Policies and Documents

Memorandum of understanding
Agreement between Local Trust and Sompting Big Local partnership

This agreement is made between Local Trust (on behalf of Big Local) and Sompting Big Local Who are acting on behalf:  Sompting

1. The role of the Big Local partnership is to guide the overall direction of Big Local in your area and make sure that Big Local is a local, resident-led programme which enables people locally to provide recommendations in good faith about how their local area can be improved. As a Big Local partnership you are expected to work with your locally trusted organisation(s) to achieve the vision you have set for the Big Local area. The locally trusted organisation(s) is responsible, as per the terms and conditions of funding, for ensuring that the grant is spent appropriately.

2. By signing this memorandum of understanding, members of the partnership undertake to: 

  • Provide overall direction of Big Local to meet your area’s long term vision and outcomes.  
  • Agree a shared Big Local vision which extends from the range of visions collected from across the area during earlier pathway steps.  
  • Create a Big Local plan. The plan will set out clear approaches for realising your area’s shared vision. The Big Local plan will adapt over time but will include how you plan for the £1m to be ‘spent’.  
  • Carry out the Big Local plan. The partnership will decide how to carry out the Big Local plan. The partnership will establish the criteria for distributing any part of the £1m and will identify suitably experienced and skilled locally trusted organisation(s) to distribute the funding.  
  • Assess and report impact. The partnership will need to know how the people and activities are moving the area closer toward the shared vision. This information will help the partnership explore how Big Local may have influenced changes in the area. The partnership (or locally trusted organisations) will need to collect evidence and inform Local Trust about key activities, accomplishments and the status of funding distributed as well as impact made in the area.  
  • Review annually. Both the partnership and the Big Local plan will be reviewed annually. The process will ensure open, critical reflection on how the partnership is working to achieve the outcomes and the shared vision.  
  • Engage with a diverse range of people in your area, in a thoughtful, continuous and inclusive way and make a commitment to equal opportunities.  
  • Promote Big Local activities, your Big Local plan and the funding available to implement it to people locally and ensure that stakeholders are updated about Big Local.  
  • Engage with voluntary, community and social enterprise sector organisations, public and private organisations operating in or near your area to identify opportunities and build links where funding, expertise, joint working and/or support can be provided to the benefit of the area.  
  • Adopt a code of conduct for partnership members that will expand on these responsibilities and describe specifically the expectations for your area’s partnership members.  
  • Participate in Big Local networking and sharing learning activities, as relevant.  
  • Work with your area’s Big Local rep.  
  • Participate in the selection of your area’s long-term Big Local rep.  
  • Work within the agreed Big Local boundaries as illustrated below. Should any changes to the boundaries be deemed necessary, the partnership will seek approval from Local Trust prior to making any adjustments3. By signing this agreement, Local Trust undertakes to: 
  • Provide the necessary support and guidance to the partnership to fulfil its responsibilities. This will include a Big Local rep to work with the partnership; communications and fundraising support; and access to specialist advice and expertise.  
  • Agree proportionate and reasonable running costs for the partnership to operate.  
  • Provide written guidance on the operation of the Big Local.  
  • Share reports from the locally trusted organisation(s) on expenditure relating to Big Local.  
  • Communicate effectively with the partnership, including responding promptly to requests for information and advice.  
  • Provide opportunities for training and learning to partnership members, both nationally and through advice to local areas.  
  • Work with the partnership to appoint locally trusted organisation(s) that hold(s) and distribute(s) funding on behalf of the partnership.  This agreement is effective from the date that all signatures are made and will last in the first instance for one year or until the partnership completes its annual review.This partnership agreement can be reviewed at any time if complaints or disputes occur that raise doubts about the ability of the partnership to fulfil its responsibilitiesSigned on behalf of Local Trust                                    Signed on behalf of the Big Local partnership
    Name:                                                                               Name (all the partnership below)

    Title:                                                                                 Title:

    Signature:                                                                        Signature:

    Date:                                                                                 Date:
    Names

SOMPTING BIG LOCAL PARTNERSHIP – CODE OF CONDUCT 

The purpose of this code of conduct: 

  • To contribute towards a constructive and pleasant atmosphere in which to volunteer. 
  • To ensure that volunteers know what behaviour they have a right to expect from other volunteers/staff 
  • To ensure that all volunteers know what behaviour is expected of them whilst volunteering for Sompting Big Local 

 

Respect for Others: Volunteers and staff will 

  • Treat other people fairly and equally 
  • Not discriminate unlawfully against any person 
  • Allow others to express themselves and understand that all views are important even if they are not the same as your own- as long as no offence is caused even if unintentionally. 
  • Speak with the worker/LTO or Big Local Rep in the first instance if they have any issues. 

