what is a bid

Membership

Membership is open to any organisation or business that operates in Romford town centre and pays an annual BID levy. Aside from benefiting from the numerous projects and activities as a member you can attend the AGM or full members meeting, be elected on to the board and have access to company accounts and minutes all while influencing both the strategic direction of the Romford BID and the town centre.

Composition of Romford BID

The Romford BID Company is a not-for-profit organisation with a £1 limited liability. Its board comprises representatives from key business stakeholders within Romford town centre. Board members are referred to as directors individually and the Romford BID Company Board collectively.

The board will consist of no more than 20 directors, with any additional appointments subject to a vote. The following mix is intended as guidance:

Non-executive directors

The four shopping centres
One not-for-profit or charity representative
Three representatives from the night-time economy and leisure sector
Three representatives from the professional services and office sector
Three independent retailers or leisure operators
Three national retailers

Observers / contributors

One police representative
Two London Borough of Havering councillors

Executive Management Group (EMG)

After the first year of operation (from 1 January 2020), the board will annually elect a Chair, up to two Vice Chairs, a Treasurer and a Company Secretary. Alongside the BID Director, these roles will form the Executive Management Group (EMG).

The EMG will consist of up to six or seven executive directors and will be the registered directors with Companies House.

The EMG will meet as required and is responsible for ensuring the BID meets all operational, legal and governance obligations, including human resources and financial management.

Meetings Rules and Procedures

Each director (as detailed above) shall be entitled to one vote each.

Only directors present at the meeting may vote.

No director shall exercise more than one vote, but in the case of an equality of votes the chair shall have a second or casting vote.

All questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote thereat.

Before voting any directors may propose an amendment which must also be seconded.

Romford directors may proxy their vote to a representative with 3 days’ notice given to the Chair.

Each director will be asked to supply a list of delegated proxies (maximum three proxies)

Quorum

No Romford bid company board meeting shall take place if less than four directors are present at a board meeting.

meetings

All meetings will be chaired by a Romford BID company chair or in his/her absence one of the vice chairs.

The Romford BID company board will meet a minimum of 6 times per year.

The Romford BID company board will hold a minimum of 1 full membership meeting or AGM per year.

The venues will be at a host location within Romford town centre. Directors and members are encouraged to suggest / nominate venues.

Notice of meetings, forthcoming agenda and copies of previous minutes will be sent out between 5 and 7 days in advance and will be organised by a representative from Romford BID company.

Meetings will last no longer than two hours.

Directors are requested to indicate attendance / give apologies in advance.

Minutes of all meetings will be send out via email and available on request.

Delegated Authority

Delegated authority for the procurement of service or purchases between £1-£6,000 is granted to the Romford BID Director or any further subgroups designated by the Romford BID company board.

Delegated authority for the procurement of service or purchases between £6,001 – £25,000 is granted to the executive management group.

Delegated authority for the procurement of service or purchases between £25,001 and above is granted to the full Romford BID company board.

Behaviour, attendance and respect

A director always must act in the best interest of the Romford BID company and must attend a minimum of 75% of all meetings per year or face removal by two thirds vote in favour.

Conflicts of Interest

All staff, volunteers, and board or management sub members of the Romford BID company will strive to avoid any conflict of interest between the interests of the organisation on the one hand, and personal, professional, and business interests on the other. This includes avoiding actual conflicts of interest as well as the perception of conflicts of interest.

The purposes of this policy is to protect the integrity of the Romford BID company decision-making process, to enable our stakeholders to have confidence in our integrity, and to protect the integrity and reputation of volunteers, staff, committee and board members.

Examples of conflicts of interest include:

A group member who is related to a member of staff and there is decision to be taken on staff pay and/or conditions.

A group member who is also on the committee of another organisation that is competing for the same funding.

A group member who has shares in a business that may be awarded a contract to do work or provide services for the organisation.

Upon appointment each member will make a full, written disclosure of interests, such as relationships, and posts held, that could potentially result in a conflict of interest. This written disclosure will be kept on file, and it will be updated as appropriate.

During meetings or activities, committee members will disclose any interests in a transaction or decision where there may be a conflict between the organisation’s best interests and the committee members best interests or a conflict between the best interests of two organisations that the committee members is involved with.

After disclosure, a director or member may be asked to leave the room for the discussion and may not be able to take part in the decision depending on the judgement of the other committee members present at the time.

Any such disclosure and the subsequent actions taken will be noted in the minutes.

This policy is meant to supplement good judgment, and staff, volunteers and management committee members should respect its spirit as well as its wording.