NATIONAL TRUST SOUTH-EAST REGION
THE COMMITTEE

1. The Committee will be responsible for agreeing terms of reference and appointing its members whilst being accountable to the National Trust – specifically the Surrey Hills Management Team. Members of the committee will be representative of the local community. All members of the Local Committee will be members of the National Trust or will be allocated volunteer status.
2. The Committee may include a nominee of specific organisations such as the Parish Council and the Golf Club.
3. The committee shall consist of not more than twelve members and not less than six. A quorum of four will be required.
4. The Chairman should retire after ten years and will then no longer remain a member of the Committee following retirement under this rule but may continue to be involved in the Committee’s activities if requested to do so by the new Chairman.
5. The Chairman and other Officers are elected by the Committee and offer themselves annually for re-election. The Officers will be Chairman, Honorary Treasurer, Honorary Secretary and other officer to administer the affairs of the Friends of Limpsfield Common.
6. The representatives of the National Trust staff on the committee include the Ranger, the Lead Ranger, the Countryside Manager and the General Manager. Any other officers as the Committee may from time to time decide. Committee members retire by rotation after a three year term and may stand for one further three year term. After six years of consecutive service they must have a break for a year before offering themselves for re-election for a further three year term. This requirement of a break of a year can be waived at the discretion of the Regional Committee in respect of the Chairman and officers. Existing National Trust staff will not be required to retire from the committee.
7. The Committee will meet at least three times a year. The Ranger will attend where possible and the Lead Ranger, Countryside Manager and General Manager will be invited. Minutes of meetings will be taken and recorded.
8. A small subcommittee of the Chair, Treasurer ad the Lead Ranger shall be convened for any decisions that are urgent and need funds or resources allocated.
9. The Committee will organise and hold an annual public meeting at which achievements of the last year and plans for the coming year will be reviewed. Notice of this meeting, together with an Annual Report, will be sent to all Friends.

ROLE OF THE LOCAL COMMITTEE

1. Work in partnership with the National Trust to inform the management of the property by assisting the staff to understand the views of its local stakeholders.
2. It is recognised that the NT manages the Limpsfield Common Legacy monies (currently three separate funds) within its overall fund management activity and is responsible, amongst other things, for asset class selection, risk management and performance.
3. Nevertheless, there is an underlying responsibility for the committee to understand this management, the investment policies and transactions invested in, and to report back to the FoLC at the APM and other times as necessary. The NT recognises this responsibility and undertakes to provide timely information, updates and explanations on a regular basis.
4. Assist the NT, by representing local views and providing background knowledge, to ensure that the property’s Statement of Significance and Spirit of Place contain the qualities and values important to those who enjoy and value the property.
5. Support the agreed Management Plan for the property to ensure the qualities and values identified in the Spirit of Place are preserved.
6. Work with the Ranger team to ensure that annual work programme proposed reflects the conservation management objectives laid out for the property and that there is local understanding and support for the conservation plan.
7. To be responsible for the management of the Friends of Limpsfield Common and be responsible for the recruitment of supporters to this group. This includes activities supporting Limpsfield Common which may include fundraising, advocacy and local communications.
8. Help fund, support and, if appropriate, lead Limpsfield Conservation Volunteers to assist the Trust’s staff in the fulfilment of this work programme.
9. Help raise funds and encourage legacies to fulfil the property’s (and the Trust’s) needs in the light of the financial resources available to the property. These will be considered as part of the Management Plan and the property’s annual financial statements will be reviewed to identify fundraising needs.
10. To be the advocates of the property through the communication of the Statement of Significance and Spirit of Place policies, the Management Plan and other activities to local people and other users of the Common.

RESPONSIBILITIES OF THE NATIONAL TRUST, SOUTH EAST REGION (delegated to the Property team)

In consultation with the Local Committee review the Statement of Significance and Spirit of Place and develop the Conservation management plan for the Common. Review these and annual work programmes with the committee as appropriate.

1. Manage the property in accordance with the Aims and Objectives of the NT and in accordance with the management plan.
2. Employ, supervise and pay all staff.
3. Maintain all buildings and equipment.
4. Comply with statutory provisions.
5. Deal with leases, wayleaves, infringements, encroachments, legal agreements etc where appropriate in consultation with the Local Committee.
6. Account for receipts and expenditure and make payments.
7. Provide for site interpretation and liaison with the media.
8. Provide insurance cover as appropriate.
9. Apply for grants and co-ordinate all initiatives to obtain additional resources for the management of the property.
10. Working in partnership with the committee, communicate effectively its Statement of Significance, Spirit of Place, policies, management plan and other activities to local people and other users of the Common.
11. Take note of the views of local and other interests and in particular the view of the Local Committee.
12. Liaise with all statutory external bodies such as Local Authorities, English Nature, Countryside Agency etc.

FINANCE

1. The Trust will fund the operational expenditure of the property and receive the operational income.
2. The Trust will hold and administer the Property Endowment Fund as a Defined Purpose.
3. Fund of which the income shall be devoted exclusively to the management, maintenance and improvement of the Common.
4. The Limpsfield Common Expendable fund accumulated by the Local Committee for project expenditure and the Woolger bequest fund will be held by the NT as Defined Purpose Funds. These funds will be available as capital and income for the benefit of the Common.
5. Use of these funds will follow a recommendation from the Local Committee and agreement by the NT.
6. The Woolger Fund should be accounted for separately. A contingency fund will be made available annually with the agreement of the Chair and Treasurer to allow for additional management requirements should they arise.
7. The Local Committee will review an annual financial statement of the past year’s income and expenditure on the property with information of the movements in the Property Endowment Fund and Defined Purpose capital funds. This review will occur at the Annual Public Meeting in September.
8. The Local Committee will be responsible for the management of the Friends of Limpsfield Common. This includes the administration of the subscriptions and donations to the FoLC plus gifts and the results of local fundraising. The Committee will account for these annually at the APM and develop support for the group.
9. All annual accounts to be signed off at the APM in September.

FRIENDS ORGANISATION

1. The Local Committee will maintain a register of the names and addresses of those people who have signified their wish to be known as the Friends of Limpsfield Common and who have paid such annual subscriptions to the funds of the Committee as the Committee shall decide from time to time. All data kept will be compliant with current data legislation on personal record keeping.
2. Each person who is registered as a Friend of Limpsfield Common shall be entitled to receive notice of and attend the Annual Public Meeting.
3. The committee will seek new members of the Friends of Limpsfield Common and develop the capacity of the group to support the Common further with fundraising and advocacy.

ARBITRATION

In the event of any disagreement between the Local Committee and the National Trust the matter will be referred to an independent arbitrator, the decision of which shall be final.

AMENDMENTS

These Terms of Reference may be amended by specific agreement between the Local
Committee and the National Trust Surrey Hills team.
Agreed July 2019 in minutes.
A J Jones, Chairman LCLC
July 2019