Terms of Reference

INTRODUCTION

Government policy has, for several years, evolved around the establishment of place-based funding directed through locally representative Boards. Thetford was selected for support under the "Long Term Plan for Towns" programme in March 2024, as one of 75 areas supported with a specific £20m allocation of investment.

The Government reviewed and refreshed this policy under its Plan for Neighbourhoods Programme in March 2025 (and subsequently again as Pride in Place in September 2025), confirming support and updated requirements.

In this model Towns (via the lead Local Authority) will receive funding and support totalling up to £20 million, delivered through the powers as set out in Section 50 of the United Kingdom Internal Market Act 2020.

Funding is to be released to local authorities with the flexibility to spend it over 10 years, based on a set phasing profile, with light touch assurance from the Ministry for Housing Communities & Local Government ("MHCLG").

THE ROLE OF THE THETFORD NEIGHBOURHOOD BOARD

The Thetford Neighbourhood Board is responsible for developing a town regeneration plan, working closely with local people and in accordance with the guidance issued by MHCLG: https://www.gov.uk/government/publications/plan-for-neighbourhoods-prospectus-and-tools/plan-for-neighbourhoods-prospectus

The Thetford Neighbourhood Board is not a legal entity. It shall hold no money or assets.  

The Thetford Neighbourhood Board's role is advisory to the Local Authority who is the accountable body for the funding.

The Thetford Neighbourhood Board must also work with the Local Authority (Breckland District Council), to which it is accountable, to produce a well - evidenced Regeneration Plan which sets out a clear understanding of Thetford, focusing on its assets, opportunities and challenges. The aim of the Regeneration Plan is to deliver town centre regeneration over the next decade.

THE ROLE OF THE LOCAL AUTHORITY

The Local Authority remains the accountable body for funding and executing the Regeneration Plan.

The Local Authority should help empower the Thetford Neighbourhood Board in realising their role and drive forward a community-led vision for change.

The independent chair of the Thetford Neighbourhood Board should be appointed by the Local Authority.

The Local Authority should provide advice and support to the Thetford Neighbourhood Board on legal duties to help the Thetford Neighbourhood Board navigate those requirements they may be less familiar with.

RESPONSIBILITIES

The Thetford Neighbourhood Board will be responsible for:

• Developing and agreeing the production of an evidenced based Regeneration Plan, such plan to includea 10-year vision together with a more detailed investment plan for the first 4-year cycle as an Annex to be submitted to MHCLG by the required deadlines.
• Overseeing delivery of the Regeneration Plan and ensuring its continued relevance for Thetford.
• Providing recommendations to the Local Authority on strategies, investment proposals and policy interventions.
• Ensuring that the local community, including the business community, has the opportunity to be involved in the development of strategies and proposals for the town.
• Producing an implementation programme to deliver the Regeneration Plan.
• Influencing stakeholders to ensure investment in the town.
• Strategic role in the development of the business cases and feasibility studies to support project development and "off the menu" interventions.
• Helping identify other sources of funding to deliver the aims of the Regeneration Plan.
• Monitoring delivery of the Regeneration Plan.
• Other matters deemed to impact on the economic growth of Thetford which may be identified from time to time.
• Upholding the Seven Principles of Public Life (the Nolan Principles)

Note: Where proposals commit the Local Authority to future expenditure beyond the Regeneration Plan, the Neighbourhood Board must engage with the Local Authority to ensure that this is agreed formerly through the Local Authority's section 151 Statutory Officer.

The Local Authority will be responsible for:

• Receiving Capacity Funding to set up the Thetford Neighbourhood Board.
• Supporting the Thetford Neighbourhood Board in developing the Regeneration Plan.
• Appointing the Independent Chair and engaging the Local MP as part of setting up the Thetford Neighbourhood Board.
• Engaging with the Chair to consider what other appointments to the Thetford Neighbourhood Board are necessary.
• Unless agreed otherwise, act as a secretariat to the Thetford Neighbourhood Board.
• Providing technical expertise to the Thetford Neighbourhood Board for project development and feasibility studies.
• Executing the approved Regeneration Plan.
• Sourcing officer resource to support delivery.
• Maintain and publish on its website a Register of Board Member Interests.

