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Old Marston Parish Council


OLD MARSTON PARISH COUNCIL’s Terms of Reference for Full Council Meeting

Old Marston Parish Council adopted the model Terms of Reference for all Councils as laid down in the recommended Standing Orders from the NALC.  

                                                                                                   

The Council made a minor amendment which changed the ruling that the Chairman and Vice-chairman of the Council were not ex-officio of all Committees or sub-committees.


It is the responsibility of Chairmen of committees to liaise with the Clerk in deciding when meetings should be held, and with drawing up agendas.

                                          

It is the responsibility of members of particular committees to contact their Chairman if they have an item for the agenda of that committee. This should be done no later than the Monday of the week before a meeting is held when the date of the meeting is known, or as soon as possible if short notice is given. It is important to remember that the Clerk will need to do the paper work and have time to give required notice of the meeting and the agenda.


A copy of the agenda for all Committee meetings is copied to the Chairman of Council.


The Councils standing orders, financial regulations and code of conduct apply to all Committee’s and their meetings.


Committees have the authority to spend up to their allocated budget amount subject to a vote by that Committee.


The Committee is empowered to direct the Clerk to undertake such lawful and reasonable actions as may be resolved by the Committee subject to ratification by Full Council.


All Committee meetings to be held in the Roy Garner Pavilion.


These terms of reference should be reviewed annually by the Council or when necessary.



Terms of Reference for the Finance Committee

1. Authority:

The Finance Committee is appointed by and is solely responsible to the Old Marston Parish Council. The Committee duties are defined and agreed by the Full Council who may vote, at any time, to modify the Committee’s powers. The committee will meet quarterly but can also be convened to deal with special events as they occur.

2. Membership:

All members of the Committee will be elected Councillors. The Committee will consist of no fewer than four elected Councillors. At the full council’s annual meeting the chairman, and if felt necessary a Vice-Chairman, shall be elected. The chairman, or in his absence the vice-chairman, shall preside at all future committee meetings in that year. A quorum at the Committees meetings will consist of no fewer than three elected members.

3. Record of Proceedings:

Written minutes will be taken to record the Committee’s decisions and will be circulated to all Councillors with recommendations for the next Full Council meeting. The minutes will be published on the Councils website and placed on the noticeboard(s). The Parish Clerk will be responsible for arranging the recording and distribution of the minutes.

4. Responsibilities:

Primary Purpose: To manage the Council’s financial resources and to debate and recommend strategy and action on policy and operational matters concerned with Council’s finances, property, resources, land and manpower.

The Finance Committee will have the following specific duties:-

a) To review budgets and recommend to the Full Council for approval.

b) To review the precept and recommend to the full council for approval.

c) To regularly monitor budgets v expenditure

d) To ensure adequate financial controls are in place to protect the Council’s finances and assets – to include insurance of buildings and property and maintenance of asset register.

e) To Review and amend the Council’s Financial Regulations annually and to ensure that the Council is observing the regulations.

f) To monitor and ensure compliance with laid down internal and external audit and other financial procedures, regulations and statutes.

g) To review Council Fees and Charges on a regular basis (at least annually)

h) To monitor the Council’s financial risk assessments and recommend changes where necessary

i) To create and monitor a clear policy for grant aid administration.

j) To approve other Committee’s annual spending/budget levels in line with agreed overall budget.

k) Any issue arising of Council expenditure - above that which the Clerk, in conjunction with Chairman of Council or Chairman of Finance Committee, can resolve under £1,000 – should be dealt with by Finance Committee. Items over £5,000 must be referred to Council (section 4, Financial Regulations).

l) To recommend to the full Council such delegated powers to the Clerk as thought appropriate.

m) To appoint annually the Responsible Financial Officer to oversee the Council’s financial affairs (Normally the Clerk)


Terms of Reference for the Recreation Grounds & Cemetery Committee

1. Authority:

The Recreation Grounds & Cemetery Committee is appointed by and is solely responsible to the Old Marston Parish Council. The Committee duties are defined and agreed by the Full Council who may vote, at any time, to modify the Committee’s powers. The committee will meet quarterly but can also be convened to deal with special events as they occur.

