Terms of Reference

Terms of Reference for the Forbes Field Management Group
(Extracted from the Management Agreement dated
7 September 2022 made between Chilmark Parish Council and the Group.)

The Council has concluded that the management of the Field should be delegated to a committee to be called the Forbes Field Management Group with the Council retaining the right in exceptional circumstances to give directions to the Group and to override decisions of the Group.
The Group shall have not less than 4 members and no more than 10, and shall include at least one member of the Parish Council nominated by the Council.
The founding members of the Group shall be nominated to the Council by 1st October 2022.
The Group shall appoint a Chair, a Treasurer (who may also be the Chair) and a Secretary responsible for convening meetings and preparing minutes.
The Group may co-opt new members including to replace any members who cease to be members through resignation or otherwise.
A member of the Group may resign at any time by informing the Chair in writing. A member may be removed from the Group, for example by reason of lack of involvement, by a majority vote of these members attending a meeting of the Group. The Council may by a majority vote of those present at a Council meeting remove a member of the Group.
In the event of disagreement the Group shall reach decisions by majority vote.
The Group shall meet formally at least 4 times a year, and shall minute its meetings, with the minutes being provided to the Council.
The Group shall generally be proactive in informing the Council of its activities, and the Chair of the Group shall swiftly alert the Chair of the Parish Council of problems requiring report as they arise.
The Group shall provide a written annual report covering the period 1 April to 31 March to the Council for consideration at its meeting on the date of the Village Assembly and be prepared to give regular updates at the Council’s bimonthly meetings.
It is the duty of the Council as the freeholder to comply with the covenants set out in paragraph 3 [of the Management Agreement]. It is the duty of the Group to the Council to comply with them and the Group shall manage the Field with the overall purpose of benefitting the residents of the Parish.
The Group shall manage the Field in accordance with the Group’s Submission to the Council dated 3 September 2022 and approved by the Council at its meeting on 7 September 2022. The Group may depart from any part of the Proposal if the passage of time shows that to be appropriate. It shall be minuted and reported to the Council at the next meeting of the Council.
The Group shall within the limits of the funds available to it maintain the Field for the long term as well as the short term, covering in particular gates and any other entrance, fences, hedges, grass cutting and trees.
The Group shall be responsible for the raising of monies to carry its functions, and for the expenditure of the monies raised including any moneys provided to the Group by the Council, including monies currently ear-marked by the Council for the Field.
The Group shall prepare a schedule of intended work in any year (1 April to 31 March) and a budget for the work. These shall be provided to the Council.
The Group shall be responsible for applying for grants on behalf of the Council under the Farming in Protected Landscapes Scheme, and shall be responsible for providing reports to the administrators of the Scheme as the Scheme requires. This paragraph shall apply, mutatis mutandis, to any other grants which may be available in relation to the Field.
The Group shall arrange appropriate insurance for its members against liability incurred by reason of membership of the Group and shall provide a copy of the policy to the Council.
The Group shall facilitate the on-going process of acquisition by the Council of the freehold of the Strip.
The working of the relationship set out herein between the Council and the Group may be discussed on the initiative of either with a view to agreeing any changes thought to be necessary. Any such changes shall be effected by the passing of a resolution by the Council.