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Terms of Reference for all Committees

Terms of Reference



A. Finance Committee 1

 

B. HR Committee 3  

 

C. Planning Committee 5

 

D. Village Improvement Committee 7

 

E. Leisure & Amenities Committee 9

 

F. Cherry Fields Committee 11 

 

G. Burial Support Group 13

 

H. Allotment Sub-Committee 14

 

I. Fundraising Group 16


 

These Terms of Reference are supplementary to and do not override the Council’s Standing Orders and Financial Regulations.
 

 

  1.  Finance and General Purposes Committee (F and GP) Terms of Reference.

These terms of reference are supplementary to and do not override the Council’s Standing Orders and Financial regulations.

 

Finance Committee The Committee 

  1. The committee shall have a maximum of seven members. 

  2. The committee shall comprise of, the Chair of the Parish Council, the Vice-Chair of the Parish Council, and five councillors made up representatives of the following committees: Village Improvement, Leisure & Amenities, Human Resources, Cherry Fields and Planning. In the event that a Chair of one of these committees is already on Finance & General Purposes as a result of them being either the Chair or Vice-Chair of the Parish Council then Council can approve another member of each committee as the representative. They will be elected by the members of those committees at their first meeting after the Annual Meeting of the Parish Council. 

  3. The Chair and Vice-Chair of the Parish Council shall be the Chair & Vice-Chair, respectively, of the Finance & General Purposes Committee. 

  4. Meetings will be held bi-monthly or as and when necessary, with a minimum of four meetings per year. 

  5. The committee will be quorate when four members are present. If not quorate then the meeting cannot proceed. 

  6.  Meetings shall be held in the Millennium Hall or other suitable public location designated by the committee. 

  7. Meetings will either be minuted by the Clerk to the Council or another member of staff, or by a member of the committee as appointed by the committee. Roles and responsibilities of the 

 

Committee Finance: 

  1. To review and advise on the Council's overall budget (agreeing the final budget and precept requirements is the responsibility of full Council) 

  2. To Monitor the Council's financial performance on a regular basis: - 

    1. Meetings to be held as required.

    2. Reviewing the quarterly bank reconciliation statement produced at the respective 

times of the year. 

 

  1. To oversee the Council's financial business, particularly audit, internal audit and banking arrangements 

  2. To Consider applications for grant aid/donations submitted by outside organisations within the village. 

  3. To initiate or oversee any grant applications as and when required. 

  4. To review and advise on the fees for all council’s activities, for approval by Full Council

 

General purposes 

  1. Dealing with other matters, as requested from time to time by Full Council 

  2.  Reviewing all council policies on a regular basis and making any recommendations to the Full Council as to amendments or improvements.

 

B.  Human Resource Committee 

Terms of reference

These terms of reference are supplementary to and do not override the Council’s Standing Orders and Financial regulations.

 

 1,The committee will be elected annually at the Annual Meeting of the Parish Council.

 2,At the first meeting  of the Human Resource Committee a Chairman and Vice Chairman will be elected. They shall be appointed by election from and by members of the committee. 

3,Also, at the same meeting the committee will elect a member to sit on the Finance & General Purposes Committee. If the Chair is already the Chair or Vice-Chair of the Parish Council then members must choose another representative to sit on the Finance & General Purposes Committee. 

4,The committee shall have 5 members and must have 3 to be quorate. In the event that the Proper Officer has been advised at least one day before the Human Resources Committee meeting that the meeting will not be quorate the Chair of the Parish Council may be substituted for an ordinary member to ensure the meeting is quorate. If the Chair has a vested interest in an agenda item, then an ordinary member can attend. (Amended Oct 22 Item 2022-138)

 5,The committee shall meet as and when necessary but meetings must be held at least four times a year. 

6, Meetings shall be held in the Millennium Hall or other suitable public location designated by the committee.

 7,Meetings will either be minuted by the Clerk to the Council or another member of staff, or by a member of the committee as appointed by the committee. 