2. Membership:

All members of the Committee will be elected Councillors, however, should it be deemed necessary non-councillor(s) may be co-opted to the committee to give expert advice. Any Non-Councillor(s) will not have any voting rights. The Committee will consist of no fewer than four elected Councillors. At the full council’s annual meeting the chairman, and if felt necessary a Vice-Chairman, shall be elected. The chairman, or in their absence the vice-chairman, shall preside at all future committee meetings in that year. A quorum at the Committees meetings will consist of no fewer than three elected members.

3. Record of Proceedings:

Written minutes will be taken to record the Committee’s decisions and will be circulated to all Councillors with recommendations for the next Full Council meeting. The minutes will be published on the Councils website and placed on the noticeboard(s). The Parish Clerk will be responsible for arranging the recording and distribution of the minutes.

4. Responsibilities:

Primary Purpose: To manage the Council’s physical assets.

The Recreation Grounds & Cemetery Committee will have the following specific duties:-

a. Review new/replacement equipment

b. Regular Maintenance checks

c. Review the ROSPA Report

d. To oversee any Health & Safety issues

e. To review burial fees annually

f. To review contractor standards on grass-cutting & litter picking.

g. To review and recommend any active policy for the best use and upkeep of the Council’s property and resource.

h. To have the authority to spend up to £1,000 in any financial year without referring back to Council.


Terms of Reference for the Staffing & Standards Committee

1. Authority:

The Staffing & Standards Committee is appointed by and is solely responsible to the Old Marston Parish Council. The Committee duties are defined and agreed by the Full Council who may vote, at any time, to modify the Committee’s powers. The committee will meet annually but can also be convened to deal with special events as they occur.

2. Membership:

All members of the Committee will be elected Councillors, however, should it be deemed necessary non-councillor(s) may be co-opted to the committee to give expert advice. Any Non-Councillor(s) will not have any voting rights. The Committee will consist of no fewer than four elected Councillors. At the full council’s annual meeting the chairman, and if felt necessary a Vice-Chairman, shall be elected. The chairman, or in their absence the vice-chairman, shall preside at all future committee meetings in that year. A quorum at the Committees meetings will consist of no fewer than three elected members.

3. Record of Proceedings:

Written minutes will be taken to record the Committee’s decisions and will be circulated to all Councillors with recommendations for the next Full Council meeting. The minutes will be published on the Councils website and placed on the noticeboard(s). The Parish Clerk will be responsible for arranging the recording and distribution of the minutes.

4. Responsibilities:

Primary Purpose: To manage the Council’s staff and ensure standards are upheld by staff and Councillors.

The Staffing & Standards Committee will have the following specific duties:-

a. To carry out the Clerk’s appraisal.

b. Investigate any breach of code of conduct.

c. To investigate any complaint against a Councillor or employee and to resolve as per Complaints Policy.

d. To monitor, review and recommend on all matters relating to the Council’s staff levels, emoluments and conditions of service.


Terms of Reference for the Pavilion Committee

1. Authority:

The Pavilion Committee is appointed by and is solely responsible to the Old Marston Parish Council. The Committee duties are defined and agreed by the Full Council who may vote, at any time, to modify the Committee’s powers. The committee will meet quarterly but can also be convened to deal with special events as they occur.

2. Membership:

All members of the Committee will be elected Councillors, however, should it be deemed necessary non-councillor(s) may be co-opted to the committee to give expert advice. Any Non-Councillor(s) will not have any voting rights. The Committee will consist of no fewer than four elected Councillors. At the full council’s annual meeting the chairman, and if felt necessary a Vice-Chairman, shall be elected. The chairman, or in their absence the vice-chairman, shall preside at all future committee meetings in that year. A quorum at the Committees meetings will consist of no fewer than three elected members.

3. Record of Proceedings:

Written minutes will be taken to record the Committee’s decisions and will be circulated to all Councillors with recommendations for the next Full Council meeting. The minutes will be published on the Councils website and placed on the noticeboard(s). The Parish Clerk will be responsible for arranging the recording and distribution of the minutes.

4. Responsibilities:

Primary Purpose: To manage the Roy Garner Pavilion.

The Pavilion Committee will have the following specific duties:-

a. To oversee the completion of the Roy Garner Pavilion

b. To ensure regular Maintenance checks are done.

c. To review and recommend any active policy that may enhance the use of the pavilion.

d. To have the authority to spend up to £1,000 in any financial year without referring back to Council.


