Terms of Reference
Terms of Reference for the Pennines Tourism Business Group
SECTION ONE: Background
This document regulates the relationship between MoorEnd Development Trust Board of Directors and Pennines Tourism Business Group. MoorEnd Development Trust is a community owned regeneration company set up to support and develop local projects. It is a company Limited by Guarantee, a registered charity (No 1115997) and member the The Development Trusts Association. Its directors are elected from amongst the membership in accordance with the Memorandum &Articles of Association.
Pennines Tourism Business Group is a voluntary project of local business representatives that operates under the umbrella of MoorEnd Development Trust. The Group consists of authorised individuals representing the views of their business, which should be located within the boundaries of Pennines Township. The views of the Group are to be used to influence business, economic and related funding opportunities within the Pennines villages. The Group is new and will retain an organisational flexibility to respond to the challenges ahead; MoorEnd will provide a structure and legal organisation to enable public funds to be accessed and controlled on behalf of the Group.
SECTION TWO: Organisation
2.1 The structure of the management committee:-
1 Pennines Tourism Business Group committee is comprised of a minimum of four and a maximum of seven, at least one of which will be on the MoorEnd Development Trust Board of Directors. The balance of the members of the management committee will be representatives of the Pennines Tourism Business Group.
2 Attendees / Members of the Pennines Tourism Business Group will also become members of the Moor End Development Trust.
3 Pennines Tourism Business Group will hold an annual meeting open to business people across the villages of the Pennine Townships to communicate, consult and renew the direction of the Group and its priorities.
4 Nominations for positions on the Pennines Tourism Business Group committee will be received at least three days before the annual meeting.
5 The method of recommending Pennines Tourism Business Group Committee members will be through a ballot during the meeting by a show of hands. All decisions will be reached by a simple majority, and all recommended members will be approved the Board of Directors of the MoorEnd Development Trust.
6 All members of the Pennines Tourism Business Group Committee shall serve on a voluntary basis, and will not derive any financial benefits from their position.
7 In the event of a vacancy arising during the year, a new committee member co-opted by the Pennines Tourism Business Group committee shall be approved by the MoorEnd Development Trust Board of Directors.
8 The Pennines Tourism Business Group has elected it's own chairperson, secretary and treasurer for the year. These roles will be re-elected under the same terms 4 to 8, above.
2.2 Management Committee Meetings
1 The Pennines Tourism Business Group Secretary shall keep minutes in order to keep a record of the proceedings of all the meetings, which will be submitted to the Board of Directors of the MoorEnd Development Trust for information.
2 The Secretary shall arrange committee meetings and shall consult other committee members on the timing and frequency of the meetings.
3 The quorum for the Pennines Tourism Business Group committee meetings shall be 3, one of whom must be a member of the Board of Directors of MoorEnd Development Trust.
4 Decisions will be reached through votes taken through a show of hands.
2.3 Finance
1 The financial year for MoorEnd Development Trust and its associated projects runs from July to June.
2 Pennines Tourism Business Group committee will recommend to MoorEnd Development Trust the required expenditure against agreed items from their allotted funds (e.g. Recession Funds from Pennines Township). The raising of appropriate cheque payments will fall under the current MoorEnd procedures and signatories, as funding will currently lie within MoorEnd’s bank account; this will not preclude the Group establishing its own future banking arrangements as the Group matures.
3 Any Pennines Tourism Business Group committee members incurring personal expenditure whilst carrying out activities which have been agreed by the committee is entitled to re-imbursement of expenses.
4 The Treasurer of Pennines Tourism Business Committee will keep accurate accounts and submit them to the Treasurer of MoorEnd Development Trust as agreed, and also as required to the appropriate funding organisations.
5 The committee of Pennines Tourism Business Group will make accounts available for the scrutiny of MoorEnd Development Trusts nominated auditors/accountants.
3 Responsibilities
1 To comply with all policies and procedures of the MoorEnd Development Trust, and to manage the expenditure of any funding in line with the funders’ requirements between MoorEnd and the Group.
3.2 Responsibilities of the MoorEnd Development Trust
1 To take all legal and financial responsibilities for Pennines Tourism Business Group as a project of MoorEnd Development Trust.
2 To work with Pennines Tourism Business Group to develop a funding strategy to allow continuation of existing projects and the development of new ones.
3 To ensure that the projects undertaken by Pennines Tourism Business Group are fully insured.
4 To show income and expenditure relating to Pennines Tourism Business Group in the accounts of MoorEnd Development Trust.
5 To enter into all legal contracts on behalf of the Pennines Tourism Business Group.