8, Members of the Human Resources Committee shall agree to undertake relevant training on Roles & Responsibilities of the Committee

 9,To ensure the necessary employment policies and procedures are addressed in accordance with relevant legal requirements and that the outcome of any discussions on human resources matters are fully reported to the Full Council to consider appropriate action.

 10,To review, and update annually where necessary, all documents relating to employees, in conjunction with the Clerk, and recommend any changes to Full Council.

 11,To provide a supporting role to all employees including initial liaison on all matters of difference and concern relating to employees. 

12,To ensure annual appraisals of staff are undertaken and recommendations are reported to the Full Council. 

13. To ensure a satisfactory system is in place to deal with day-to-day liaison matters with the clerk. 

14. To evaluate and agree any issues relating to additional payments for expenses and essential overtime, within the budget allocated by Full Council for this purpose.

 15 To review, annually, salary levels, job descriptions and conditions of service and make recommendations to the Full Council. 

16, To evaluate and agree any staff training needs within the training budget set by Full Council.

 17. To undertake any other work as specifically requested and authorised by Full Council. 

 NOTES: i) Matters relating to complaints and grievances and any disciplinary procedures will be dealt with by HR committee and any appeals by Full Council.

 ii) The Chair and the Vice Chair of the Council will provide line-manager function for the Clerk and RFO including responsibility for day-to-day matters such as authorisation of holiday, sick leave and absence from work.

 iii) The Clerk will provide line-manager function for Assistant Clerk, including responsibility for day to day matters such as authorisation of holiday, sick leave and absence from work.

 C.  Planning Committee

Terms or Reference.  

These terms of reference are supplementary to and do not override the Council’s Standing Orders and Financial regulations.

The Committee

  1. The Committee will be elected annually at the Annual Meeting of the Parish Council.

  2. The Committee shall have a maximum of seven members.

  3. An election of Chair and Vice Chair will be called every year to coincide with the first meeting of the Committee after the Annual Meeting of the Parish Council. They shall be appointed by election from and by the members of the Committee.

  4. Up to three residents with relevant knowledge, experience and interests will be co-opted onto the Committee by the elected Councillors at the first meeting of the Committee after the Annual Meeting of the Parish Council.

  5. At the same meeting, the Committee shall also elect a member to sit on the Finance and General Purposes Committee.

  6. Meetings will normally be held as and when necessary.

  7. The Committee will be quorate when four members are present, with a minimum of two Councillors. If not quorate, then the meeting cannot proceed. 

  8. Meetings shall be held in the Millennium Hall or other suitable public location designated by the committee.

  9. Meetings will either be minuted by the Clerk to the Council or another member of staff, or by a member of the committee, as appointed by the committee.

  10. Members of the Planning Committee shall agree to undertake relevant training.  

 

Role and responsibilities of the Committee

  1. To scrutinise and review planning applications forwarded to the Council by West Lindsey District Council or Lincolnshire County Council, taking account of the strategic aims and objectives outlined in the Parish Council Planning Committee Position Statement, endorsed by the Full Council, and the Neighbourhood Plan.

  2. To engage constructively where necessary with all interested parties at all stages in the planning process. 

  3. To comment on planning applications, taking into account the observations of other parish councillors, residents and other interested parties. 

  4. To evaluate and comment on planning documents and design documents presented to the Council for comment by other organisations.

  5. To consider submissions made by developers for proposals including Public Open Spaces and other planning matters that may affect the Parish and report these to Full Council for final consideration and resolution. 

  6. To deal with Council-led projects relating to planning matters such as Design Statements and Parish Plans.

  7. To set up a Task and Finish Group to review the Neighbourhood Plan at the appropriate times and to report its findings to Full Council.  This group is to consist of three councillors and up to three residents.

  8. To carry out initial consultation with strategic and government agencies on planning matters and report back to the Full Council.

  9. To initiate or oversee any grant applications as and when required.

  10. To deal with other matters as requested from time to time by the Full Council. 

 

Powers of the Committee 

  1. To review planning applications against relevant planning policy and other material considerations.

  2. To submit observations to the planning authority on behalf of the Parish Council. These comments will be informed by reference to planning policy and other material considerations.