 

Equal Opportunities: Volunteers and staff will aim to 

  • Understand, respect and work at all times without prejudice to race, age, ethnic origin, disability, gender, physical and mental health, religion, sexuality or cultural backgrounds. 
  • Preform his/her duties with honesty, integrity, impartiality, objectivity and a positive attitude. 

 

At Sompting Big Local Meetings/events: Volunteers and staff will 

  • Attend regularly and make a full contribution 
  • Carry out any agreed action points 
  • Send apologies if unable to attend any meetings 
  • Arrive on time and be prepared having read copies of the agenda and minutes 
  • Be positive and respectful of others 
  • Keep in mind aim of the partnership 
  • Remind each other to turn our mobile phones to silent and take any calls outside 
  • Be quiet when others are speaking and give everyone a chance to express themselves 

 

 

 

  • Stay on track when a topic is being spoken about 
  • No fighting or arguing 
  • The Facilitator/ chair is in charge 
  • Understand we are there to make decisions 
  • Be open and declare any conflict of interest or loyalty, and remember you attend partnership meetings in your own right 
  • We will resign our position if we miss 3 consecutive meetings 
  • Not discriminate on the grounds of gender, race, colour, ethnic or origin, disability, sexuality, religious belief, political opinion, age or social background 

SOMPTING BIG LOCAL PARTNERSHIP: FINANCIAL PROCEDURES  

Introduction 

On the 1st January 2019 Community Works undertook the role of Locally Trusted Organisation (LTO) for Sompting Big Local. Prior to January 2019 the LTO role had been undertaken by Adur Voluntary Action (AVA).  

This financial procedure agreement is between Community Works (the LTO) and Sompting Big Local and covers the following: 

  • SBL Partnership Annual Budget Setting Agreements 
  • Purchasing and Monitoring Systems 
  • Barclays Account 
  • Nationwide Account 
  • Debit Card Procedures 
  • Other Expenditure Requirements 
  • Auditing  

The agreement should be brought to the attention of new Sompting Big Local (SBL) Partnership Members as part of their induction process. This procedure should be read in the context of SBL’s Terms of Reference and Financial Policy/Regulations. 

 

SBL Partnership Annual Budget Setting Agreements 

  1. SBL Partnership agrees the Sompting Big Local Plan and also, therefore, the annual budget. 
  2. The budget is submitted to Local Trust for approval. 
  3. Once the annual budget is approved, Local Trust releases funds to the current LTO(s) on a half yearly basis subject to receiving a completed financial return/spend report for the previous six months 
  4. The Partnership cannot enter into any financial commitments until the Plan and budget is approved by Local Trust. Local Trust will not retrospectively fund any spending that takes place before the budget is approved. 
  5. Sub groups may be delegated responsibility for the themes in the plan and for initiating the spending on their particular themes. The membership and spending constraints of the sub-group shall be decided by the Partnership and be minuted. 

