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Terms of Reference for all Committees

Terms of Reference for all committees



 

  1. Finance and General Purposes Committee

  2. Human Resources Committee

  3. Planning Committee

  4. Village Improvements Committee

  5. Leisure and Amenities Committee

  6. Cherry Fields Committee

  7. Burials Support Group

  8. Events & Fundraising Committee

  9.  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.

 

The Committee 

  1. The committee shall have a maximum of eight 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 from representatives of the following committees: Village Improvement, Leisure & Amenities, Human Resources, Cherry Fields, Fundraising  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:

  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. 

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

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

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

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

 

Powers of the committee:  

  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.

 

The committee: 

 

  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 seven members and must have three 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.

  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. 

Roles and responsibilities:

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

  2. 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.

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

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

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

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

  7. 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.

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

Powers of the committee:

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

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

NOTES

  1. Matters relating to complaints and grievances and any disciplinary procedures will be dealt with members of the HR committee (who are not  named or have any relation  to any person named in any complaint or grievance) and any appeals dealt with by 3 members from Full Council.

  2. Two members of the Human Resources committee 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.

  3. The Clerk will provide line-manager functions for the Admin Assistant including responsibility for day-to-day matters such as authorisation of holiday, sick leave and absence from work.

C.  Planning Committee

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. The chair shall be a Parish Councillor.  The Vice-Chair may be a councillor or non-councillor.

  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 councillor 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 three 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.  

 

Roles and responsibilities:

 

  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.

 

C.  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 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:

  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 before referring to Full Council

  8. The RFO/ Clerk to coordinate & manage  grant applications following the FC approval

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

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

  11. 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.

6.   Each committee is authorised to spend up to £1000 ex VAT per single purchase. (Standing 

      Order Section 17b)

 

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.


 

D. Burials Support Group

Terms of References

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

 

The group: 

 

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

  1. The Burials Support Group will consist of 3 members; these are to be appointed at the beginning of a new council term (election) to include a representative from the Leisure & Amenities committee.

  2. The Burials Support Group will meet as required and to support where needed.

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

 

Roles and responsibilities: 

  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 group:

  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.

 

E. Events & Fundraising Committee

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. CWPC Councillors, maximum of 8  to be elected annually at the annual meeting of the Parish Council

  2. Up to 8 co-opted members from the parish with relevant skills

  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. The chair shall be a Parish Councillor.  The Vice-Chair may be a councillor or non-councillor.

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

  5. Meetings to be held as and when required

  6. Minutes to be taken at all meetings

  7. Meeting will be quorate with five members are present

 

Roles and responsibilities: 

  1. To produce a report to Full Council

  2. To source various funding opportunities for identified projects

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

  4. To organise fundraising events.

  5. Develop and maintain a fundraising strategy for CWPC

  6. Manage risks and opportunities

 

Powers of the committee: 

  1. Discuss and access funding routes, values and availability

  2. Plan events to provide social, educational or psychological benefit to the community as well as raising funds for the Council

  3. Any funds raised will be for an identified project

  4. Each committee is authorised to spend up to £1000 ex VAT per single purchase. (Standing Order 17b)

  5. All personal information relating to individuals, stallholders, vendors, and charities — including PLI, email addresses, and other relevant details — will be securely held by the Clerk inline with Data Protection and GDPR laws.

  6. All payments and receipts will be managed direct through the proper officers

  7. All appropriate forms for each event will be completed

 

Powers of individual members of the group:

 

  1. Submit a request to the clerk to authorise emergency spending as necessary and as per approved council procedure.

All Terms of reference were reviewed at the May 2025 meeting

 

F.  Village Amenities 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

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

  • The Committee shall have a maximum of seven members.

  • A Chair and Vice Chair will be elected at the first meeting following the Annual Meeting of the Parish Council.

  • At the same meeting, the Committee shall elect one member to sit on the Finance & General Purposes Committee.

  • Meetings will normally be held bi‑monthly, or more frequently if required.

  • A minimum of four meetings per year will be held.

  • The Committee will be quorate with three members present.

  • Meetings shall be held in the Millennium Hall or another suitable public venue agreed by the Committee.

  • Minutes will be taken by the Clerk, another member of staff, or a committee member appointed for that purpose.

2. Roles and Responsibilities

2.1 Village Improvements, Property & Facilities

  • To undertake regular reviews of the condition and maintenance needs of all Parish Council property and facilities, including:

    • Millennium Hall

    • Burial Ground

    • Play Areas and Playing Fields

    • Tanfane

    • Allotments

    • Village street furniture

    • Rural footpaths

  • To develop, monitor and periodically review maintenance regimes for all assets within the Committee’s remit.

  • To ensure regular safety checks are carried out on play equipment and to review inspection reports with the Clerk.

  • To oversee the Emergency Planning (Resilience Plan) Working Party.

2.2 Development, Improvements & Community Engagement

  • To generate ideas for improving the village environment, amenities, leisure facilities and overall wellbeing.

  • To seek suggestions from residents and assess feasibility.

  • To call an annual meeting of Service Users for the Laburnum Drive Playing Field (minimum two committee members to attend).

  • To produce reports for review at Full Council.

  • To deal with matters referred by Full Council, residents, or users of village amenities.

2.3 Budgeting & Funding

  • To submit a detailed annual budget request to the Finance & General Purposes Committee.

  • To identify grant funding opportunities before referring proposals to Full Council.

  • The RFO/Clerk will coordinate and manage grant applications following Full Council approval.

3. Powers of the Committee

Within the expenditure limits set out in the Council’s Financial Regulations:

  • To arrange for repair, maintenance and improvements to:

  • Burial Ground

  • Play Areas and Playing Fields

  • Council street furniture (benches, noticeboards, signposts, etc.)

  • Rural footpaths

  • Council‑owned land and facilities

  • Trees that are CWPC owned

  • Gilberts Pond (Lady Meers)

  

 

  • To raise urgent safety concerns with the Clerk.

  • To submit all orders for work through the Parish Clerk for prompt action.

  • The Committee is authorised to spend up to £1,000 ex VAT per single purchase (Standing Order Section 17b).

  • Groups

    • Litter Picking Group

    • SpeedAwareness Group

4. Powers of Individual Members

Individual members are empowered to:

  • Request emergency spending via the Clerk for urgent repairs or safety issues requiring immediate action, in line with approved council procedures.

  • Approach members of the public who are misusing council land or facilities and request that inappropriate behaviour ceases if they are happy to do so.

5. Meeting Frequency & Reporting

  • Minimum of four meetings per year.

  • Reports submitted to the Full Council after each meeting or when required.