin – Resources Directorate c.c. Perry Scott – Corporate Director of Place Date: 08 June 2023 Non-Key Decision request Form D SPONSORSHIP POLICY Dear Cabinet Member Attached is a report requesting that a decision be made by you as an individual Cabinet Member. Democratic Services confirm that this is not a key decision, as such, the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 notice period does not apply. You should take a decision on or after Friday 16 June 2023 in order to meet Constitutional requirements about publication of decisions that are to be made. You may wish to discuss the report with the Corporate Director before it is made. Please indicate your decision on the duplicate memo supplied, and return it to me when you have made your decision. I will then arrange for the formal notice of decision to be published. Steve Clarke Democratic Services Officer Title of Report: Sponsorship Policy Decision made: Reasons for your decision: (e.g. as stated in report) Alternatives considered and rejected: (e.g. as stated in report) Signed ……………………………………………………… Date…………………….. Cabinet Member for Finance Cabinet Member Report – 08 June 2023 Page 1 Part 1 - Public SPONSORSHIP POLICY Cabinet Member(s) Councillor Martin Goddard Cabinet Portfolio(s) Cabinet Member for Finance Officer Contact(s) Matthew Kelly – Resources Directorate Papers with report Appendix A - Sponsorship Policy Appendix B - Officer Checklist HEADLINES Summary The Council runs a broad range of services and offering s to its residents. On occasion, it may be considered appropriate to invite external sponsorship of any such services where it could support the operational costs of the event. The Sponsorship Policy has been written to ensure this is done with appropriate governance and oversight. Putting our Residents First Delivering on the Council Strategy 2022-2026 This report supports our ambition for residents / the Council of: An efficient, well-run, digital-enabled council working with partners to deliver services to improve the lives of all our residents This report supports our commitments to residents of: A Digital-Enabled, Modern, Well-Run Council Financial Cost There are no direct financial implications associated with the recommendations in this report. Relevant Select Committee Finance and Corporate Services Select Committee Relevant Ward(s) N/A RECOMMENDATIONS That the Cabinet Member for Finance: 1. Approves the Sponsorship Policy as set out in Appendices A and B; and, 2. Authorises the Corporate Director of Place, in consultation with Cabinet Member for Finance, to make any further necessary changes to the policy. Cabinet Member Report – 08 June 2023 Page 2 Part 1 - Public Reasons for recommendation The Sponsorship Policy provides a framework for how we are promoted and how we promote others: ethically, consistently and aligned to our values and principles. By applying this policy, we will: • Be Consistent ; by establishing consistent approach, set of standard and framework of controls • Protect Reputations; by upholding the Councils reputation and corporate identity through good governance • Boost Opportunities ; to maximise income and boost development of commer cial partnerships As the Council have not previously invited sponsorship there is no existing policy in place. Alternative options considered / risk management The only other alternative to creation of a policy was to proceed without one. This could unnecessarily expose Officers and Councillors to accusations of poor practice and governance. Democratic compliance / previous authority Relevant Cabinet Members are authorised to approve service level policies, as per the Council’s Constitution. This policy has been drafted by Corporate Procurement. Select Committee comments None at this stage . SUPPORTING INFORMATION 1. Hillingdon do not currently invite sponsorship of any Council services or events and as such, no policy has been required. However, with increasingly constrained local government finances and ambitions to maintain services and events, any income derived from sponsorship will alleviate pressure on Council finances. 2. The use of sponsorship is intended to be a mutually beneficial relationship whereby the sponsor (usually a business based or operating in Hillingdon who may or may not have a relationship with the Council) pays to be associated with a Hillingdon event or service and in return, receives a benefit, usually publicity. 3. T he Policy will allow the Council to control scenarios where sponsorship is accepted. The council will not permit any sponsorship that represents a conflict of interest or is likely to cause serious or widespread offence. Where sponsorship is accepted, LBH will control the size and positioning of sponsors logo on any material. Cabinet Member Report – 08 June 2023 Page 3 Part 1 - Public 4. The creation of the sponsorship Policy will be the first step in Officers starting to develop relationships with potential sponsors of Hillingdon events and services. Whilst no target list of events and / or services exist, Officers are already engaging with potential sponsors on the 2023 Christmas lighting programme. This will be a good initial test of sponsors appetite to work with the Council. Financial Implications There are no direct financial implications arising from the approval of the policy, but that the policy sets out parameters for potential financial support for specific events or services, which will each be considered in turn. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities? Successful implementation of a sponsorship policy will allow the Council to maintain and enhance services and events where the addition of sponsorship is deemed appropriate and funding can be achieved. Consultation carried out or required N/A. