LIGHTMOOR VILLAGE ESTATE MANAGEMENT COMMITTEE TERMS OF REFERENCE
The Lightmoor Village Estate Management Committee will oversee Stewardship Service at the Bournville Village Trust Lightmoor Village site in line with relevant Group Policies.
2. MEMBERSHIP AND PROCEEDINGS
The Chair of the Committee will be a Lightmoor Village Resident and appointed by the Committee for a term of two years, being eligible for a further two year term thereafter. In exceptional circumstances, a further two year term can be served. A minimum of two years should then elapse before the retiring Chair is eligible for reappointment to this post.
There will be a maximum of 11 members, made up as follows:
8 Residents (selected through a process where all charge payers have the opportunity to participate) Ideally a resident representative from each phase of development including Bournville House.
2 BVT Executive Team members
1 representative from each of the parish councils
1 member of this Committee, a Lightmoor Village resident (excluding Executive members and parish representatives) shall be nominated by the Committee to join the Telford Estates and Development Committee. For a minimum term of 12 months.
Members shall have the right to appoint Co-opted Members to the Committee. A maximum of three Co-opted Members can be appointed at any time.
Co-opted committee members will not be eligible to vote.
The Committee shall meet four times each year, or more frequently at such intervals as may be determined by the Chair.
The quorum for this Committee shall be 3 residents and 1 Executive Team member.
Any member of the Committee absent for two consecutive meetings without leave of absence given by the Committee Chair. The Chair will contact the member to discuss their absence. At the following Committee meeting the members will make a decision about the person’s membership.
In the event of a tied vote, the Chair may cast the deciding vote. All issues shall be decided by a straight majority.
Co-optees are not eligible to vote.
The Secretary to the Committee shall be the Director of Communities or other designated BVT Officer.
2.8 EXECUTIVE TEAM & SENIOR MANAGEMENT
In addition to the Executive Team Committee Members other members of the Executive Team or other Senior Managers may be invited to attend all or part of particular meetings.
Committee members shall not receive any remuneration for their services but will be paid expenses incurred in the execution of their duties.
The Board of Trustees retains the power to terminate the appointment of any Member of the Committee, after consultation with the Committee, or immediately upon the advice of the Company Secretary should BVT’s “Code of Conduct” or any other Trust policy, terms of reference or other relevant standard, directive, regulation, constitution or legislation be breached.
The Committee shall carry out an annual review of these Terms of Reference and a review of its own effectiveness and recommend any necessary changes to the Board of Trustees.
3. DELEGATED AUTHORITY
3.1 The Committee is responsible for implementing Trust policy, recommending changes to policy to the Board of Trustees or relevant BVT Committee and the monitoring of performance for those areas of work delegated by the Board of Trustees as set out below in Principal Functions.
3.2 The Committee is responsible for conducting business in accordance with any written instructions or guidelines imposed by the Board of Trustees.
3.3 The Committee shall where necessary authorise the Chair and/or other Member(s) of the Committee to liaise directly with Executive Officers to deal with matters requiring urgent action/decision within the remit of these Terms of Reference.
3.4 The Committee shall not incur additional expenditure on behalf of the Trustee body, which cannot be accommodated within the overall budget approved by the Board of Trustees without the consent of the Trustee body.
3.5 Any matters that cannot be resolved satisfactorily by the Committee under its Terms of Reference shall be referred to the Board of Trustees whose decision shall be final and binding.
4. PRINCIPAL FUNCTIONS
The principal functions of the Lightmoor Village Estate Management Committee shall be as follows:
4.1 Consider and propose the annual budget to the Telford Estates & Development Committee.
4.2 Develop & recommend approval of an Annual Service Plan (setting out KPI targets and improvement actions).
4.3 Develop and recommend approval of the annual planned maintenance programme.
4.4 Develop and recommend approval amendments to the Design Guides.
4.5 Develop and recommend approval of new policies or amendments to existing policies.
4.6 Receive a quarterly financial report on expenditure against budget.
4.7 Receive and approve a quarterly report on Estate Management activities.
4.8 Receive and approve a quarterly report on Community Engagement and local partnership working.
4.9 Receive a quarterly update on development in Lightmoor Village.
4.10 Receive and reach a decision on appeals against the implementation of the Design Guide.
4.11 Support the development of the overall vision for Lightmoor Village, proposing changes or new activities to ensure that the vision is achieved.
OTHER KEY FUNCTIONS
4.12 The following list is not exhaustive and is to be read in conjunction with the Principal Functions set out above.
4.13 To review the performance of the Teams reporting to the Committee through internal audit and performance reports where appropriate/available, setting performance targets as appropriate.
4.14 To consider proposed and current legislation and its impact on the BVT’s work covering the areas under the remit of the Committee.
4.15 To ensure that current risks that fall under its principal functions are being effectively managed, considering emerging risks and understanding the risks presented by new opportunities and how these can be managed and/or mitigated.
4.16 To ensure that Value for Money is monitored and is an integral part of all decision making in line with BVT’s Value for Money Strategy.
5. CONFLICT OF INTEREST
When the Committee discusses any matter which poses a conflict of interest for any member or employee present, that person should declare an interest. If the conflict is clear and substantial, the Committee member should offer to withdraw and, if invited to remain, refrain from voting on the matter.
6. REPORTING PROCEDURE
Draft minutes shall be reported to the next meeting of the Telford Estates and Development Committee and shall be formally approved by the Committee at its next meeting.