Terms of Reference for Committees and Working Groups Revised
Adopted by Full Council – 26/09/2022
Committees
Full Council
Background:
Members of the parish council meet once a month, to which members of the public are welcome to attend, to discuss all aspects of the parish and agree financial, planning and governance aspects of the Council. Meetings are run in accordance with the Parish Council’s Standing Orders.
Terms of the Committee:
The following matters shall be reserved for decision by Full Council, but the appropriate Committee(s) may make recommendation for the Council’s consideration:
1. The Precept.
2. Borrowing money.
3. Making, amending or revoking Standing Orders, Financial Regulations, Duties and Powers of Proper Officer provisions.
4. Making, amending or revoking by-laws.
5. Making of Orders under Statutory Powers.
6. Matters of principle or policy.
7. Addressing recommendations in any report from the Internal and External Auditors.
8. Nomination or appointment of representatives of the Parish Council on an authority, organisation or body (except approved conferences or meetings).
9. Nomination of members of all standing committees and working groups.
10. New powers or duties.
11. Nomination or appointment of representatives of the Parish Council to any enquiry on matters affecting the parish.
12. To receive and adopt the Annual Governance and Accountability Return.
13. To receive and sign off the Annual External Audit and Return.
14. To receive reports and recommendations referred to Full Council from the various committees.
15. To set up direct reporting working groups as necessary.
16. To receive reports and recommendations and consider recommendations from all direct reporting committees and working groups set up by Full Council or indirect groups where considered appropriate by the Parish Clerk or Committee Chairs.
17. To authorise the sealing of various documents with signatures of two parish councillors.
18. To appoint representatives on outside bodies or joint bodies.
19. To confirm the schedule of meetings of Full Council and the standing committees for the ensuing year.
20. To receive petitions and deputations from members of the public or any organisations.
21. Any other matters not delegated to a standing committee or referred to Full Council by standing committees.
Working Groups
Planning Working Group – Delegated Authority
Background:
This working group is enabled to consider all aspects of new planning applications within the parish.
Terms of the Committee:
1. To comply with all aspects of the Code of Conduct and the Council’s adopted Standing Orders and Financial Regulations at All times.
2. To comment on all planning and allied applications including those related to listed buildings, advertisements, and trees.
3. To respond on behalf of the Council to planning appeals.
4. To comment on behalf of the Council on highways proposals.
5. To liaise with other agencies on matters concerning highways.
Playing Field Working Group
Background:
This working group is appointed to manage the usage and conditions of the Parish Playing Field facilities, including play area.
Terms of Group:
1. To comply with all aspects of the Code of Conduct and the Council’s adopted Standing Orders and Financial Regulations at All times.
2. To ensure that the Playing Field, play area, Pavilion and adult gym equipment are maintained to an acceptable level of maintenance and repair.
3. To ensure that all relevant certificates for the continued operation of the Pavilion is obtained
4. To carry out an assessment of the risks faced on a monthly basis. Keep written records of the assessment and report to the Parish Council its findings
5. To arrange for an independent annual Inspection of the play area and adult gym equipment, reporting and findings to the Parish Council.
6. To refer any expenditure for items pertaining to the day-to-day running of the Playing Field, pavilion and play area to the Clerk/RFO. Invoices will be presented for payment at the next available Parish Council meeting. Any items, goods, or services, exceeding £500 in value will be subject to approval by the full Parish Council at its next available meeting. The Playing Fields Working Group will submit the necessary estimates and details for the
Council’s consideration.
Amenities Working Group
Background:
To oversee the ongoing maintenance of the War Memorial, planters and designated parish owned amenity areas.
Terms of Group:
1. To comply with all aspects of the Code of Conduct and the Council’s adopted Standing Orders and Financial Regulations at All times.
2. To carry out an assessment of the risks faced monthly. Keep written records of the assessment and report to the Parish Council its findings
3. To refer any expenditure for items pertaining to the day-to-day running of the named amenities to the Clerk/RFO. Invoices will be presented for payment at the next available Parish Council meeting. Any items, goods, or services, exceeding £100 in value will be subject to approval by the full Parish Council at its next available meeting. The Amenities Working Group will submit the necessary estimates and details for the Council’s consideration.
Grant Application Working Group
Background:
To seek out and apply for Grant funding in respect of Redevelopment and improvement of the playing field and other Parish amenities
1. To comply with all aspects of the Code of Conduct and the Council’s adopted Standing Orders and Financial Regulations at All times.
2. Actively pursue sponsorship funding opportunities to further enhance the Parish and community services.
3. Report to full Council of any opportunities
4. The Clerk to the Council or an appointed Officer will provide administrative support for the Committee
Events Working Group
Background:
The Events Working Group may be made up from Councillors and non-Councillors. The quorum of the Working Group shall be 3 Members. The Chair and Vice Chair are automatically members of this working group. The Working Group has the overall responsibility for the management of the Council’s events ensuring they run in accordance with legislative requirements, regulations, and guidelines.
Terms of Group:
1. To comply with all aspects of the Code of Conduct and the Council’s adopted Standing Orders and Financial Regulations at All times.
2. To report make recommendations to Council for future events.
3. To ensure protocols and guidelines from Councils insurance company are adhered to.
4. To ensure Councils events do not clash with other community groups.
5. All financial spending to be agreed by Full Council
6. All events to be agreed by Full Council.
7. Informal minutes will be taken at the meeting and distributed to Working Group members
8. The Chair of the Working Committee must report to Full Council in respect of those activities at meetings in order that progress may be noted and decisions ratified.