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance have reviewed this report and concur with the Financial Implications set out above, noting there are no direct financial implications associated the recommendations in this report. Legal Section 139 of the Local Government Act 1972 enables the Council to accept “ gifts of property” to assist with discharging any of its functions and for the benefit of its residents. The provision of financial sponsorship or by providing products and services comes within the definition of “property”. The proposed sponsorship policy contains important safeguards to ensure that sponsorship decisions are made transparently and protect the Council’s interests and reputation. Legal advice will be given in all cases to ensure that the principles of the policy are adhered to. BACKGROUND PAPERS NIL. Cabinet Member Report – 08 June 2023 Page 4 Part 1 - Public TITLE OF ANY APPENDICES Appendix A - Sponsorship Policy Appendix B - Sponsorship Policy Officer Checklist APPENDIX A – SPONSORSHIP POLICY Sponsorship Policy Version number 1 Approved by TBC Approval date TBC Effective from TBC Guidance author Matthew Kelly Guidance owner Corporate Director – Place. Summary and Scope Hillingdon Council’s Strategy sets out the ambitions for our residents and the council. It informs everything we do and sets out our key priorities from 2022 to 2026 with 5 keys themes: • Safe and strong communities - Hillingdon is a safe place with resilient, strong communities with access to good quality, affordable housing. • A thriving economy - We are actively working with local businesses and partners to create a borough where businesses grow within a strong economy and local people can improve their skills and enjoy good quality jobs. • A digital enabled, modern well-run council - We are a well-run, sustainable council with sound financial management, achieving positive outcomes for residents. • Thriving healthy households - Children, young people, their families and vulnerable adults and older people live healthy, active and independent lives. • A green and sustainable borough - Hillingdon will be a sustainable, carbon-neutral borough, protecting Hillingdon’s heritage, built environment and valued green spaces. Residents will live in pleasant neighbourhoods with access to sustainable waste management and transport. It reflects our role as one organisation which puts residents first. To ensure we remain true to our values and deliver the very best for our residents, this Sponsorship Policy provides a framework for how we are promoted and how we promote others: ethically, consistently and aligned to our values and principles. By applying this policy, we will: Be consistent • Establish a consistent approach and set of standards. • Provide a framework of controls. • Ensure compliance with legislation, advertising industry codes and other council policies, including our branding guidelines. Protect reputations • Safeguard and steward the image and environment of the borough. • Uphold the council’s reputation and corporate identity. • Further our strategic vision and support our priorities by facilitating communication with our stakeholders Boost opportunities • Secure best value for money and maximise income. • Support the development of our commercial partnerships with the private sector. To sponsor something is to support an event, activity, person, or organisation financially or by providing products or services. It should be mutually beneficial. Sponsorship should not be confused with other types of funding which the council administers e.g. grants. Sponsorship is a business relationship between a provider of funds, resources or services and an individual, event or organisation which offers in return, rights and association that may be used for commercial advantage in return for the sponsorship investment. For example, each year Hillingdon installs Christmas lighting in all 21 wards within the borough, comprising 28 lighting schemes. Sponsorship provides an opportunity for the council to raise funds towards the running of such initiatives whilst allowing businesses to have their name associated with the event. Definition and Principles Sponsorship is defined within this policy as: “An agreement between the council and the sponsor, where the council receives either money or a benefit in kind for an event, campaign or initiative from an organisation or individual which in turn gains publicity or other benefits.” This policy is in place to cover situations where the council is an owner of a sponsorship opportunity which an external individual, group or organisation may wish to take up. When working with a sponsor, it will be essential that: • Any agreement supports the council’s strategic vision set out in the Council Strategy. • It is compatible with its wider strategy and policy framework, including the Constitution and Equality and Inclusion Policy. The council will not permit sponsorship arrangements in the following situations: • In all scenarios where it is legally permissible, the council will refuse applications from companies who are in dispute with the council or where there is pending/active legal action. • When companies are in contract negotiation with the council where acceptance or advertising or sponsorship arrangements may be viewed as an endorsement of a bid. The council will uphold the national Code of Recommended Practice on Local Authority Publicity. This means that the council is not able to enter into sponsorship agreement which connects the council with lending support to any political party. Whether sponsorship is a suitable method for achieving our objectives, or whether external requests to use council-owned platforms should be approved, will be decided on a case-by case basis on the merits of each opportunity or request. The use of branding and logos of any sponsoring company must be compatible with the council’s corporate branding guidelines as agreed by Corporate Communications Team . The size and positioning of sponsors’ logos on any promotional material, goods or signage must be considered by the appropriate lead officer in conjunction with the council’s Communications team. The council welcomes all opportunities to work with sponsors where such arrangements support its values, strategic goals, corporate objectives and/or helps drive forward the council’s aspirations. The council will not permit any sponsorship that represents a conflict of interest or is likely to cause serious or widespread offence. Particular care will be taken in relation to race, age, religion or belief, sex, sexual orientation, disability, gender identity or gender expression, pregnancy or maternity and marriage or civil partnership. When considering sponsorship opportunities, we will ensure that: • It maximises the opportunities to attract commercial revenue for appropriate events, campaigns or initiatives • The council’s position and reputation is adequately protected • An appropriate return on investment is sought • A consistent and professional approach is adopted in the development of sponsorship agreements • It protects elected councillors and officers from potential allegations of inappropriate dealings or favouritism with sponsors • It