Committee details

Policy and Finance Committee

Purpose of committee

Click here to view archived agenda’s and minutes of the Policy and Finance Committee

 

Policy and Finance Committee (P&F)

 

Composition:

Sixteen members

Chairmanship:

Chair and Vice Chair to be elected from the members of the Committee at the first meeting in each Council year. The serving Mayor will not be eligible for either of these positions.

Quorum:

Seven members

Meetings:

Bi-Monthly

Timing:

6:30 p.m.

Venue:

Guildhall or by a virtual platform under Covid 19 legislation   

Reports to:

Full Council

Remit:

Policy Administration and Finances of the Town Council and to work within the individual delegated authority budget.

 

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.

Membership