 

 D.  Village Improvement Committee (VIC)

Terms of Reference

These terms of reference are supplementary to and do not override the Council’s Standing Orders and Financial regulations.

 

The Committee

  1. The Committee will be elected annually at the Annual Meeting of the Parish Council.

  2. The Committee shall have a maximum of seven members.

  3. An election of Chair and Vice Chair will be called every year to coincide with the first meeting of the Committee after the Annual Meeting of the Parish Council. They shall be appointed by election from and by the members of the Committee.

  4. At the same meeting, the Committee shall also elect a member to sit on the Finance and General Purposes Committee.

  5. Meetings will normally be held bi-monthly or as and when necessary.

  6. There will be a minimum of four meetings a year.

  7. The Committee will be quorate when four members are present. If not quorate, then the meeting cannot proceed. 

  8. Meetings shall be held in the Millennium Hall or other suitable public location designated by the committee.

  9. Meetings will either be minuted by the Clerk to the Council or another member of staff, or by a member of the committee, as appointed by the committee.

 

Role and responsibilities of the Committee

  1. To undertake a regular review of the overall state of council property and facilities in the village, excluding those under the responsibility of the Leisure and Amenities Committee and the Cherry Fields Management Group.

  2. To develop and periodically review a maintenance regime for the village in respect to the property and facilities within its responsibility.

  3. To come up with ideas for improving the look and wellbeing of the village as a whole and initiate projects for improvements.

  4. To obtain from residents of the village suggestions and ideas to improve the village and so discuss and examine the feasibility of such ideas or suggestions.

  5. To produce a report for review at the Full Council meetings.

  6. To deal with other matters as requested from time to time by the Full Council and residents of the village.

  7. To undertake a regular review of the condition of the roads & footways within the village boundaries.

  8. To oversee the operation of the emergency planning (resilience plan) working party.

  9. To submit a detailed budget request to the council via the Finance and General Purposes Committee, as laid down in the Council’s Financial Regulations.

  10. To initiate or oversee any grant applications as and when required.

 

Powers of the Committee 

Within the powers of expenditure laid down in the Council’s Financial Regulations:

  1. To arrange for maintenance be carried out where and when necessary, to council street furniture and council property (i.e., benches, seats, notice boards, signposts, pathways on The Green, Millennium Hall equipment)

  2. To arrange for tidying up and to carry out improvements in the streets of the village. (i.e., edge cutting to grass strips along footways, trimming of overhanging trees and bushes on footways) 

  3. To arrange for maintenance of designated rural footpaths in and around the village.

  4. To submit all orders for work to be carried out through the Parish Clerk for prompt action.

 

Powers of individual members of the group

Individual members of the group shall be empowered to:

  1. Submit a request to the clerk to authorise emergency spending as necessary and as per approved council procedure to deal with repairs and maintenance issues requiring immediate action.  These issues are to be confined to those relating to safety and/or those required to prevent costly further deterioration.   

  2. On behalf of the Parish Council approach members of the public who are not following the guidelines for the use of the land or who are abusing the land and request that they cease the behaviour.

 

 E.  Leisure and Amenities Committee ( L&A)

Terms of Reference

These terms of reference are supplementary to and do not override the Council’s Standing Orders and Financial regulations.           

 

The Committee

  1. The Committee will be elected annually at the Annual Meeting of the Parish Council.

  2. The Committee shall have a maximum of seven members.

  3. An election of Chair and Vice Chair will be called every year to coincide with the first meeting of the Committee after the Annual Meeting of the Parish Council. They shall be appointed by election from and by the members of the Committee.

  4. At the same meeting, the Committee shall also elect a member to sit on the Finance and General Purposes Committee.

  5. Meetings will normally be held bi-monthly or as and when necessary.

  6. There will be a minimum of four meetings a year.

  7. The Committee will be quorate when four members are present. If not quorate, then the meeting cannot proceed. 

  8. Meetings shall be held in the Millennium Hall or other suitable public location designated by the committee.

  9. Meetings will either be minuted by the Clerk to the Council or another member of staff, or by a member of the committee, as appointed by the committee.

