Suffolk Peer Challenge

Why should your council consider the option of the SPC?

Across Suffolk, there are a range of well-established networks that enable the sharing of best practices, mutual learning, and peer support. They often form around specific projects or operate within time-limited forums, meaning the benefits for individual councils may take time to fully emerge, are subject to interpretation, appetite for change and run the risk of councils working in silos.

The Suffolk Peer Challenge (SPC) seeks to utilise our strong network of organisations with an interest in supporting local communities by  concentrating on supporting individual councils in a more structured way, benefiting from learning from others through the lens of a “critical friend.” It offers dedicated time and space for experienced officers, councillors, and external partners to share constructive feedback and insights—ultimately aiming to deliver better outcomes for Suffolk’s local communities.

Who is it suitable for

The SPC is a pilot scheme and is available for medium/larger councils based in Suffolk with an electorate/budget income of xxxx). 

Whilst there is no direct link to the Local Council Award Scheme (LCAS) it can be useful to help inform and direct plans for those councils considering applying for at the least the entry (bronze) level of this national scheme. 

How will the council benefit

Councils who take part should see this as a good way of identifying how they need to improve as an organisation by receiving feedback from people who are, or who have, experienced similar challenges.   

Peers from other councils and other organisations bring fresh perspectives and independent validation of what’s working well. This helps build confidence among leadership, staff, and stakeholders.

The process encourages honest reflection and critical thinking about how the council operates, helping to identify blind spots or areas that need attention.

Councils receive bespoke, practical advice based on their local context, not generic solutions. This makes the feedback more actionable and relevant.

Peer teams share best practices and innovations from across the sector, helping councils learn from others and adopt proven approaches.

The process supports strategic planning, service improvement, and organisational development, helping councils become more effective and resilient.

Publishing an action plan demonstrates a commitment to transparency, continuous improvement, and community engagement.

Who makes up the peer challenge team?

It is the people who take part in the SPC that help make sure it meets the objectives the council set.  Below is an example of the types of people who are likely to be involved:  

All members of the council itself - it is important everyone is involved as a corporate team (councillors and officers/clerks).
Officer peer - this is normally a clerk from a similar-sized council or one with similar challenges, demographics or geography.
Councillor peer - an experienced councillor (from their role as a councillor or from other experience) from a similar council.
District Council councillor peer - an experienced district councillor from the relevant area.
District Council officer peer - an experienced officer from the relevant area.
SALC officer - a member of the SALC team who will bring their experience and understanding of the sector. 
NALC representative - [this is a potential option] a member of the NALC staff who will bring their experience and understanding of the sector from across the country. 
Shadow peer - some peer challenge teams include a shadow peer to add additional capacity.  This might be covered by the NALC representative or someone from a smaller council within Suffolk. 

Download more detailed information about roles.

What does the council need to do first?

The first step is for the council to understand the process, identify key areas to focus on and understand the commitment involved for everyone.  A budget should be considered to cover peer expenses, facilities, refreshments and additional hours of staff to organise the event including follow-up actions.

We have produced some materials to help make the process easier: 

• outline of criteria to help councils choose areas to focus on

• sample wording for council agenda

• sample draft clerk report

• sample terms of reference for working group

Cost

There is currently no "fee" to use the framework but there will be a cost to the council to cover the workshop (facilities, refreshments, travel expenses, equipment) and additional hours for staff before, during and after which should be budgeted for.

Who is responsible for organising the workshop ?

Once the council has set up a working party and identified the areas they want to particularly focus, they will need to first prepare a position statement which will be used as the basis for an initial scoping meeting with peers and then added to the pack to be provided to peers prior to the workshop. 

We suggest that tasks are delegated across the working group and managed by the clerk/relevant officer/lead councillor/sponsor.  The next step is to:

• identify some dates for the workshop including location with suitable facilities (breakout rooms), refreshments, parking arrangements - we suggest there is at least a 3 to 4 month lead-in time to ensure everyone is available

• identify a date for an online meeting with all stakeholders to prepare the session

• using the role profiles, identify and contact the peers they want to be involved, providing them with details of the purpose of the session, what the council wants to achieve, the topics being covered and why they have been invited and arrangements which should be confirmed in writing.

We have prepared some templates to support this process:

• Guidance on the in-person visit

• Template for council position statement

• Agenda for online scoping/preparatory meeting

• Factsheet for peers explaining process and roles

• Agenda/programme for in-person peer challenge day(s) including guidance notes on what happens on the day

• Template/guidance for focus groups

• Template/guidance for interviews

What information will the council need to prepare in advance and provide to peers?

In advance the council will need to produce a pack for each peer that contains the following information:

• Council position statement

• Governance documents (?) inc. committee structure, terms of reference etc.

• Business plan/strategy

• Annual report 

• Neighbourhood development plan (if any)

• Statement of Accounts

• Internal Audit report (?)

• Peer role profiles

Is training necessary beforehand?

It is not strictly necessary to have training but it is important to provide clear information and have a good communication plan when setting up the review.  When peers are identified and contacted the council should provide the details as described above.   The purpose of the online preparatory meeting with stakeholders will provide an opportunity for you to provide more details and deal with any questions.  It is also a good chance to meet fellow peers in advance.

Depending on the topics to be covered, it is important individual peers are briefed in detail so they are confident with their role.  We have designed some templates to assist with some of the activities:

• Telephone calls ?? (short call / online meeting - peers and counterparts - a week or two before the visit to allow to get to know each other and raise any particular issues they would like to see addressed) ?

• Arrangements in advance to observe a full council meeting

• Focus group of local partners, mixed councillors

• Interviews - Chair/Mayor, Clerk, Councillors

• Review of website

• Review of key strategies/documents

What happens after the event

When the in-person workshop is finished the following actions will be necessary for the clerk/relevant officer/lead councillor/sponsor and we have provided templates to make this process easier:

Report template

Action plan template

A follow-up meeting should be organised as soon as possible where the council will present a summary report of the findings of the day and present their action plan.

The LGA / NALC framework includes a return visit approximately 10-12 months after the visit to assess progress and meet with some of the key partners, councillors and officers concluding with a short feedback session.

What happens after the event

When the in-person workshop is finished the following actions will be necessary for the clerk/relevant officer/lead councillor/sponsor and we have provided templates to make this process easier:

Report template

Action plan template

A follow-up meeting should be organised as soon as possible where the council will present a summary report of the findings of the day and present their action plan.

The LGA / NALC framework includes a return visit approximately 10-12 months after the visit to assess progress and meet with some of the key partners, councillors and officers concluding with a short feedback session.