THETFORD NEIGHBOURHOOD BOARD MEMBERSHIP

Neighbourhood Board membership and representation will be as set out in the table below:

a)     Organisations on the Thetford Neighbourhood Board will appoint nominated representatives and may send substitutes to individual meetings. Initial appointments are set out in the table above.

b)     Substitutes are approved to vote on behalf of their main Board representative on any matters requiring vote.

c)     Nominated representatives from organisations will be expected to engage with their organisation prior to and after Board meetings and come able to commit activity and resources as required to support Thetford Neighbourhood Board Projects as appropriate.

d)     The period of office of the Thetford Neighbourhood Board Members (including the Chair and Vice Chair)  listed above shall normally be for an initial period of 4 years. Initial period starting from April 2025.

e)     A Board member shall cease to be a member of the Board in the following circumstances:

1. resignation
2. death
3. bankruptcy, making of any arrangement or composition with creditors or, in the case of an organisation, winding up, liquidation, dissolution, administration or anything analogous
4. removed from membership by a resolution of the Board. In the event that a Board Member's conduct falls short of that expected and a breach of the Code of Conduct has taken place, the Board may agree to remove that member. There shall be no right of appeal from a decision of the Board's decision to terminate the membership of a Board Member

d)   Any of the organisations listed in the table which have appointed a representative can change that representative at any time and written notice of any such change must be sent to the Local Authority. 

e)     Representatives listed will be invited to attend all meetings. Other advisors will be invited as required. Advisors do not have a vote.

f)       The Neighbourhood Board may invite appropriate organisations / individuals to give presentations on priority issues.

g)     The Neighbourhood Board may establish sub-groups to expedite a specific matter that requires focussed activity or where a more specialist membership is required. The sub-group will report directly to the Neighbourhood Board. The Neighbourhood Board will set out the sub-group's terms, remit, membership and period of operation.

h)     The Chair of the meeting will -

• Uphold the Seven Principles of Public Life (the Nolan Principles).
• Lead the Board in achieving its objectives, maintaining an overview of activity, and championing and supporting partnership working.
• Ensure that decisions are made by the Board in accordance with good governance principles.

MEETINGS OF THE BOARD

a)     The Board shall meet at least four times a year on such days and times as agreed by the Members.  Initially the board will meet every 6 weeks.

b)     The quorum for the Board will be one third (to the nearest round number) of the total membership.  With the current 13 Board members this would currently equate to 4 Board members.

c)     Conduct of the meetings shall be by the usual conventions of public authorities. The rulings of the Chairman shall be final.

d)     In the absence of the Chair, Members present will elect one of their number to be the Chair for that meeting.

e)     Where a decision is required, the Board shall try to reach a consensus view. Where this is not possible, there will be a vote. Each Member shall have one vote. Voting shall be by a show of hands of Thetford Neighbourhood Board Members and shall be by simple majority. In the case of equality of voting, the Chair shall have a second or casting vote.

f)       Members should submit their apology for not being able to attend any meeting in advance of that meeting to the secretariat.

g)     No business shall be undertaken at any meeting unless there are a minimum of 3 Board Members present.

h)     All papers that are marked as confidential and all discussions at meetings in relation to confidential items shall not be disclosed outside the Board.

i)       Unless agreed otherwise, the Local Authority will provide a secretariat function which will involve organising meetings, preparing and circulating agendas and producing minutes.

j)       Papers shall be circulated at least 5 clear working days in advance of a meeting and sent to all Members of the Thetford Neighbourhood Board.

k)       The following documents shall be published on the Local Authority's website subject to the requirements of confidentiality and unless they contain exempt information under schedule12A Local Government Act 1972 (as amended):

• these Terms of Reference.
• A documented decision-making process, outlining the voting rights of the board.
• Profiles of Thetford Neighbourhood Board Members.
• All Thetford Neighbourhood Board papers in advance of the meeting within 5 working days.
• Draft minutes of meetings following the meeting within 10 working days.
• Final minutes, once approved by the Thetford Neighbourhood Board within 10 working days.
• Any conflicts of interest reported, within the published minutes.

i)       Minutes of the meeting will focus on actions rather than provide a record of all discussion points.

DECISION MAKING

a)     The Thetford Neighbourhood Board is a consultative body through which the vision and strategy for the local area is defined. Thetford Neighbourhood Board Members will bring their own valuable ideas, knowledge and expertise to the process.

b)     The Thetford Neighbourhood Board shall make decisions regarding each stage of production of the Regeneration Plan.

c)     Decisions of the Thetford Neighbourhood Board will be taken in accordance with these Terms of Reference and the Local Authority's policies, procedures and codes, where relevant.

d)     Decisions by the Thetford Neighbourhood Board are subject to deployment by the Local Authority of their powers or interventions though the Local Authority's own governance processes where they interact with Local Authority responsibilities and powers.

e)     This includes engagement with the Local Authority's scrutiny practices where applicable.

f)       At the Board meeting on 15 May 2025 the Board agreed that the Chairman would have delegated authority to allocate funding of up to a maximum of £25,000 per allocation without the need to revert to the Board.  The Chairman may wish to consult with one or more Board members regarding an allocation of expenditure if he/she so wishes but is under no obligation to do so.  All expenditure decisions will be captured appropriately and held by the Local Authority.

