Community Heritage Commissions: Terms of Reference Template
The following template is offered as guidance to structuring a terms of reference (ToR) for a community heritage commission. There are many approaches to writing a ToR and this suggestion is not meant to be prescriptive or exhaustive. It is our goal to provide a template that will guide you in efficiently writing ToR that will support the success of your Community Heritage Commission.
[Name of local government] Community Heritage Commission
Title: Terms of Reference
If the ToR is not fully contained in a bylaw, provide the date the document was last approved.
Introduction
- How and when was the CHC formed
- Information about the establishing bylaw (if not fully contained in bylaw)
Vision, Mission, Goals, Objectives
Vision is the broadest of these four sections; objectives is the most specific. You may choose those that are best suited to your situation, but mission and goals should be included in every document.
- A vision statement is aspirational, describing the idealistic change that will occur because of the CHC’s success.
- A mission statement is a little more specific, describing the reason the CHC exists.
- The goals will describe the work of the CHC. See our list of activities (LINK).
- The objectives are the most specific and operational. Without getting into detail, the objectives will touch on the actions needed to achieve the goals.
Membership
Consider:
- Minimum and maximum size
- Regions to be represented (e.g. members must live within local government boundaries); cultural groups and organizations to be represented
- Local government representation (political and staff)
- Expertise to be represented and interests to be considered
- Meeting schedule; absenteeism
- Terms of appointment: description of term length; limitation of consecutive terms; length of time a member must be off the CHC before returning; filling vacancies
- Expectations for members (e.g. time commitment, activities outside of meetings)
- Attendance at meetings (e.g. missed meetings)
- Appointment requirements and procedure; rotation of terms; vacancies
Governance
Consider:
- Role and responsibilities of local government representatives (e.g. voting/non-voting, liaison, staff support, secretarial)
- Voting privileges and methods; quorum
- Eligibility, role, and appointment of chair, absence of chair, acting chair
- Secretarial responsibilities: agendas, minutes, reports, meeting arrangements
- Meeting rules of procedure
- Budget process and restrictions; equipment and other
- Presentations by delegations
- Linkages to other commission, committees, and events
- Compensation and reimbursement
- Public, private, and in-camera meetings
- Review and update of Terms of Reference; approval process of changes
Authority and accountability
Consider:
- Limitations of decision making and budget expenses
- Submission and distribution of reports
- Communications
- Establishment of sub-committees
Evaluation
- Consider how assessments will be made for milestones and activities. If the measurement is quantitative, the benchmark should be provided.
Definition of terms
- Provide definitions of any key terms.