fulfils the council’s operating principles set out in the Council Strategy All sponsorship arrangements (excluding those made by a third party under a formally procured contract or concession arrangement) must be governed in accordance with the Procurement Contract Standing Orders for tender approvals. Responsibilities & Ownership The owner of this policy is Corporate Director of Place. All council services, employees and elected councillors (when acting in an official capacity for or on behalf of the council) must comply with this policy. Officers from Communications Team, Procurement, Finance and Legal are all expected to support to those officers who are seeking to utilise the Policy to put in place sponsorship arrangements. APPENDIX B – SPONSORSHIP POLICY OFFICER CHECKLIST Sponsorship Policy – Officer Checklist This checklist should be read and used in conjunction with the Councils Sponsorship Policy. This checklist has been put in place to support you in completing the process compliantly and in accordance with best practice. Signature blocks are included within this checklist but may be superseded by other written approval from relevant parties. 1) Basic Details: Name of Officer responsible for Sponsorship opportunity: Name of Sponsor: Value of the sponsorship arrangement and over what period: Does the supplier have any existing relationship with the Council, Officers or any elected Councillor? If so, please state: What is the nature of the sponsorship agreement? What will the Council offer and what will the sponsor receive in return: 2) Requirement to consult: In the space provided below, you should provide assurance that the necessary discussions have taken place and relevant service areas are satisfied with the outcome. Communications Team - All and any issues relating to branding on sponsorship material, suitability of media, installation, or supply of sponsorship material Procurement - Potential conflicts of interest with respect to sponsoring suppliers including current tender engagements or contract negotiations and contract non-performance. Legal - Use of appropriate terms and conditions related to the agreement 3) Approval: The Sponsorship Policy is governed in accordance with the Procurement Contract Standing Orders. This means that approval thresholds are in line with those set out for tender approvals. These are as follows: • Sponsorship Income £0-£25k – Approval of your corporate Director • Sponsorship Income £25- £100k – Informal Cabinet Member Approval Approver Signature Perry Scott – Corporate Director of Place Cabinet Member (Only required where total sponsorship income is greater than £25k)
View Decision / Minutes Text
Executive Decision Notice – 22 June 2023 Page 1
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
OFFICIAL EXECUTIVE DECISION NOTICE
PUBLISHED BY DEMOCRATIC SERVICES
Notice is hereby given that the following decision(s) have been made today by
Cabinet Members at the London Borough of Hillingdon:
Title of decision
SPONSORSHIP POLICY
Reference No. 823
Date of decision Thursday 22 June 2023
Call-in expiry date Thursday 29 June 2023
Relevant Select
Committee
Finance and Corporate Services Select Committee
Relevant Wards N/A
Decision made
Cabinet Members
making the decision
Councillor Martin Goddard - Cabinet Member for Finance
Decision Approved
That the Cabinet Member for Finance:
1. Approved the Sponsorship Policy as set out in
Appendices A and B; and,
2. Authorised the Corporate Director of Place , in
consultation with the Cabinet Member for Finance,
to make any further necessary changes to the
policy.
Reason for decision The Council’s new Sponsorship Policy provides a framework for
how the Council is promoted and how others are promoted:
ethically, consistently and aligned to the Counc il’s values and
principles. By applying this policy, the Council will:
• Be Consistent; by establishing consistent approach, set
of standard and framework of controls.
• Protect Reputations ; by upholding the Councils
reputation and corporate identity through good
governance.
• Boost Opportunities ; to maximise income and boost
development of commercial partnerships.
Alternative options
considered and
rejected
The only other alternative to the creation of a policy was to
proceed without one. This could have unnecessarily exposed
Executive Decision Notice – 22 June 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
Officers and Councillors to accusations of poor practice and
governance.
Classification Public
Link to associated
report
Link to report
Relevant Officer
contact & Directorate
Metthew Kelly – Resources Directorate
Any interest declared
by the Cabinet
Member(s) /
dispensation granted
N/A
Implementation of decision & scrutiny call-in
[Internal Use only]
When can this
decision be
implemented by
officers?
Officers can implement Cabinet Member decision in this notice
only from the expiry of the scrutiny call-in period which is:
5pm on Thursday 29June 2023
However, this is subject to the decision not being called in by
Councillors on the relevant Select Committee. Upon receipt of a
valid call-in request, Democratic Services will immediately advise
the relevant officer(s) and the decision must then be put on hold.
Councillor scrutiny
call-in of this
decision
Councillors on the relevant Select Committee shown in this notice
may request to call -in this decision. The request must be before
the expiry of the scrutiny call-in period above.
Councillors should use the Scrutiny Call -in App (link below) on
their devices to initiate any call-in request. Further advice can be
sought from Democratic Services if required:
Scrutiny Call-In - Power Apps (secure)
Further information These decisions, where applicable, have been taken under The
Local Authorities (Executive Arrangements) (Meetings and
Access to Information) (England) Regulations 2012.
This is the formal n otice by the Council of the above executive
decision, including links to the reports where applicable.
If you would like more information on this decision, please contact
Democratic Services on 01895 250636 or email:
democratic@hillingdon.gov.uk.
Circulation of this decision notice is to a variety of people including
Members of the Council, Corporate Directors, Officers, Group
Secretariats and the Public. Copies are also placed on the
Council’s website.
Democratic Services
London Borough of Hillingdon
Executive Decision Notice – 22 June 2023 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
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