Appendix Three Terms of reference for the NPM Steering Group Background At a meeting of the NPM members in Edinburgh on 9 May 2011, a proposal was put forward regarding the operational structure of the NPM. It was suggested that the members consider establishing an executive committee or steering group for the NPM to facilitate decision making and take forward joint work. There was considerable initial interest in the proposal and it was agreed that HMI Prisons would prepare a more detailed proposal for consideration by the members. Your comments are sought on the proposal outlined below. Proposal To establish a Steering Group for the UK NPM. Purpose The NPM is currently made up of 20 bodies with HMI Prisons performing a coordinating role. So far, we have operated on a consensus basis but, inevitably with such a large and diverse membership, it can prove challenging and time consuming to secure agreement among the members and to progress issues quickly, if at all. These challenges have increased since the government expanded the NPM membership from 18 to 20. From the Coordinator’s point of view, there is a need for a mechanism to progress joint activities in the periods between meetings of the whole NPM or to be able to take decisions quickly, without always requiring all 20 members to be consulted. If we wish to do more collectively under the banner of the NPM – and several members have expressed a wish to do so – then a mechanism such 54 as a steering group can facilitate this. Moreover, the level of engagement with the NPM varies between members: it is hoped the Steering Group can assist in promoting engagement among all members. The suggested role of the Steering Group will be to: • facilitate decision-making relating to the NPM • set the strategic direction for coordinated/ joint NPM activity • assist in planning future joint activities, e.g. thematic workshops, annual reports • advise and support HMI Prisons and the NPM Coordinator in their roles • monitor and assess the value of joint activities • promote engagement of all members in joint NPM activity • act on behalf of the NPM • represent all members of the NPM as best it can, taking into account the different roles of the members and the contexts in which they operate. The existence of a Steering Group is not intended to detract from the input of the 20 individual members of the NPM. HMI Prisons, the Coordinator and/or the Steering Group will continue to seek the input of all members regarding particularly significant or potentially contentious issues. The Steering Group will try to represent the interests of the NPM as a whole but its decisions are not binding on individual members.