Board members and meetings

The governing Board consists of 29 unpaid members and includes both elected and nominated members.

Eleven of the members are elected directly by the electorate in the parishes and wards that pay the precept. 17 are nominated by local authorities and one is nominated by the Church Commissioners

The Board meets at least five times a year, to consider the reports presented by its committees and officers and to set policies and strategic aims of the organisation.

Next Board meeting

Board member profiles

All meeting dates, agendas, papers and minutes can be found in our events calendar.

Minutes from previous meetings can also be viewed in our archive. Meeting minutes are signed off at Board meetings therefore minutes from the most recent meeting will be available in draft only. 

Archived minutes


Board Meetings

Temporary arrangements

Committee and Board meetings must now be held face to face. 

Although the Government has removed legal restraints on indoor gatherings, the responsibility for conducting these safely has been passed to individual organisations.  Some venues have not changed their conditions of hire and continue to operate under Covid safe rules.  In addition, for the safety of all attending the meetings, the Trust will carry out its own risk assessment for each venue. Social distancing will be maintained at meetings and all present will be asked to wear a face mask (unless exempt). Numbers of people attending meetings will be limited. 

 

Public attendance and speaking at meetings

All the Committee and Board meetings are open to the public, except where personnel matters or commercially sensitive matters are to be discussed or where legal professional privilege applies. 

Committee and Board meetings are now being held face-to-face.  However, some venues are not changing their Covid precautions and in addition, for the safety of all attending the meetings, the Trust will carry out its own risk assessment for each venue.  For the safety of all those attending the meeting:

  • Social distancing will be maintained and all present will be asked to wear a face mask (unless exempt).  
  • The number of people able to be present at each venue will be restricted and limited numbers of places will be available for members of the public.  Anyone wishing to attend must apply in writing to cheryl.morris@malvernhills.org.uk or write to Mrs L Parish at the Trust’s office giving your name, email address and contact telephone number for the purposes of Covid-19 contact tracing.  If a place is available you will be sent confirmation.  
  • Places will be allocated on a first come, first served basis. Once the venue is at capacity we will no longer be able to admit people and turning up to meetings without pre-booking means that you risk being excluded. 

Members of the public wishing to make a comment at the start of the meeting may either submit a short statement which can be read out (which will take no longer than 3 minutes to read), or may book a place and address the meeting.  In either case, this must be received no later than 12 noon, one clear day before the meeting (e.g. for a meeting on a Thursday evening, by 12 noon on Tuesday). 

For a committee meeting, the statement must be relevant to a matter on the agenda for the meeting. 

Statements submitted before the deadline will be posted on the Trust’s website (where possible), circulated to trustees and read out verbatim at the meeting.  The Trust reserves the right not to publish or read out any statements which contain information which may be defamatory or are otherwise in breach the law. 


Annual meeting of Levy Payers

There is an Annual Meeting of Levy Payers each year at which our accounts are publicly presented.  Following this they are lodged with the Charity Commission and published and also are available to view the meeting from the Trust's Office.

Next Annual Meeting - To be arranged

Accounts for year ending 31st March 2020 (PDF)
Accounts for year ending 31st March 2019
 (PDF)
Accounts for year ending 31st March 2018 (PDF)


Committees

Land Management Committee

This committee makes recommendations to the Board in relation to:

  • The Land Management Plan
  • The land management budget
  • Policies in relation to management of MHT land
  • Non routine decisions on wayleaves, tenancies and licences and easements
  • Maintenance and replacement of land management vehicles and equipment

 

 Next Land Management Committee meeting

Archived minutes


Finance, Administration and Resources Committee

This committee makes recommendations to the Board in relation to:

  • The budget, precept and Annual Report and Accounts
  • Reports on financial matters
  • The effectiveness of financial controls
  • Contracts
  • Reserves policy
  • The Business Plan
  • Fundraising
  • Enforcement of byelaws

This committee also has the authority to approve contracts for budgeted expenditure between £10,000 and £20,000 and approve non-budget expenditure limited to a maximum of £20,000 in any financial year.

 Next Finance, Administration and Resources Committee meeting

Archived minutes


Governance Committee

This committee advises the Board and some of its primary functions are to:

  • Seek to ensure that the Malvern Hills Trust always acts within its powers, complies with charity legislation and acts in accordance with best practice
  • Monitor the performance of the Board and its committees and compliance with Standing Orders and the Code of Conduct for its members
  • Ensure that there is an appropriate risk management system in place
  • Monitor the internal governance arrangements and policies to ensure they are up-to-date
  • Oversee a system of induction and training for Board members

 Next Governance Committee meeting

Archived minutes

Governance Handbook (PDF 13.8 MB)


Staffing Committee

This committee makes recommendations to the Board in relation to:

  • Staffing and office requirements, including employment and equal opportunities legislation
  • Budget and policy matters in relation to human resources and health and safety
  • Health and safety matters in relation to staff, volunteers and members of the public

Next Staffing Committee meeting

Archived minutes


Disciplinary Committee

The Disciplinary Committee will meet only when required to implement the process set out in the Disciplinary Procedure to investigate and adjudicate any complaint about trustee conduct.


Working Groups and Panels

Recreation Advisory Panel - This Panel meets twice a year to discuss work and projects which may affect users and visitors to the Hills.  Representatives from different recreation user groups including cyclists, walkers, joggers and hang gliders meet to advise the Trust.

Report from previous meeting (PDF)

Wildlife Panel - The Panel is made up of wildlife and species experts and is an opportunity for the Trust to review the records of species and habitats which could inform future management of the Hills and Commons.

Report from previous meeting (PDF)

 


Other Organisations

We actively engage with with other local organisations and groups to find ways in which we can work together to care for the Hills and Commons.

Castlemorton Commons Coordinating Committee (4C's)The Castlemorton Commons Coordinating Committee or 4Cs was set up to to provide a forum for discussion about the management of Castlemorton, Hollybed and Coombe Green Commons.  

Castlemorton Common Coordinating Committee (4C's)

 

Malvern Hills Area of Outstanding Natural Beauty - The main ridgeline of the Malvern Hills and Commons fall within the Malvern Hills AONB.  The AONB designation signifies that the natural beauty of this area is of national importance. As such, a Partnership of local and national interests works together to conserve and enhance the area through the implementation of a five year AONB Management Plan.

Malvern Hills AONB

Visit the Malverns - Official tourist information website with more information about visiting the Malvern Hills, food, accommodation and other attractions in the area.

Visit the Malverns 

Natural England - Are the government’s adviser for the natural environment in England, helping to protect England’s nature and landscapes for people to enjoy and for the services they provide.  NE also advise us on the management of Sites of Special Scientific Interest on the Malvern Hills and Commons.

 Natural England

Historic England - Are the public body that looks after England's historic environment. They champion and protect historic places, helping people understand, value and care for them.  HE advise us on the management of the Scheduled Monuments on the Malvern Hills and Commons.

Historic England