BOARD MEMBERS' CONDUCT

As a participants of the Thetford Neighbourhood Board, Members whether in meetings, briefings or representing the Board, are expected to act in accordance with the Local Authorities governing documents. This includes each Board member signing up to abide by the Local Authorities Member Code of Conduct, which incorporate the seven Nolan Principles of public life -

• Selflessness: Holders of public office should act solely in terms of the public interest. They should not do so in order to gain financial or other benefits for themselves, their family or their friends.
• Integrity: Holders of public office should not place themselves under any financial or other obligation to outside individuals or organisations that might seek to influence them in the performance of their official duties.
• Objectivity: In carrying out public business, including making public appointments, awarding contracts, or recommending individuals for rewards and benefits, holders of public office should make choices on merit.
• Accountability: Holders of public office are accountable for their decisions and actions to the public and must submit themselves to whatever scrutiny is appropriate to their office.
• Openness: Holders of public office should be as open as possible about all the decisions and actions that they take. They should give reasons for their decisions and restrict information only when the wider public interest clearly demands it.
• Honesty: Holders of public office have a duty to declare any private interests relating to their public duties and to take steps to resolve any conflicts arising in a way that protects the public interest.
• Leadership: Holders of public office should promote and support these principles by leadership and example

CONFLICT OF INTEREST

The following provisions shall apply to all Board Members: 

1. Each Board member is required to declare any potential or actual conflict of interest, personal, prejudicial or disclosable pecuniary interest (whether direct or indirect) in any agenda item.
2. They shall withdraw from any business where the conflict would be relevant.
3. Whenever a person has an interest in a matter to be discussed at a meeting the person concerned will not be:
   1. entitled to remain present at the meeting during discussion of that matter or
   2. counted in the quorum for that part of the meeting or entitled to vote on the matter.
4. The Board may, at any time authorise a person to remain in the meeting whilst a matter in which they have or may have a conflict of interest is discussed, provided that the conflict of interest is declared and the person subject to the conflict of interest shall not be entitled to vote on the matter.

PRINCIPLES

All participants of the Thetford Neighbourhood Board will strive to apply the following principles:

1. Commitment: to attend every meeting where possible. To be properly prepared for briefings by reading any paperwork beforehand.
2. Active Support:to use best endeavours to ensure their respective organisations commit to supporting the plans of the town through prioritisation in budgets, mobilsation of resources, and contribution of assets (subject to their respective governance procedures)
3. High quality debate: to remain focussed and strategic and to contribute positively to discussions and work with other participants to achieve consensus and take important decisions regarding the strategic development of the Town Deal. The Board is not to be used to air individual grievances or complaints unless they affect the performance of the Board.
4. Representative: to raise areas of strategic concern and contribute their experience and expertise to discussions and decisions to achieve good workable solutions.
5. Respect for others: to respect, listen and to take into account the views of other participants regardless of their gender, race, age, ethnicity, disability, religion, sexual orientation or any other status.

CHANGES TO THE TERMS OF REFERENCE

The Terms of Reference of the Board may be amended by the Board at any meeting subject to a majority vote. 14 days' notice must be given of any proposed changes to the Terms of Reference.

FREEDOM OF INFORMATION

The Freedom of Information Act gives everyone the right to access information that is held by public authorities. Breckland District Council has developed guidance to help staff comply with the Act. The Thetford Neighbourhood Board works within this policy when giving out information to partners and the public.

WHISTLEBLOWING

Where it is alleged that the Thetford Neighbourhood Board is acting in breach of the law or failing to safeguard public funds the whistleblowing procedure of the Council will be applied.

THE BOARD'S RELATIONSHIP WITH THE LOCAL AUTHORITY

The Thetford Neighbourhood Board is not an incorporated body and the Local Authority will remain the accountable body for the funding that has been received and any future funding that may be received by way of further Capacity Funding, grants or contribution to feasibility studies that the Board may wish to commission.