Lawley Management Committee – Terms of Reference

1. PURPOSE

1.1 The Lawley Management Committee will oversee Stewardship activities at Bournville Village Trust’s Lawley site in line with relevant Group Policies.

2. MEMBERSHIP AND PROCEEDINGS

2.1 CHAIR

The Chair of the Committee will be appointed by the Committee for a term of two years, being eligible for a further two-year term thereafter. The Chair must be a Lawley charge-paying
resident and must not be a Director of the Lawley CIC (LVCA).

A minimum of two years should then elapse before the retiring Chair is eligible for reappointment to this post.

2.2 COMPOSITION

The Lawley Management Committee will be made up of up to 11 members as follows:

Lawley Residents (directly elected) 5
Residents (nominated through the LVCA – see note a) 3
BVT Executive Team members 2
Parish Councillor nominated by Lawley & Overdale PC (see note *c) 1
Total Membership 11

1 member of this Committee, a Lawley Village resident (excluding Executive members and parish representatives) shall be nominated by the Committee to join the Telford Estates and Stewardship
Committee. (see notes a and d)

Notes:

[a] The LMC will nominate a Resident Member to be on the Telford Estates and Stewardship Committee.
[b] The LVCA will nominate committee members from the Lawley CIC Directors (LVCA).
[c] This post holder must be an elected Parish Councillor and represent a Lawley ward
[d] The Chair of the LMC cannot also serve on the Telford Estates and Stewardship Committee.

2.3 CO-OPTEES

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.

One of the three co-opted positions will be offered to a Parish Councillor from Dawley Hamlets PC.

Co-opted committee members will not be eligible to vote.

2.4 MEETINGS

The Committee shall meet four times each year, or more frequently at such intervals as may be determined by the Chair.

2.5 QUORUM

The quorum for this Committee shall be 3 residents and 1 Executive Team member.

2.6 ABSENCES

Any member of the Committee absent for three consecutive meetings without leave of absence given by the Committee Chair, may lose their place on the Committee at the discretion of the Chair.

2.7 VOTING

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.

2.8 SECRETARY

The Secretary to the Committee shall be the Director of Communities or other designated Executive Director as agreed by the Board of Trustees.

2.9 EXECUTIVE TEAM & SENIOR MANAGEMENT

In addition to the Executive Team Committee Members other members of the BVT Executive Team or other Senior BVT Managers may be invited to attend all or part of particular meetings at the
discretion of the Chair.

2.10 REMUNERATION

Committee members shall not receive any remuneration for their services but will be paid expenses incurred in the execution of their duties.

2.11 TERMINATION

The Board of Trustees retains the power to terminate the appointment of any Member of the Committee or immediately upon the advice of the Company Secretary for any breach of the LMC or BVT “Code
of Conduct” or any other Trust policy, terms of reference or other relevant standard, directive, regulation, constitution or legislation.

Removal of a member of the committee is subject to appeal to a 3 member appeal panel made of a Board Trustee, the Chief Executive of BVT (or nominated senior Executive) and an Elected Resident
Member. This panel may affirm the decision of the trustees, amend the sanction (e.g. suspension) or over-rule the decision. The decision of the appeal panel is final.

2.12 EFFECTIVENESS

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 Lawley Management Committee shall be as follows:

4.1 Consider and propose the annual budget to the Telford Estates & Stewardship Committee (TES). The TES Committee may reject the budget if it:
 Breaches the terms of the Stewardship Contract
 Creates a deficit or future liabilities which could undermine the viability of the scheme
 Breaches any relevant standard, directive, regulation, constitution or legislation.

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 Lawley.

4.10 Receive and reach a decision on appeals against the implementation of the Design Guide.

4.11 Work with other organisations to support the development of the overall vision for Lawley, proposing changes or new BVT 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 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.

4.15 To consider proposed and current legislation and its impact on the BVT’s work covering the areas under the remit of the Committee.

4.16 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.

4.17 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 shall be formally approved by the Committee at its next meeting and reported to the next meeting of the Telford Estates and Stewardship Committee.