Purchasing and Monitoring  

  1. The operation of any contract will be monitored through a pre-agreed process. This will be decided by the sub group or partnership when the purchasing decision is made.   
  2. SBL partnership will invite suppliers to quote for specific products or services (any conflict of interests with SBL partnership members who are themselves, or who work for, potential suppliers, must not take part in any discussions about the selection of any supplier they have an involvement with, and must declare the conflict of interest to the SBL Partnership). 
  3. If the likely cost (including VAT) of a required product or service in any year will exceed £500, then a minimum of three quotations should be obtained. The purchasing decision must be taken by at least un-related 2 partners.  
  4. Where the cost, including VAT, is likely to exceed £5,000, then a formal tendering process should be used. A sub-group will review the submitted tenders and will produce a report with a recommendation to the next SBL Partnership meeting. The sub-group recommendation must be made by a minimum of 2 unrelated partners and minutes of the decision must be recorded (see section 4 below).
  5. There must be written minutes of all SBL Partnership decisions on purchasing products and services. The minutes will record the date; who was involved in the decision; the item/service being bought; the reason for the supplier being chosen; and the method by which the contract will be monitored. 
  6. Once a supplier has been selected, there must be a service level agreement (SLA) or contract. These will be issued and signed by the current LTO on behalf of SBL.
  7. The LTO will sign contract or SLA when it is satisfied that  
  • the proposal is consistent with the agreed plan,   
  • there are enough funds in the budget,  
  • there is a clear minuted decision of the sub group or partnership  
  • financial regulations have been followed,  
  • the contract does not involve unreasonable risk  
  • there is a monitoring process in place. 
  • VAT has been allowed for  
  • the works are clearly specified 
  • the supplier shows it has necessary insurance and that safeguarding and Health and Safety procedures are in place.

8.It is the responsibility of SBL Partnership to ensure that all the points above have been covered and that appropriate consultation with the LTO, at an appropriate time, has taken place. 

 9.Where the LTO identifies any significant issues making it unwilling to proceed with a purchase, it will inform the SBL Partnership as soon as possible. 

 10.All receipts and invoices of any purchases made on behalf of SBL must be kept and passed onto the administrator.  Failure to produce receipts or invoices may invalidate any remuneration of payments. 

Barclays Account 

  1. The Barclays account will be used solely for the management of the mini-bus finances.
  2. A debit card will be used to purchase any items relating to the mini-bus, including petrol, Tax, insurance, MOT and any other maintenance that the mini-bus requires.  
  3. The debit card will have 2 un-related signatories from SBL Partnership. 
  4. All receipts or invoices for the mini-bus will be passed onto the administrator.
  5. The administrator will oversee and manage the Barclays account with an on-line accounting system, which can be presented to any auditors as part of the auditing process, if needed. 

Nationwide Account 

  1. It is proposed that the Nationwide account will be discontinued and closed by the SBL Partnership due to a different financial management system being implemented, as mentioned below. 

Community Works Bank Account  

  1. All management of monies that used to go into the Nationwide account will now go into Community Works bank account.
  2. The Community Works bank account will be managed by Community Works finance worker.
  3. All income and expenditure activity will be monitored via Community Works on-line banking system, by Community Works finance worker.  
  4. All other income generation for SBL (excluding income or expenditure of the mini-bus) will be deposited into Community Works bank account.
  5. Community Works will produce regular, monthly reports on the finances of SBL Partnership, for the SBL Partnership.  

Community Works Debit Card System 

  1. The administrator for SBL Partnership will hold a Community Works debit card for the purchasing of any petty cash items or any other items that SBL need in relation to their events or purchasing needs (excluding the mini-bus account).
  2. The administrator will pass on all receipts of purchases via the debit card to Community Works for their accounting and auditing purposes. 
  3. The Corporate Debit Card form and procedure must be followed with all expenditure on the card (see appendix 1) 

Other Expenditure Requirements 

  1. There may be circumstances where reimbursement for costs will apply to SBL Partnership members. Any other expenditure will be reimbursed to individuals providing: 
  • Fares are evidenced by tickets 
  • Other expenditure is evidenced by original receipts 
  • Car Mileage is based on a partnership agreed rates 

  The administrator will keep the working of these procedures under ongoing review and make recommendations to the partnership when required. 

Auditing 

  1. All income and expenditure will be audited in-line with best practice regulations and processes. 
  2. For auditing purposes all income and expenditure must be evidenced, and receipts and / or invoices of any purchases submitted to the SBL Partnership administrator or to a Community Works manager who will pass onto the finance worker.
  3. The annual audited accounts will be shared with the SBL Partnership.

Data Protection Policy

 

Aims of the Policy

Sompting Big Local needs to keep certain information on its employees, volunteers, service users and trustees to carry out its day to day operations, to meet its objectives and to comply with legal obligations.