 

Role and responsibilities of the Committee

  1. To undertake a regular review of the overall state of the Parish Council’s Burial Ground, Play Areas and Playing Fields. For this purpose, Site Inspections will be held at least twice a year.

  2. To develop and monitor a maintenance regime for the Parish Council’s Burial Ground, Play Areas and Playing Fields.

  3. To ensure that safety checks are carried out on the Council’s play equipment regularly and to receive and review the safety inspection reports and liaise with the Clerk.

  4. To come up with ideas for improving and developing the Parish Council’s Burial Ground, Play Areas and Playing Fields and any other potential leisure facilities and amenities in the village.

  5. To obtain from residents of the village suggestions and ideas to improve the village amenities and to discuss and examine the feasibility of such ideas or suggestions.

  6. To produce a report for review at the Full Council meetings.

  7. To submit a detailed budget request to the council via the Finance and General Purposes Committee, as laid down in the Council’s Financial Regulations.

  8. To deal with other matters as requested from time to time by the Full Council, residents and users of the village amenities.

  9. To call a meeting of the Service Users on the Laburnum Drive Playing Field at least   annually, to be attended by a minimum of two committee members.

  10. To initiate or oversee any grant applications as and when required.

 

Powers of the Committee 

Within the powers of expenditure laid down in the Council’s Financial Regulations:

  1. To arrange for repair and maintenance to be carried out where and when necessary to the Parish Council’s Burial Ground, Play Areas and Playing Fields, including equipment.

  2. To raise urgent issues with the Clerk concerning any safety concerns.

  3. To submit all orders for work to be carried out through the Parish Clerk for prompt action.

 

Powers of individual members of the group

Individual members of the group shall be empowered to:

  1. Submit a request to the clerk to authorise emergency spending as necessary and as per approved council procedure to deal with repairs and maintenance issues requiring immediate action.  These issues are to be confined to those relating to safety and/or those required to prevent costly further deterioration.   

  2. On behalf of the Parish Council approach members of the public who are not following the guidelines for the use of the land or who are abusing the land and request that they cease the behaviour.

 

 

F.  Cherry Fields Committee (CFC)

Terms of Reference

These terms of reference are supplementary to and do not override the Council’s Standing Orders and Financial regulations.

 

The Committee

 

  1.  Five Parish Councillors will be elected annually to the Committee at the Annual Meeting of the Parish Council.

  2.  Up to five residents with relevant knowledge, experience and interests will be co-opted onto the Committee by the elected Councillors at the first meeting of the Committee after the Annual Meeting of the Parish Council.

  3. Parish Councillors will be elected annually to the Committee at the Annual Meeting of the Parish Council.

  4. There will be a minimum of eight members with a maximum of ten members.

  5. An election of Chair and Vice Chair will be called every year to coincide with the first meeting of the Committee after the Annual Meeting of the Parish Council. They shall be appointed by election from and by the members of the Committee. The chair shall be a Parish Councillor.  The Vice-Chair may be a councillor or non-councillor.

  6. At the same meeting, the Committee shall also elect a member who is a Councillor to sit on the Finance and General Purposes Committee.

  7. Meetings will normally be held bi-monthly or as and when necessary.

  8. There will be a minimum of four meetings a year.

  9. The Committee will be quorate when four members are present. If not quorate, then the meeting cannot proceed. 

  10. Meetings shall be held in the Millennium Hall or other suitable public location designated by the committee. They may also be held on site as necessary.

  11. Meetings will either be minuted by the Clerk to the Council or another member of staff, or by a member of the committee, as appointed by the committee.

 

Role and responsibilities of the Committee

  1. To advise and support the Cherry Willingham Parish Council (CWPC) regarding the continued development, ongoing management needs and use of the Cherry Fields (Cherry Pastures, Cherry Holt and access to the River Witham).

  2. To oversee the continued development and day-to-day management of the land and general maintenance including advising on and carrying out actions as identified from site safety checks.

  3. To continue to monitor the Masterplan for the development and use of Cherry Fields and suggest further refinements for agreement by CWPC.

