PARTNERSHIPS AND EVENTS COMMITTEE: TERMS OF REFERENCE
1. Authority
1.1. The partnerships and events committee (PEC) was established by the board of trustees (BOT) of Great Britain Wheelchair Rugby Limited (GBWR) in accordance with the delegation powers in clause 9 of GBWR’s 21 September 2022 articles of association, and as noted in the minutes of the BOT meeting held 19 September 2024.
1.2. These terms of reference (TOR) of the PEC have been approved by the BOT and noted in GBWR’s minute book, and are subject to BOT review every two years.
2. Composition
2.1. The chair and members of PEC are appointed annually by the BOT, usually following the GBWR annual BOT strategy away day, usually held in autumn each year.
2.2. The members of the PEC comprise a minimum of two independent non-executive trustees of GBWR (who have relevant skills and experience in commercial, partnership, marketing, and/or public relations matters) and the CEO of GBWR. (In the event that an independent non-executive director/trustee is unable to attend a PEC meeting, s/he may request another independent director/trustee of the GBWR board to attend instead.) (In the event that the CEO is unable to attend a PEC meeting, s/he may request another member of the GBWR senior leadership team (SLT) to attend instead.)
2.3. The PEC may recruit, through an openly advertised process, a maximum of two additional independent, non-trustee committee member(s) bringing skills, knowledge, and experience relevant to the work of the PEC. The appointment of any such independent, non-trustee committee member(s) shall be subject to approval by the BOT. At its discretion, the BOT may appoint an independent, non-trustee committee member outside of the PEC recruitment process. Any such independent, non-trustee committee member may be a director of any subsidiary operated by GBWR from time to time.
2.4. Three members of the PEC, including at least one independent non-executive trustee, constitutes a quorum.
2.5. The BOT shall appoint the committee chair. In the absence of the committee chair and/or an appointed deputy at a committee meeting, the remaining members present shall elect one of themselves to chair the meetings.
3. Responsibilities
3.1. To assist the BOT to ensure that GBWR develops commercial and other partnerships with third-party organisations and delivers successful significant wheelchair rugby events, consisting of both partner/fundraising events and tournaments/competition with international teams (for clarity, excluding competition up to and including domestic league level);
3.2. To support the executive and operational team to ensure effective and appropriate relationships with GBWR’s partners, including meeting with such partners as agreed is reasonable;
3.3. To monitor the status of events and partnerships, including reporting of results (including financial results against budgets) to the BOT;
3.4. To identify, and to support the BOT, the CEO, and the executive and operational team to monitor the status of partner relationships and prospective partnerships;
3.5. To support the executive and operational team to ensure that the terms and conditions of partnership agreements are met, including obligation falling to both GBWR and the partners;
3.6. To advise GBWR’s responses where any conflict arises in relation to a partnership – this may include conflicts between GBWR and the partner, or wherein a partner’s behaviour or actions conflict with the values of GBWR;
3.7. To review prospective partnerships (including review of partnership agreements) and events, giving consideration to those matters which the PEC sees fit from time to time, including as a minimum: finance, harmony with GBWR’s values, and alignment with GBWR’s approach to safeguarding, equality, diversity, and inclusion, and environmental sustainability, and to make recommendations to the CEO and, where relevant, the BOT regarding these, with reference to the financial levels of authority as stated in the procurement policy;
3.8. To review annually the events and partnership targets and support the CEO in development of appropriate targets for the subsequent financial year, in view of GBWR’s financial requirements and operational aspirations;
3.9. To ensure the appropriate process is undertaken for tendering (as per the procurement policy) and allocating the delivery of events in a timely and cost-effective manner;
3.10. To monitor fundraising activities to ensure that GBWR, and any third parties engaged by it or for whom it has responsibility, comply with the Fundraising Regulator’s Code of Fundraising Practice (the Code) and associated guidance as it may be updated from time to time, and any other requirements of registration.
3.11. To ensure that GBWR has a Code compliant complaints policy in place including suitable escalation procedures; to receive all fundraising-related complaints referred by the executive team; and to advise on any response to such complaints or escalate to the board as deemed necessary on a case-by-case basis.
3.12. To monitor and renew GBWR’s registration with the Fundraising Regulator and compliance with the terms of registration.
3.13. To ensure events are delivered in alignment with GBWR’s equality, diversity, and inclusion strategy and action plan, including ensuring that events are inclusive for people of ethnic minorities and those with a disability be they athletes, spectators, officials or volunteers; and
3.14. To ensure events are delivered in alignment with GBWR’s environmental sustainability objectives.
4. Functions
4.1. The PEC meets at least once a year, and typically three to four times per year, to review and take decisions on matters within its TOR; at its discretion it may meet more frequently to progress specific work areas.
4.2. The PEC may only incur expenditure on behalf of GBWR within budget amounts previously agreed by the BOT.
4.3. The chair of the PEC, or – in his/her absence – another PEC member, reports on PEC activities back to each meeting of the BOT. This includes, as and when appropriate, recommendations from the PEC for decisions that need to be taken at BOT level or which relate to matters reserved for the BOT.
5. Resolutions and voting
5.1. Decisions of the PEC shall be taken by resolution and recorded in the minutes of the meeting at which such a resolution is passed.
5.2. Where a consensus cannot be agreed, the committee chair may request a vote on a show of hands. If equal voting, the committee chair shall have the casting vote.
V007 approved by the GBWR Board of Trustees at the meeting held 19 September 2024.
To be reviewed by the GBWR Board of Trustees September 2026.