The organisation is committed to ensuring any personal data will be dealt with in line with the Data Protection Act 1998. To comply with the law, personal information will be collected and used fairly, stored safely and not disclosed to any other person unlawfully.

The aim of this policy is to ensure that everyone handling personal data is fully aware of the requirements and acts in accordance with data protection procedures. This document also highlights key data protection procedures within the organisation.

This policy covers employed staff, partnership, and volunteers

 

Definitions

In line with the Data Protection Act 1998 principles, Sompting Big Local will ensure that personal data will:

  • Be obtained fairly and lawfully and shall not be processed unless certain conditions are met
  • Be obtained for a specific and lawful purpose
  • Be adequate, relevant but not excessive
  • Be accurate and kept up to date
  • Not be held longer than necessary
  • Be processed in accordance with the rights of data subjects
  • Be subject to appropriate security measures
  • Not to be transferred outside the European Economic Area (EEA)

 

The definition of ‘Processing’ is obtaining, using, holding, amending, disclosing, destroying and deleting personal data. This includes some paper based personal data as well as that kept on computer.

The Personal Data Guardianship Code suggests five key principles of good data governance on which best practice is based. The organisation will seek to abide by this code in relation to all the personal data it processes, i.e.

  • Accountability: those handling personal data follow publicised data principles to help gain public trust and safeguard personal data.
  • Visibility: Data subjects should have access to the information about themselves that an organisation holds. This includes the right to have incorrect personal data corrected and to know who has had access to this data.
  • Consent: The collection and use of personal data must be fair and lawful and in accordance with the DPA’s eight data protection principles. Personal data should only be used for the purposes agreed by the data subject. If personal data is to be shared with a third party or used for another purpose, the data subject’s consent should be explicitly obtained.
  • Access: Everyone should have the right to know the roles and groups of people within an organisation who have access to their personal data and who has used this data.

Stewardship: Those collecting personal data have a duty of care to protect this data throughout the data life span.

 

Type of information processed

Sompting Big Local processes the following personal information:

  • Information on applicants for posts, including references
  • Employee information – contact details, bank account number, payroll information, supervision and appraisal notes.
  • Members – contact details
  • Users – contact details (in many voluntary organisations, detailed case notes may be held)

 

Personal information is kept in the following forms:

  • Paper based
  • Computer based

Groups of people within the organisation who will process personal information are: employed staff, trustees and other volunteers

 

Responsibilities

Under the Data Protection Guardianship Code, overall responsibility for personal data in a not for profit organisation rests with the governing body. In the case of Sompting Big Local, this .

 

(Adapt as appropriate- dependent on whether the organisation completes notification to the Information Officer) The governing body delegates tasks to the Data Controller. The Data Controller is responsible for:

  • understanding and communicating obligations under the Act
  • identifying potential problem areas or risks
  • producing clear and effective procedures

 

All employed staff, trustees and volunteers who process personal information must ensure they not only understand but also act in line with this policy and the data protection principles.

Breach of this policy will result in (insert explanation- for employed staff, trustees, volunteers as relevant)

 

Policy Implementation

To meet our responsibilities, staff, volunteers and trustees will:

  • Ensure any personal data is collected in a fair and lawful way;
  • Explain why it is needed at the start;
  • Ensure that only the minimum amount of information needed is collected and used;
  • Ensure the information used is up to date and accurate;
  • Review the length of time information is held;
  • Ensure it is kept safely;
  • Ensure the rights people have in relation to their personal data can be exercised

 

We will ensure that:

  • Everyone managing and handling personal information is trained to do so.
  • Anyone wanting to make enquiries about handling personal information, whether a member of staff, volunteer or service user, knows what to do;
  • Any disclosure of personal data will be in line with our procedures.

Queries about handling personal information will be dealt with swiftly and politely.

 

Training

Training and awareness raising about the Data Protection Act and how it is followed in this organisation will take the following forms:

On induction:

  • By reading this policy
  • Inductee signs to confirm reading and understanding
  • Induction on key procedures such as not disclosing passwords, keeping files locked and location of keys private

 

General training/ awareness raising: this will be conducted during meetings and annual review.

