1. Background

Longridge Town Council (“the Council”) has leased a parcel of land from Lancashire County Council for a period of five years for the purpose of establishing a Community Garden.

The Council wishes the project to be community-led, encouraging participation from local residents, volunteers and environmental groups, whilst maintaining appropriate oversight as leaseholder and public authority.

These Terms of Reference set out the purpose, structure and operating principles of the Community Garden Committee (“the Committee”).

2. Purpose

The Committee is established to:

  • Oversee the development and day-to-day running of the Community Garden.
  • Promote community involvement, wellbeing and environmental enhancement.
  • Encourage biodiversity, sustainable practices and environmental education.
  • Develop the site as a welcoming, inclusive and safe space for the community.
  • Operate within the terms of the lease and any conditions set by Lancashire County Council.

3. Status

The Committee shall operate as an advisory and delivery group under the umbrella of Longridge Town Council.

The Committee does not have separate legal status.

The Town Council remains:

  • The leaseholder of the land.
  • Responsible for insurance (where agreed).
  • Ultimately accountable for compliance with statutory obligations.

The Council intends to adopt a light-touch approach to governance, enabling the Committee to manage operational matters wherever possible.

4. Membership

Membership shall be open to:

  • Up to 3 Town Councillors.
  • Local residents (no fixed maximum).
  • Representatives of recognised local environmental or community groups.
  • Other volunteers with relevant skills or interest.

The majority of the Committee should comprise non-council members to ensure the project remains community-led.

The Committee shall appoint from amongst its members:

  • A Chair.
  • A Vice-Chair (if required).
  • A Secretary (if required).

Membership will be reviewed annually.

5. Role of the Town Council

The Council will:

  • Approve an annual budget allocation (if applicable).
  • Hold and manage any grant funding unless otherwise agreed.
  • Ensure compliance with lease conditions.
  • Provide insurance cover as appropriate.
  • Receive periodic update reports.

The Council will not ordinarily involve itself in routine operational decisions unless:

  • There is financial risk to the Council.
  • There is potential breach of lease conditions.
  • There is reputational or legal risk.
  • A matter is formally referred to it by the Committee.

6. Powers and Responsibilities of the Committee

Subject to Council budget approval and lease conditions, the Committee may:

  • Develop planting plans and site layout.
  • Organise volunteer sessions.
  • Arrange community events at the garden.
  • Apply for grants (with Council approval where required).
  • Fundraise for the project.
  • Establish garden rules and volunteer codes of conduct.
  • Purchase tools and materials within agreed budgets.

The Committee must:

  • Operate safely and promote safe working practices.
  • Follow safeguarding good practice where children or vulnerable adults are involved.
  • Keep basic financial records of income and expenditure.
  • Avoid entering into contracts in its own name without Council approval.

7. Finance and Financial Responsibility

The Community Garden operates as a shared initiative between Longridge Town Council and community volunteers.

Financial arrangements shall reflect this shared responsibility.

Town Council Responsibilities

The Town Council will:

  • Approve any annual budget allocation where appropriate.
  • Hold and administer grant funding where required.
  • Ensure compliance with its Financial Regulations and governance requirements.
  • Provide insurance cover where agreed.

Committee Responsibilities

The Committee may support the project financially through:

  • Fundraising activities.
  • Grant applications (subject to Council approval where required).
  • Donations from supporters or community groups.

The Committee shall:

  • Maintain simple and transparent records of income and expenditure relating to the garden.
  • Provide financial updates to the Town Council when requested.
  • Ensure expenditure remains within agreed budgets.

Where funds are raised independently for the project:

  • Funds shall normally be held by the Town Council on behalf of the project unless alternative arrangements are formally agreed.
  • Expenditure from these funds must comply with Council financial procedures.

The Committee must not enter into contracts, financial commitments or liabilities in its own name without prior approval from the Town Council.

Any Council-provided funding shall be agreed annually.

All income and expenditure must be transparent.

If the Committee raises external funding:

  • Funds shall be held by the Town Council unless otherwise formally agreed.
  • Expenditure must be approved in accordance with Council financial regulations.

The Committee shall not incur expenditure beyond agreed budgets.

8. Meetings

The Committee shall meet as required and include an Annual General Meeting.

Meetings may be informal in nature to encourage participation.

Notes or brief summaries of meetings should be kept and shared with the Town Council.

A simple quorum shall be 3 members including at least one Town Councillor.

9. Reporting

The Committee shall provide:

  • A short written update to Full Council at least twice per year.
  • An annual summary of activities and finances.

The Council may request additional updates if reasonably required.

10. Health & Safety

The Committee shall ensure that the garden site is maintained in a reasonably safe condition for volunteers and visitors.

This includes:

  • Maintaining safe access routes and pathways.
  • Identifying and managing potential hazards such as uneven ground, water hazards, sharp edges or trip risks.
  • Ensuring safe storage of materials and equipment.
  • Displaying any necessary safety notices where appropriate.
  • Undertaking periodic site risk assessments, particularly prior to organised volunteer sessions or public events.

Where significant safety concerns arise, the matter shall be reported to the Town Clerk so that the Council can consider appropriate remedial action.

11. Tool and Equipment Safety

The Committee shall ensure that tools and equipment used within the garden are used safely and responsibly.

This includes:

  • Ensuring volunteers are familiar with safe use of tools.
  • Ensuring that tools are maintained in good condition.
  • Ensuring appropriate protective equipment is used where necessary.
  • Ensuring tools are stored safely when not in use.

Where power tools or specialist equipment are used, appropriate supervision and safety guidance must be provided.

The Committee shall:

  • Promote safe working practices.
  • Undertake basic risk assessments for organised events.
  • Ensure tools and equipment are used safely.

The Town Council shall ensure appropriate public liability insurance is in place, subject to compliance with agreed conditions.

12. Equalities and Inclusion

The Committee shall operate in an inclusive manner and encourage participation from all sections of the community.

13. Review and Duration

These Terms of Reference shall be reviewed annually.

The Committee shall operate for the duration of the lease unless dissolved earlier by resolution of the Town Council.

Upon expiry of the lease, arrangements for continuation, renewal or closure of the project shall be determined by the Town Council.

14. Guiding Principle

The Community Garden is intended to be:

  • Community-led.
  • Environmentally positive.
  • Lightly governed.
  • Supportive rather than bureaucratic.

The Town Council’s role is to enable, support and safeguard — not to control day-to-day operations.

15. Safeguarding

The Committee shall ensure that appropriate safeguarding arrangements are in place where activities involve children or vulnerable adults.

The Committee shall:

  • Promote a culture of safeguarding, respect and inclusion at all times.
  • Ensure that any organised activity involving children or vulnerable adults is appropriately supervised by responsible adults.
  • Ensure that children under the age of 16 attending volunteer sessions or activities are accompanied by a parent, guardian or nominated responsible adult, unless participating in a formally organised group activity.
  • Take reasonable steps to ensure volunteers working directly with children or vulnerable adults are suitable and aware of safeguarding expectations.
  • Report any safeguarding concerns promptly to the Town Clerk, who will follow the Council’s safeguarding procedures where applicable.
  • Ensure that activities are conducted in a manner that protects the dignity, welfare and safety of all participants.

Where organised activities involve schools, youth organisations or vulnerable groups, the Committee should ensure that appropriate safeguarding arrangements and risk assessments are in place before the activity proceeds.

16. Liability and Insurance

Longridge Town Council remains the leaseholder of the land and retains overall responsibility for insurance arrangements associated with the site.

The Committee shall ensure that activities conducted at the garden operate within the conditions of the Council’s insurance policies.