The Board will:
Membership is drawn entirely from businesses and stakeholders within Dorking Town Centre and will be a balanced representation of retail multiples and independents, office occupiers and leisure/night time economy as well as businesses from various areas of the town centre. The Chair and Vice-Chair of the Board will always be from a business levy-payer.
Members must share an interest in thoroughly exploring the positive benefits a Business Improvement District could bring to Dorking Town Centre.
Membership of the Group will be reviewed at key stages of the project to ensure that all interests are adequately represented and that those members are following through with the engagement and involvement required.
The time and frequency of meetings may vary but it is envisaged meetings will be every 4-6 weeks for about 1.5 hours.
There will be an Annual General Meeting to which all BID levy-paying businesses will be invited. The first AGM will take place soon after the formation of the BID, to elect and ratify the Board Directors. Board Directors and the Chair will step down before each AGM in order to ensure an active rotation of businesses on the Board. A maximum of 50% of the Board should be re-elected to maintain continuity.
Meetings will be chaired and minuted. Where the Chair cannot attend, he/she may appoint a deputy.
Whilst it is expected that all Board Members will attend each meeting, at least half of all Directors must be present at a Board Meeting for it to be considered quorate.
Other individuals may be invited to attend all or part of any meeting at the request of the members, to provide advice and assistance where necessary.
In taking an active role on the Board, members will become ambassadors for the BID in the town centre. The role of Members will be wide-ranging and will include, for example, taking responsibility for actions from meetings and communicating with their wider group of town centre contacts and reporting progress.
All Board Members are expected to be familiar with Dorking and its relevant issues; to carry the appropriate authorisation of any organisation they are representing; and to prioritise their attendance at meetings.
In those circumstances where Board Members are unable to attend a meeting, a named deputy may attend, providing the deputy is suitably accountable, qualified and briefed. Where a deputy is to attend the meeting, notification should be provided in advance to the project team. Poor attendance or non-attendance at three consecutive meetings may result in a member being asked to stand down.
Decision-making will ordinarily be by consensus, but may occasionally be by a majority vote where a formal resolution is required. The Chair will seek to resolve any conflicts and will have a casting vote in the event of a tied vote.
The Board will work together to deliver on the BID Proposal 2017-22. It is likely that members of the group may not always agree but through positive negotiation consensus will be sought. It is also important that the process is transparent, but that disagreement is managed constructively and not allowed to disrupt the delivery of BID projects and services.
The BID, and therefore the Board, is entirely apolitical and works together for the sole purpose of collectively improving Dorking Town Centre.
Should a member of the Board bring the project, process or other members of the group into disrepute (be this in person, via the media; including social media), the remaining members can ask that person to cease involvement in the group.
Board Directors are asked to declare any conflict between their private or business interests and the official responsibilities of their position as a BID Board Member.
The Board may, at any time, alter these Terms of Reference provided that there is majority consensus upon the changes to be made.