We will take the following measures to ensure that personal information kept is accurate:

  • Ask for details to be update annually.

Personal sensitive information will not be used apart from the exact purpose for which permission was given.

Data Security

The organisation will take steps to ensure that personal data is kept secure at all times against unauthorised or unlawful loss or disclosure. The following measures will be taken:

  • Using lockable cupboards (restricted access to keys)
  • Password protection on personal information files
  • Setting up computer systems to allow restricted access to certain areas
  • Not allowing personal data to be taken off site (as hard copy, on laptop or on memory stick)
  • If personal data can be taken off site, in which forms (paper, memory stick, laptop) and what instruction do you give to people about keeping it safe?
  • Back up of data on computers (onto a separate hard drive / onto tapes kept off site)
  • Password protected attachments for sensitive personal information sent by email

 

Any unauthorised disclosure of personal data to a third party by an employee may result in disciplinary procedures.

Any unauthorised disclosure of personal data to a third party by a volunteer or trustee may result in (insert consequence).

Access requests

Anyone whose personal information we process has the right to know:

  • What information we hold and process on them
  • How to gain access to this information
  • How to keep it up to date
  • What we are doing to comply with the Act.

 

They also have the right to prevent processing of their personal data in some circumstances and the right to correct, rectify, block or erase information regarded as wrong.

Individuals have a right under the Act to access certain personal data being kept about them on computer and certain files. Any person wishing to exercise this right should apply in writing to (insert name of person within the organisation or title and contact details).

 

The following information will be required before access is granted:

  • Full name and contact details of the person making the request
  • Your relationship with the organisation (former/ current member of staff, trustee or other volunteer, service user
  • Any other relevant information- e.g. timescales involved

We may also require proof of identity before access is granted. The following forms of ID will be required:

  • Passport
  • Birth Certificate
  • Driving Licence

 

Queries about handling personal information will be dealt with swiftly and politely.

We will aim to comply with requests for access to personal information as soon as possible, but will ensure it is provided within the 40 days required by the Act from receiving the written request.

HEALTH AND SAFETY POLICY STATEMENT

Health and Safety at Work etc Act 1974

This is the Health and Safety Policy Statement of Sompting Big Local.

Our statement of general policy is:

• to provide adequate control of the health and safety risks arising from our work activities • to consult with our employees on matters affecting their health and safety
• to provide and maintain safe plant and equipment
• to ensure safe handling and use of substances
• to provide information, instruction, and supervision for employees;
• to ensure all employees are competent to do their tasks, and to give them adequate training;
• to prevent accidents and cases of work-related ill health;
• to maintain safe and healthy working conditions; and

• to review and revise this policy as necessary at regular intervals.

Responsibilities

Overall and final responsibility for health and safety is that of the Partnership of  Sompting Big Local. Day-to-day responsibility for ensuring this policy is put into practice is delegated to the administrator.

To ensure health and safety standards are maintained/improved, the following people have responsibility in the following areas

All employees must:

• co-operate with partnership and coordinator/administrator on health and safety matters;
• not interfere with anything provided to safeguard their health and safety;
• take reasonable care of their own health and safety; and

• report all health and safety concerns to an appropriate person (as detailed in this policy statement).

Health and safety risks arising from our work activities Coordinator will undertake risk assessments. The findings of the risk assessments will be reported to Partnership. Action required to remove/control risks will be approved by Partnership. The Coordinator will be responsible for ensuring the action required is implemented. Chair will check that the implemented actions have removed/reduced the risks. Assessments will be reviewed every six months or when the work activity changes, whichever is soonest.

 Consultation with employees Sompting Big Local will consult with employees/volunteers on the following: • any new measure which may substantially affect their health and safety at work, for example new equipment, new ways of working and new procedures
• arrangements for getting competent people to help satisfy health and safety laws
• the information we give to employees on the risks to health and safety arising from their work, measures to reduce or get rid of these risks and what they should do if they are exposed to a risk, including emergency procedures
• planning and organising health and safety training and

• the health and safety consequences for them of any new technology we plan to introduce. The information provided to employees will be in a form that can be easily understood.

