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here to view archived agenda’s and minutes of the Policy and
Finance Committee
Policy and
Finance Committee (P&F)
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Composition:
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Sixteen members
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Chairmanship:
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Chairman and Vice Chairman to be elected from the members of the
Committee at the first meeting in each Council year.
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Quorum:
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Seven members
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Meetings:
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Bi-Monthly
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Timing:
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6:30
p.m.
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Venue:
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Guildhall
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Reports to:
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Full
Council
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Remit:
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Policy Administration and Finances of the Town Council and to
work within the individual delegated authority budget.
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Terms of
Reference & Matters Delegated to the Committee:
1.
To consider such matters as may be delegated by the
Council from time to time.
2.
To review, from time to time, policy objectives
within the Committee’s Terms of Reference for consideration
by the Council.
3.
To prepare annual estimates and update a 5-year
forecast of income and expenditure of the Council on continuing
services and of payments on capital account for the next financial
year and to make a recommendation to the Council as to the precept
in time for its annual budget meeting each year.
4.
To regulate and control the finance of the Council
and to have charge of the financial and accounting arrangements of
the Council.
5.
To consider matters arising from the report of the
internal and external auditors and where considered necessary make
changes to the Council’s system of controls.
6.
To receive and approve schedules of
payments.
7.
To agree virements between approved budget
headings.
8.
To make recommendations to the Council on the use of
financial reserves.
9.
To make recommendations to the Council on capital
expenditure not already provided for in Council’s estimates
of expenditure for the current financial year.
10.
To consider grants to local organisations in
accordance with the Council’s adopted grants
policy.
11.
To undertake annually the risk assessment in
relation to the Council’s insurance cover.
12.
To insure against such risks as the Committee deems
necessary to cover.
13.
To make resolutions to the Council regarding the
promotion and expenditure on tourism.
14.
To make resolutions to the Council regarding the
Crime and Disorder Act 1998, following consultation with the
appropriate bodies.
15.
To make resolutions to the Council regarding town
twinning.
16.
To make resolutions to the Council regarding the
prosecution or defence of any legal proceedings.
17.
To make resolutions to the Council for the use of
powers to acquire by agreement, to appropriate, to dispose of
land.
18.
To make resolutions to the Council for the use of
its powers to promote a lottery.
19.
To make resolutions to the Council for the use of
its powers to accept gifts, including land.
20.
To make resolutions to the Council regarding the
future provision of civic regalia.
21.
To agree the use by any other organisation of the
Town Crest.
22.
To review the Standing Orders and Financial
Regulations on a regular basis and make recommendations to the
Council.
23.
To make recommendations to the Council regarding the
review of existing policy matters.
24.
The delegated power to keep all procedures under
active review.
25.
The delegated power to maintain the Council’s
eligibility for General Power of Competence.
26.
The delegated power to exercise the Town
Council’s powers to direct as to the custody of parish
property and documents.
27.
Authorisation of expenditure within the
Committee’s budget, provided that the payment is made from a
budget that is within the limits previously approved by the
Council. The Committee cannot commit or spend from future budgets
not confirmed or from future years. The virement of funds within
the P & F Committee’s total budget must be authorised by
the Council.
28.
The negotiation of tenders which do not fall within
the Terms of Reference of any other Committee and the acceptance of
tenders and supervision of contracted projects (provided
expenditure is within the budgetary provision) with the practical
implementation of the contract devolved to the appropriate
Committee.
29.
All aspects of Health and Safety that fall within
the remit of the Committee.
30.
Making recommendations to the Council on all matters
not within existing policy.
31.
Preparation and review of a plan for future
requirements within the scope of the Committee regardless of
feasibility.
32.
Monitoring the physical environment within the
Council’s area and carrying out improvements within budgetary
provision. To recommend to the Council any matters outside this
budgetary provision.
33.
The consideration of recommendations of sub-
Committees, working groups etc. under the control of the P & F
Committee.
34.
Consultation with other relevant bodies with similar
interests, including other Town Council Committees and Sub
Committees, and consideration of their recommendations.
35.
Matters not already delegated to the Town Clerk
which relate to the Town Council newsletter, websites, webcam,
publicity and press and social media releases.
36.
To consider such other matters of a general nature
not clearly falling within the Terms of Reference of any other
Committee referred either by the Council or the Town
Clerk.
37.
To draft, negotiate with the lessee/licensee terms
and conditions of leases/licences for all Town Council property and
land and submit resolution to Council.
38.
To consider the renewal of leasing/licensing
agreements and make proper resolution to Council if it is not felt
appropriate to continue such an agreement.
39.
To maintain the register of all Town Council
property and ensure and maintain its registered title at the Land
Registry.
Matters not
Delegated to the Committee:
1.
The consideration of new and reviews of consultation
and policy documents of other bodies and any other consultation
documents.
2.
Any matter falling within the remit of the Committee
which involves the introduction of a new policy or changes to
existing policy, future direction and strategy.