Yyyy Project Group – Terms of Reference

  1. Purpose

The Yyyy Committee was set up by the PCC of St Xxx’s, Placename on Date Year.

The Yyyy Project seeks to xxx xxx xxx.

The role of the Yyyy Committee is to act as the ‘Project Management Group’[1]to provide the operational lead on the development and implementation of the Yyyy project.

  1. Scope of the Yyyy Committee

The Yyyy Committee will carry out theproject development & implementation.

  1. Term

These Terms of Reference are effective from Date Year and will continue until the Yyyy project has been completed. Any continuation of the Yyyy Committee after that point will be reviewed by the PCC.

  1. Oversight

As the legally responsible body representing St Xxx’s, the PCC has full legal, financial and management oversight of the Yyyy Committee and its activities.

  1. Roles and Responsibilities

The Yyyy Committeeis accountable for

(a)Working with the Diocesan Advisory Committee (DAC).
(b)Liaising with other relevant statutory bodies, eg. English Heritage
(c)Recommending to the PCC appointment of a conservation architect.
(d)Developing architectural designs and specs for each element.
(e)Setting budgets.
(f)Reporting contract costs.
(g)Recommending to the PCC appointment of the main contractors for each phase.
(h)Communicating the project vision, progress, successes and on-going needs, and publicity and marketing for the activities associated with the project.

(a)Planning social and fundraising events.

(b)Fundraising by approaching:

  • wider community,
  • grant-making trusts,
  • Local businesses.

NB. Where appropriate separate sub-committees will be formed. However, whilst research in into prospective grant-making trustscan be carried out by a small group, actual approaches should be carried out by a single individual to keep the work focused.

Reporting responsibilities

Team Leader[of separate sub-committees if formed]

progress and actions/decisions required to Yyyy Committee

Chair (Rector)progress and actions/decisions required to PCC

PCCgives Yyyy CommitteeChair instructions and guidance

The membership of the Yyyy Committeewill commit to

  • attending all scheduled committee meetings.
  • wholeheartedly championing the Yyyy Vision within and outside of the church community.
  • sharing all relevant communications and information across all committee members.
  • make timely decisions and take action so as to not hold up the development and implementation of the Yyyy project.
  • notifying committee members of the reference group, as soon as practical, if any matter arises which may be deemed to affect the development of the Yyyy Project.

Members of the YyyyCommitteewill expect

  • that each member will be provided with complete, accurate and meaningful information in a timely manner.
  • to be given reasonable time to make key decisions.
  • to be alerted to potential risks and issues that could impact the Yyyy Project, as they arise.
  • open and honest discussions, without resort to any misleading assertions.
  1. Outputs
YyyyCommitteeconsiders/reviews:
Feasibility Study
  • Building Specifications
  • Agreed Business Plan, including:
  • project timeframe,
  • phasing,
  • cash flow projections,
  • Fundraising plan.

The PCC signs of each of the above.

  1. Reporting

Subcommittees or working groups will report to each Yyyy Committee meeting.

The Yyyy Committee Chair will report to the PCC at each meeting, and to the APCM and AGM each year. This report will include a Financial Report section prepared by the Yyyy treasurer.

  1. Financial oversight & management

The PCC treasurer has legal oversight of the financial aspects of the Yyyy Project.

A designated member of the Yyyy Committee will act as Yyyy treasurer.

The PCC treasurer will be set up a separate bank account in the name of the “St Xxx’sPCC Placename – Yyyy [Project Name]”. NB. The PCC should approve the new bank mandate because the PCC has ultimate responsibility for the funds.

Signatories should include the Rector, the PCC Treasurer, a churchwarden and the Yyyy treasurer.

The PCC treasurer will set up a‘restricted’ Yyyy fund in the PCC accounts for income and expenditure until completion of the project. NB. Funds accounted for here can only be used for the Yyyy project.

Any communications inviting gifts and donations in support of the Yyyy Project will explain that, should there be a surplus amount raised, this surplus will be spent on the fabric of St Xxx’schurch building.

However any funds given to the Yyyy project by grant-making trusts must be spent on whatever aspect of the Yyyy project they were granted, and any remaining funds from this charitable giving must be returned to the grant-making trust(s) in question.

Authority to issue payments

Paymentsmay be issued by the Yyyy treasurer in accordance with the detailed project plan and cash-flow forecast authorised by the PCC.

Any additional payments outside of these and above £500should be referred to the PCC for authorisation. This could be by email if between meetings.

  1. Success criteria

xx

  1. Dependencies / Constraints

xx

  1. Key milestones

xx

  1. Membership of YyyyCommittee

ChairRector

MembersXx

Xx

Xx

Xx

Xx

Xx

Xx

Xx

Additional committee members may be added as necessary with the approval of the PCC.

NB. A quorum will be two thirds of the total membership and the Chair will have the casting vote.

  1. Meetings

xx

  1. Review of Terms of Reference

xx

  1. Amendment, Modification or Variation

xx

1

[1] Brunner-Ellis (2006, revised 2009), How to… Plan your Church Project, 4