Clitheroe Town Team Terms of Reference
Clitheroe Town Team Terms of Reference
Clitheroe Town Team’s Terms of Reference approved by RVBC
Purpose
Clitheroe Town Team is a voluntary, community led group formed to build on the town’s existing strengths and to support and regenerate the economic, social, and cultural life of our medieval market town for its residents, businesses, and visitors.
The Town Team is independent from but reports to RVBC. Its remit or capability does not extend towards or replace issues or matters that ordinarily form a statutory duty or function imposed upon any local authority, department or representative thereof.
Its main objective is to create projects designed to fulfil the purpose above. Such projects will happen following consultation and collaboration with Clitheroe residents. Initially these projects will be based on Clitheroe’s Conservation area’s street-scene which has been allowed to degenerate into a shabby and grubby state so will focus on public realm issues: roads, pavements, signage, and bins. When these projects have been implemented and the outcome achieved, the Town Team will share ideas relating to more strategic projects such as the Market Quarter and Castle Grounds.
Area of Operation
Clitheroe Town Team shall focus and constrain its efforts within the town of Clitheroe.
Composition and Representation
The make-up of the Clitheroe Town Team will comprise one representative from the following sectors:
Tourism
Faith Groups
Environment
Culture
Town Centre Management
Hospitality
Primrose Community Nature Trust
Architecture
Civic Society
RVBC Economic Development & Planning
Town Council
Sixth Form
Market
Retail
Lancashire County Council
Chairman of Borough’s Economic Development Committee
Should a member cease to be a member of a nominated body they shall immediately cease to be a member of the Town Team and that body shall automatically provide a replacement at the earliest opportunity.
Members may nominate in advance another to represent their organisation at a meeting if unable to attend.
Only one representative from each organisation should attend a meeting to avoid over-representation.
Meetings
Regular meetings will be organised by the majority and held at an agreed time and place – normally in the Council Chamber on Church Street. Agendas and draft minutes will be circulated as attachments via email for approval.
Chairman and Vice Chairman
After 2021, the inaugural year, when the county councillor for Clitheroe will chair, an AGM will be held every September to elect a chairman and deputy chairman by the Town Team members.
Respecting Confidentiality and Conduct
There may be occasions when confidentiality is required. When requested by the Chairman and agreed by the members, confidentiality will be maintained with respect to the matter being considered. Agreed documents will be forwarded to the Press, RVBC Leader, CEO and other outside bodies by the Chairman alone.
All members must ensure that their behaviour does not bring the Town Team into disrepute. This includes upholding standards of openness and honesty in all decisions. Members may not use any information they may have access or privilege to from being used for personal gain or advantage.
(Rules for Talk - taken from the notice board in a secondary school common room: Respect each others’ opinions, One voice at a time, Say what you think, Say why you think it, Build on what others say, Support and include each other, Ask when you don’t understand, Try to reach consensus, Be noise aware)
Governance Addendum March 2025v
To enhance the governance framework of the Clitheroe Town Team, particularly concerning the management of funds from donations and grants, the following amendments and additions are proposed to the existing Terms of Reference:
1. Financial Management and Accountability
Objective: To ensure transparent, ethical, and effective management of all financial resources, including donations and grants, in alignment with the Town Team’s mission and objectives.
a. Establishment of a Financial Subcommittee
• Composition: A Financial Subcommittee shall be formed, comprising three elected members from the Town Team. The Chairperson of the Town Team shall not serve on this subcommittee to maintain checks and balances.
• Election and Term: Members of the Financial Subcommittee shall be elected annually during the Annual General Meeting (AGM) and shall serve a term of one year.
• Responsibilities:
• Oversee the receipt, management, and disbursement of all funds, ensuring alignment with the Town Team’s objectives.
• Develop and recommend financial policies and procedures for approval by the Town Team.
• Prepare and present financial reports at regular Town Team meetings and the AGM.
• Ensure compliance with all legal and regulatory financial reporting requirements.
b. Financial Policies and Procedures
• Financial Controls: Implement robust financial controls, including dual signatories for transactions exceeding a predetermined amount, regular financial reconciliations, and clear documentation for all financial activities.
• Budgeting: Develop an annual budget outlining projected income and expenditures, to be approved by the Town Team.
• Financial Reporting: Provide transparent financial reports, including income and expenditure statements and balance sheets, to Town Team members on a quarterly basis.
c. Handling of Donations and Grants
• Acceptance Criteria: Establish clear criteria for accepting donations and grants, ensuring they align with the Town Team’s mission and do not compromise its integrity or independence.
• Donor Agreements: For significant donations or grants, formal agreements outlining the terms, conditions, and any reporting requirements shall be executed.
• Acknowledgment: Implement a system to acknowledge and thank donors, maintaining records of all contributions.
d. Disbursement of Funds
• Approval Process: All expenditures shall require prior approval from the Financial Subcommittee. Expenditures exceeding a specified threshold shall also require approval from the broader Town Team.
• Documentation: Maintain detailed records of all disbursements, including receipts, invoices, and the purpose of the expenditure.
e. Audit and Review
• Internal Audits: Conduct internal audits annually to assess compliance with financial policies and the accuracy of financial records.
• External Audits: For years when the Town Team’s income or expenditure exceeds £25,000, an external audit shall be commissioned to ensure transparency and accountability.
2. Conflict of Interest Policy
Objective: To ensure that all decisions are made in the best interest of the Town Team, free from undue influence or bias.
a. Declaration of Interests
• Disclosure: All Town Team members shall disclose any personal, financial, or other interests that could potentially conflict with the interests of the Town Team.
• Recording: A register of interests shall be maintained and updated annually or as interests arise.
b. Management of Conflicts
• Recusal: Members shall recuse themselves from discussions and decisions where a conflict of interest exists.
• Documentation: All conflicts and the actions taken to manage them shall be recorded in the meeting minutes.
3. Transparency and Communication
Objective: To maintain trust and accountability through open communication with stakeholders.
a. Public Access to Information
• Financial Reports: Summarised financial reports shall be made available to the public annually.
• Meeting Minutes: Minutes of meetings, excluding confidential matters, shall be accessible to stakeholders upon request.
b. Stakeholder Engagement
• Feedback Mechanism: Establish channels for stakeholders to provide feedback or raise concerns regarding the Town Team’s financial management.
By integrating these best practices into the Clitheroe Town Team’s governance framework, the organisation will strengthen its financial stewardship, uphold ethical standards, and enhance stakeholder trust.
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