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.

This guide provides an overview of Community Heritage Commissions through research and commentary. Application of this heritage conservation tool is not prescriptive, as it can be adapted to each situation. Local governments and regional districts wanting to implement the heritage conservation tools should seek legal counsel as required.

SPECIAL NOTE: It is intended this guide will develop through community input. If you have best practices and case studies that would benefit this guide, please contact Heritage BC. Additionally, please contact us if you have questions or are seeking advice.