  4. To monitor the agreed guidelines for the public use of the facility and suggest further revisions and additions as necessary, for agreement by CWPC.

  5. To identify any permissions needed to implement the Masterplan.

  6. To submit a detailed budget request to the council via the Finance and General Purposes Committee, as laid down in the Council’s Financial Regulations.

  7. To search for opportunities for grant funding and apply for appropriate grants when possible.

  8. To produce a report for review at the Full Council meetings.

  9. To take every opportunity to involve the community (either as individuals or organisations) in delivering the Masterplan and performing maintenance tasks.

  10. To monitor the use and condition of the land and taking steps (through the Parish Council Clerk where necessary) to make repairs or minimise hazards and implement day-to-day maintenance.


Powers of the Group

Within the powers of expenditure laid down in the Council’s Financial Regulations:

  1. To advise on specification for any commercial work required (to be contracted for through CWPC) 

  2. To hire equipment and purchase materials for use by volunteers in order to undertake project and maintenance work.

  3. To organise and support volunteers to assist in the general day-to-day running of the site, maintenance, repairs and development work.

  4. To organise and assist with community activity events on the Cherry Fields.

  5. To undertake advertising and publicity to promote the involvement of the community in delivering the work programme and raise awareness of the Cherry Fields as a community resource.

 

Powers of individual members of the group

Individual members of the group shall be empowered to:

  1. Submit a request to the clerk to authorise emergency spending as necessary and as per approved council procedure to deal with repairs and maintenance issues requiring immediate action.  These issues are to be confined to those relating to safety and/or those required to prevent costly further deterioration.

  2. On behalf of the Parish Council approach members of the public who are not following the guidelines for the use of the land or who are abusing the land and request that they cease the behaviour.

 

G.  Burials Support Group

Terms of Reference.

These terms of reference are supplementary to and do not override the Council’s Standing Orders and Financial regulations.

 

Terms of Reference

  1. The Burials Support Group will be a non-executive subsidiary of the Leisure and Amenities committee.

  2. The Burials Support Group will consist of 4 members; these are to be appointed at the beginning of a new council term (election).

  3. The Burials Support Group will meet as required, but at least once a year

  4. Meetings shall be held at the Millennium Hall or on-site as necessary. 

 

Role of the sub-committee

  1. To understand the procedures involved for the arrangement of a burial, what documents are required to be sent and received, to complete all legal requirements and complete the necessary register.

  2. To monitor the condition of the burial ground and to report all defects to the clerk.

  3. To produce reports for review at the Leisure and Amenities committee meetings as necessary.

  4. To deal with other matters as requested from time to time by the Leisure and Amenities committee.

 

Powers of the Committee 

  1. To complete all actions required for the arrangement of a burial in the absence of the Clerk.

  2. To raise urgent issues with the Clerk for dealing with.

  3. To raise issues with the Leisure and Amenities committee.

 

H.  Allotments Sub-committee of the VIC

Terms of Reference

These terms of reference are supplementary to and do not override the Councils Standing Orders and Financial regulations.

 

Terms of reference

 

  1. The Allotments Management Sub-committee will sit under the Village Improvement Committee (VIC).

  2. There will be a minimum of six members with a maximum of eight members.

  3. Five Parish Councillors will be elected annually to the Committee at the Annual Meeting of the Parish Council.

  4.  Up to three allotment holders will be co-opted onto the Committee by the elected Councillors at the first meeting of the Committee after the Annual Meeting of the Parish Council.

  5. An election of Chair and Vice Chair will be called every year to coincide with the first meeting of the Committee after the Annual Meeting of the Parish Council. They shall be appointed by election from and by the members of the Sub-committee. The chair shall be a Parish Councillor.  The Vice-Chair may be a councillor or non-councillor.

  6. Meetings will normally be held bi-monthly or as and when necessary.

  7. There will be a minimum of four meetings a year.

  8. The Committee will be quorate when four members are present. If not quorate, then the meeting cannot proceed. 

  9. Meetings shall be held in the Millennium Hall or other suitable public location designated by the committee. They may also be held on site as necessary.