Sompting Big Local will consult directly with employees/volunteers through team meetings and face-to-face discussions. Sompting Big Local will allow enough time for employees/volunteers to consider the issues and give informed responses. Employees/volunteers are encouraged to ask questions, raise concerns, and make recommendations.  Sompting Big Local will take employee and volunteers’ views into account before a final decision is made, respond to any concerns and questions raised and explain the final decision and why it has been taken.

Safe equipment The coordinator will be responsible for identifying all equipment needing maintenance. The coordinator will be responsible for ensuring effective maintenance procedures are drawn up. Chair will be responsible for ensuring that all identified maintenance is implemented. Any problems found with equipment should be reported to the coordinator immediately. Coordinator will check that new equipment meets health and safety standards before it is purchased.

Safe handling and use of substances The Coordinator will check that new substances can be used safely before they are purchased. Sompting Big Local does may currently use or store any substances which need a COSHH assessment and these assessments are available in this folder.

Information, instruction and supervision The Health and Safety Law poster is displayed in Main Office/Kitchen Health and safety advice is available from the coordinator. Supervision of young workers/trainees will be arranged/undertaken/monitored by coordinator. The coordinator and Chair is responsible for ensuring that our employees working at locations under the control of other employers are given relevant health and safety information.

Competency for tasks and training Induction training will be provided for all employees by the coordinator.  Job specific training is not required for any jobs within Sompting Big Local. Training records are kept at/by Director. Training will be identified, arranged and monitored by coordinator.

Accidents, first aid and work-related ill health Health surveillance is not required in relation to any jobs at Sompting Big Local The first aid box is kept in Kitchen The appointed person(s)/first aider(s) is Coordinator. All accidents and cases of work-related ill health are to be recorded in the accident book. The book is kept by coordinator in Main Office/kitchen. The coordinator is responsible for reporting accidents, diseases and dangerous occurrences to the enforcing authority.

Monitoring To check our working conditions, and ensure our safe working practices are being followed, we will carry out inspections and spot checks investigate any accidents or sickness absences that occur. Coordinator is responsible for investigating accidents. Coordinator and Chair is responsible for investigating work-related causes of sickness absences. Coordinator and Chair is responsible for acting on investigation findings to prevent a recurrence.

Emergency procedures – fire and evacuation The Coordinator is responsible for ensuring the fire risk assessment is undertaken and implemented.   Escape routes are checked by coordinator every day. Fire extinguishers are maintained and checked by AVA appointed firm every year. Alarms are tested by coordinator every week. Emergency evacuation drills are the responsibility of coordinator and will be tested every week.

Fire Drill Procedure A Fire Drill Procedure is carried out periodically and the procedure is on display situated by the Fire Extinguishers.

Partnership will be made available to support the coordinator with all tasks due to the legal obligation of the organisations and supporting coordinator in post with day to day running of the Centre.

SOMPTING BIG LOCAL PARTNERSHIP – TERMS OF REFERENCE  

Purpose  

  • The purpose of these Terms of Reference is to establish and govern the operations of a partnership of people and organisations called the Sompting Big Local Partnership (hereafter called the Partnership). The Partnership aims to improve the quality of life for the people who live and work in the civic parish of Sompting.  
  • It will do this primarily through utilising the £1 million allocated to Sompting by the Big Lottery through a programme called Big Local. The partnership is resident-led, meaning that more than 50% of those on the partnership are residents of Sompting and will achieve its aims by working in partnership with other local groups and organisations.  
  • These terms of reference are based on guidance provided by Local Trust, the national body which administers Big Local on behalf of the Big Lottery. It is also based on good practice elsewhere, workshops held with residents and stakeholders in Sompting and discussions at Sompting Big Local Partnership meetings.  

Vision  

  • ‘Making Sompting a more united community; a better place to live, work and play.’  

 

Outcomes  

  1. The outcomes or change that the Partnership is trying to achieve over ten years are shared with Local Trust and the other 149 Big Local areas in England:  
  • Residents of Sompting are able to identify local needs and take action in response to them; 
  • People will have increased skills and confidence so that they can continue to identify and respond to need in the future; 
  • The community will make a difference to the needs it prioritises;  
  • People will feel that their area is an even better place to live.  

