Welsh Language Advisory Group: Terms of Reference
Terms of Reference
Terms of Reference
Welsh Language Advisory Group
Objectives
The group will act as a forum to discuss Welsh and Welsh language electoral matters and aims to ensure that the Welsh and English languages are treated on the basis of equality in matters relating to electoral legislation and guidance.
The group will submit representations relating to draft and current pieces of Welsh language legislation and guidance and to improve previously drafted material.
It is not the group’s responsibility to translate legislation, but to consult and give its views. The relevant government is responsible for providing a form of words in Welsh.
The group will also discuss and respond to any consultation or matter that arises that is of interest to the group.
Membership
Two Welsh speaking Returning Officers (ROs) nominated by the Wales Electoral Coordination Board.
One of the two ROs will act as Chair and will also sit on the Wales Electoral Coordination Board.
Up to two Welsh speaking Elections Managers / Deputy Returning Officers (nominated by AEA Wales).
Up to two Electoral Commission representatives (Head of Electoral Commission, Wales and Welsh Language Advisor).
A representative from Welsh Government or Westminster Government (depending on the election / legislation).
Frequency of meetings
The group will aim to hold a formal meeting at least once a year, and members will be able to join in person, via videoconference or over the phone.
Otherwise it will aim to meet as and when necessary, but will mainly focus its work via email.
Other attendees
The AEA will nominate deputies for the Elections Managers / Deputy Returning Officers in point 7 above. Ideally these will not be from the same local authority as those they deputise for. They will be able to attend meeting, and will act as members when those they deputise for are absent.
The Commission may also require other staff members to attend on occasions.
Other interested external groups and individuals (e.g. Welsh Language Commissioner) may attend when necessary.
Procedures
The group will scrutinise any relevant new Welsh legislation including statutory and non-statutory guidance (e.g. Commission guidance) and provide formal feedback as a group, after consultation.
The group will look at existing legislation and assess if any amendments need to be made to existing legislation in terms of the accuracy of wording included.
Conduct
All discussions and presentations will be conducted with respect and courtesy to others.
Meetings will be held in Welsh. Simultaneous translation will be available as needed if there are any non-Welsh speaking attendees.
Conflict of interest – members are asked to declare any matters which could cause conflict before the meeting. The member should decide if it is appropriate for them to stay for the discussion of any agenda item that could be a conflict of interests.
Secretariat
The Commission will provide full secretariat support to the group.
The Commission will be responsible for sending the meeting note to the relevant stakeholders (ROs, AEA etc).