  10. Meetings will either be minuted by the Clerk to the Council or another member of staff, or by a member of the committee, as appointed by the committee.

 

Role and responsibilities of the Committee

  1. To advise and support the VIC and through them the Cherry Willingham Parish Council (CWPC) regarding the continued development, ongoing management needs and use of the Allotments including the car park, access road and surrounding fences.

  2. To oversee the continued development and day-to-day management of the land and general maintenance including advising on and carrying out actions as identified from site safety checks.

  3. To continue to monitor the use of the site in general and suggest further refinements for agreement by the VIC.

  4. To continue to monitor the use of individual plots to ensure compliance with the tenancy agreement and report any unresolved issues to the VIC for resolution as necessary.

  5. To suggest modifications to the tenancy agreement as issues arise and forward to the VIC for consideration and incorporation into the tenancy agreement.

  6. To submit an annual detailed budget request to the council via the VIC Committee, as laid down in the Council’s Financial Regulations.

  7. To search for opportunities for grant funding and apply for appropriate grants when possible.

  8. To produce a report for review at the Full Council meetings.

  9. To take every opportunity to involve the allotment holders in delivering general improvements to the site and performing routine maintenance tasks.

  10. To monitor the use and condition of the land and taking steps (through the Parish Council Clerk where necessary) to make repairs or minimise hazards and implement day-to-day maintenance.

  11. To ensure that the activities of allotment holders does not adversely affect the use field by tenants of the remaining area of the field (eg horse owners with a grazing tenancy) . 


Powers of the Group

Within the powers of expenditure laid down in the Council’s Financial Regulations:

  1. To advise on specification for any commercial work required (to be contracted for through CWPC). 

  2. To hire equipment and purchase materials for use by volunteers in order to undertake improvements and maintenance work. This to include expenditure on fuel for mowers/strimmers/chainsaws etc as required for the maintenance of the site.

  3. To authorise payment to volunteers for use of tractors etc used to cut grass and move materials.

  4. To organise and support allotment holders and other volunteers to assist in the general day-to-day running of the site, maintenance, repairs and development work.

  5. To organise and assist with holding any open days to allow Cherry Willingham residents to access and view the site.

  6. To undertake advertising and publicity to secure replacement tenants as required and allocate vacant plots to new tenants.

  7. To answer routine questions from allotment holders but refer potentially contentious issues to the VIC for consideration or Full Council if necessary outlining the issue and options and make a recommendation as appropriate.


 

Powers of individual members of the group

Individual members of the group shall be empowered to:

  1. Submit a request to the clerk to authorise emergency spending as necessary and as per approved council procedure to deal with repairs and maintenance issues requiring immediate action.  These issues are to be confined to those relating to safety and/or those required to prevent costly further deterioration.

  2. On behalf of the Parish Council approach members of the public who are not following the guidelines for the use of the land or who are abusing the land and request that they cease the behaviour.

 

Fundraising Group

Terms of Reference

These terms of reference are supplementary to and do not override the Council’s Standing Orders and Financial regulations.

 

Terms of reference

Role

To source various funding opportunities for identified projects

To undertake advertising and publicity to promote the involvement of the community

 

Membership

CWPC Councillors, maximum of 7 to be elected annually at the annual meeting of the Parish Council

Volunteers from the parish with relevant skills

 

Accountability

  • The funding committee will sit under the Village Improvement Committee (VIC)

  • To produce a report for review to Full Council

 

Meetings

  • Chair to be a CWPC councillor and appointed at first meeting

  • All meetings to be held in the Millennium Hall or other suitable public locations

  • Meetings to be held as and when required

  • Minutes to be taken at all meetings

  • Meeting will be quorate with 3 members are present

 

Purpose of group

  • Develop and maintain a funding strategy for CWPC

  • Manage risks and opportunities

  • Discuss and access funding routes, values and availability

  • Investigate and co-ordinate bids and grants

  • Planned events to provide social, educational or psychological benefit to the community as well as raising funds for the Council

  • Any funds raised will be for an identified project

 

Finance

To have a small annual budget for venue hire or equipment.

May 2023