The BID is business–led, providing the opportunity for local businesses to invest, and have a direct say, in the management of the area. This investment is therefore controlled by those businesses through a BID Company, formed for this purpose, run by and for local businesses, representing all sectors.
The BID Company is not for profit and limited by guarantee. The BID Company’s members include:
The BID Board meets at least four times a year with members drawn from each sector. To increase local business involvement, sector specific and themed groups help guide BID services, working alongside the Board. Board members’ names and the companies they represent are shown on the BID’s website, alongside the names of BID team members. BID levy payers can request copies of Board minutes.
There is a continual two-way exchange with BID levy payers, our stakeholders and the wider community. We communicate with levy payers through monthly newsletters, regular one to one contact, on individual projects and issues via casework, through sector specific groups or themed sub groups. New businesses entering the BID and becoming liable for the BID levy are welcomed as soon as notification is received from the local authority.
The BID team were incredibly responsive during the Covid-19 pandemic and lockdown, helping us and other businesses access vital government support."
Tim Seyner Harness, Artisan People, Upper Berkeley Street
The BID’s financial protocols are grounded in good governance and probity. The BID retains a Chief Financial Officer and book-keeper, whose services we share with PaddingtonNow BID and The Paddington Partnership, with whom we also share offices.
An annual budget setting process takes place for each year of the BID’s five-year term, which has its basis as the agreed business plan on which businesses voted. Changes to expenditure plans, following changes in local conditions, are approved by the Board. Additional income and voluntary contributions over and above BID levy income are clearly identified in the BID’s budget. The annually agreed plan identifying spend and income is sent to all BID levy payers and is loaded onto the BID’s website to view and download.
Robust day to day financial procedures and accounting practices are in place, with all expenditure assigned to projects and tracked regularly. Payment systems require two levels of authorisation, both online and by cheque, to prevent fraud. The book-keeper reconciles the BID’s bank account with online banking and cheque payments.
Thorough procurement processes are in place for the appointment of suppliers, proportionate to the value, underpinned by contracts. This ensures best value for BID levy payers. When appointing new suppliers and entering new contracts a minimum of two prices are obtained. Contracts are competitively tendered against a detailed specification, and suppliers only appointed if they meet contractual standards, particularly in respect of employment protocols such as the payment of London Living Wage to staff.
Audited accounts are produced each year and added to the BID’s website after approval by the BID Board. Our auditors produce a management letter each year with the audited accounts.
Marble Arch London BID strives to not simply meet but exceed the minimum industry standards laid down by British BIDs and The BID Foundation.
An Operating Agreement is in place between the BID and Westminster City Council detailing the contractual relationship in respect of levy collection and BID management. Regular meetings are held between the BID and the City Council to review the fulfilment of the Operating Agreement.
Cover is in place for employer, directors and public liability insurance, professional indemnity, cyber and contents insurance.
The BID is registered with the Information Commissioner as a data processor and our privacy policy is kept up to date on our website.
The BID is VAT registered and exempt from Corporation Tax, ensuring that BID levy income can be carried forward from year to year to build up project funds for local investment.
The BID is managed professionally by a staff team, with defined roles and job descriptions. Staff have professional qualifications, with contracts of employment in place and training needs regularly reviewed. A Staff Handbook underpins the values and framework under which staff operate, which is refreshed regularly to remain in line with employment law. New staff are recruited using best practice, with roles externally advertised. All new staff are fully inducted and subject to a probationary period.
There is a clear distinction between the role of the Board and staff in relation to overseeing vision and delivery, with systems for handling and recording conflicts of interest. The staff team is subject to money-laundering, anti-bribery and whistleblowing policies in our Employee Handbook. A Hospitality Register ensures that staff record all invitations and gifts from suppliers and Board members. No gifts or invitations from suppliers or potential suppliers are accepted during a competitive tender process.