Partnership / leadership structures  

  • The Partnership is responsible for the overall management of the Sompting Big Local Programme. It must comprise a minimum of 8 members of whom a majority must be residents of Sompting. The maximum number of members on the Partnership has been agreed to be 15. 
  • The Partnership will stand for a period of 3 years. After a period of 3 years they must step down but can offer themselves for re-election for a further 3 years.  
  • Requests to become Partnership Members between Annual Meetings will be considered and determined by the full Partnership in order to: 
  • Ensure that the size of Partnership membership is maintained; 
  • Ensure that the minimum 51% Resident membership is maintained; 
  • All co-opted members must be re-elected at the next AGM. 
  • New members will attend 3 meetings and abide by the Code of Conduct before becoming a voting member. 
  • The Locally Trusted Organisation (LTO) and key local organisations or Strategic Partners (2) may nominate representatives to serve on the Partnership. These nominated persons will not have a voting role. 
  • The Partnership will decide on the Big Local Action Plan and any revisions that are required to be submitted to Local Trust for endorsement.   
  • The Partnership’s main tasks will be to oversee the implementation of the Big Local Plan, evaluate its impact and review the Plan as appropriate over its ten year life span. 
  • Where possible decisions shall be agreed by consensus or, where a consensus can’t be achieved, by a majority of votes. 
  • All members agree to behave as set out in Memorandum of Understanding which includes our own behaviour and code of the conduct policy and all other policies as required. The MoU and our policies are on-line and kept in the Big Local Hub and can be viewed by members of the public by arrangement. 
  • A Delivery Team Sub Group, which will include a representative of the Locally Trusted Organisation, will be elected each year at the AGM and will support co-ordination, delivery, forward planning and staff matters. This group has an advisory role only.  
  • Public meetings and events will be held at regular intervals to update the public and stakeholders. 
  • There will be a monthly meeting of the Partnership. A record of the agenda and minutes with action points from the discussions to be made available on-line and in the Hub. 
  • The Partnership can facilitate Special Interest or Sub-Groups focussing on key strands of the Sompting Big Local Plan and may create further sub-groups to consider and/or address particular issues.  

Conduct  

  • The Partnership may exclude a person from the Delivery Team Sub-Group and/or Partnership if they believe it is in the best interests of the Partnership, for instance, for a breach of the Code of Conduct or the Behaviour and Conduct Policy or other adopted policies.  

 

  • All partnership members must complete a Declaration of Interest or Loyalty  
  • form which will be kept in a register of interests held in the Hub and brought to each Partnership meeting.  
  • If a Member fails to attend two consecutive Partnership meetings without explanation this may result in them losing their place on the Partnership.  

 

Money  

  • Money held on behalf of the Partnership must only be used for purposes agreed by the Partnership in writing in the Big Local Plan. If changes are proposed, these changes can only be made with the written agreement of Local Trust.  
  • Money will be kept on behalf of the partnership by the Locally Trusted Organisation/s nominated by the Partnership and agreed by Local Trust. The Partnership have agreed separate Financial Procedures with the LTO (SBL4)  
  • The role of the Partnership’s Locally Trusted Organisation will be reviewed every two years.  
  • Groups of which Partnership Members are members may receive grants, but only if they are not involved in the decision making process.  
  • Members of the Partnership cannot receive any money or financial benefit from their involvement in the Partnership, except to refund reasonable out of pocket expenses. 
  • Applications by local Groups for a grant will be addressed through a new Grants Procedure, which is currently under development. All decisions on grants will always be made by a resident majority. 

General meetings  

  • If it is considered necessary to change the Terms of Reference, wind up the Partnership, or change the Partnership arrangements, the Partnership must call a General Meeting so that the Partnership can make the decision.  
  • The Partnership must also call a General Meeting if they receive a written request from 10 Sompting residents for any reason. All Members of the Partnership on the Contact List must be given 14 days’ notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.  

Setting up the Partnership  

  1. These Revised Terms of Reference were adopted on 16th May 2019.