Terms of Reference for the Planning Committee

1. Authority:

The Planning Committee is appointed by and is solely responsible to the Old Marston Parish Council. The Committee duties are defined and agreed by the Full Council who may vote, at any time, to modify the Committee’s powers. The committee will meet quarterly but can also be convened to deal with special events as they occur.

2. Membership:

All members of the Committee will be elected Councillors, however, should it be deemed necessary non-councillor(s) may be co-opted to the committee to give expert advice. Any Non-Councillor will not have any voting rights. The Committee will consist of no fewer than four elected Councillors. At the full council’s annual meeting the chairman, and if felt necessary a Vice-Chairman, shall be elected. The chairman, or in their absence the vice-chairman, shall preside at all future committee meetings in that year. A quorum at the Committees meetings will consist of no fewer than three elected members.

3. Record of Proceedings:

Written minutes will be taken to record the Committee’s decisions and will be circulated to all Councillors with recommendations for the next Full Council meeting. The minutes will be published on the Councils website and placed on the noticeboard(s). The Parish Clerk will be responsible for arranging the recording and distribution of the minutes.

4. Responsibilities:

Primary Purpose: To have the authority to view plans that need urgent decisions before the next Council meeting, due to the closing date of the application, being before the next Council meeting.                                                                                                                                                                                                                                                  

The Planning Committee will have the following specific duties:-

a. To objectively view any planning application received by the Clerk where the consultation period ends before the next Council meeting is scheduled.

b. Once a decision has been made the Clerk will then report the view in the usual appropriate manner.

                                                                                                                                                                                                                                                  

Adopted by Council: 14th May 2018   Review Date: May 2019



Committees


There are four committees of the Parish Council who undertake some of the work of the Parish Council and look at issues in more depth, making recommendations to the whole council. The five committees are:



The Recreational Grounds, Pavilion, Allotments and Cemetery Committee is a merger of several other committees. Each committee meets a few times during the year and minutes and agendas are available to be viewed,

Committtee

Responsibilities

Members

Environment



Finance

a) To review budgets and recommend to the Full Council for approval.

b) To review the precept and recommend to the full council for approval.

c) To regularly monitor budgets v expenditure

d) To ensure adequate financial controls are in place to protect the Council’s finances and assets – to include insurance of buildings and property and maintenance of asset register.

e) To Review and amend the Council’s Financial Regulations annually and to ensure that the Council is observing the regulations.

f) To monitor and ensure compliance with laid down internal and external audit and other financial procedures, regulations and statutes.

g) To review Council Fees and Charges on a regular basis (at least annually)

h) To monitor the Council’s financial risk assessments and recommend changes where necessary

i) To create and monitor a clear policy for grant aid administration.

j) To approve other Committee’s annual spending/budget levels in line with agreed overall budget.

k) Any issue arising of Council expenditure - above that which the Clerk, in conjunction with Chairman of Council or Chairman of Finance Committee, can resolve under £1,000 – should be dealt with by Finance Committee. Items over £5,000 must be referred to Council (section 4, Financial Regulations).

l) To recommend to the full Council such delegated powers to the Clerk as thought appropriate.

m) To appoint annually the Responsible Financial Officer to oversee the Council’s financial affairs (Normally the Clerk)


Planning

a. To objectively view any planning application received by the Clerk where the consultation period ends before the next Council meeting is scheduled.

b. Once a decision has been made the Clerk will then report the view in the usual appropriate manner.


Recreational Grounds, Cemetery, Allotments, Pavilion

a. Review new/replacement equipment

b. Regular Maintenance checks

c. Review the ROSPA Report

d. To oversee any Health & Safety issues

e. To review burial fees annually

f. To review contractor standards on grass-cutting & litter picking.

g. To review and recommend any active policy for the best use and upkeep of the Council’s property and resource.

h. To have the aa. To oversee the completion of the Roy Garner Pavilion

i. To ensure regular Maintenance checks are done.

j. To review and recommend any active policy that may enhance the use of the pavilion.

k. To have the authority to spend up to £1,000 in any financial year without referring back to Council.

l. To have the authority to spend up to £1,000 in any financial year without referring back to Council.


Staffing and Standards

a. To carry out the Clerk’s appraisal.

b. Investigate any breach of code of conduct.

c. To investigate any complaint against a Councillor or employee and to resolve as per Complaints Policy.

d. To monitor, review and recommend on all matters relating to the Council’s staff levels, emoluments and conditions of service