16th October 2024

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Administration, Finance & Projects Committee

Terms of Reference

Administration, Finance and Projects Comittee

Incorporating Grants Panel, s106 Funding WP, Town Building Refurbishment WP & Pavilion WP

Description:

  • The Administration, Finance and Projects committee develops and monitors the income and expenditure of the Council, preparation of accounts, audit of accounts and financial controls. They manage financial risk, banking arrangements, investments and compliance with the Council's financial regulations, formal policies, standing orders, strategies and governance documents when deemed necessary making recommendations to the Council for approving/amendments or changes.

Membership:

  • Membership is a minimum 8 members.
  • The first order business at the first meeting of the committee after the Annual Town Council meeting will be to elect a chairman.
  • A member of the Council must be chairman.
  • A member of the Council can only hold one chairmanship of a Council committee.

Meetings:

  • Bi-Monthly to be held 1st Tuesday at 7pm. (this may differ in the event of a bank holiday).
  • The first order business at the first meeting of the committee after the Annual Town Council meeting will be to elect a chairman.
  • Extraordinary meetings of the committee will be called as required by the chairman in consultation with the Clerk.
  • A record of activities and decisions taken by the committee will be recorded in the Minutes.
  • Minutes of the committee will be submitted to the Town Council at the next meeting.
  • The Clerk/Deputy Clerk is responsible for acting on the decisions of the committee as directed.
  • Extraordinary meetings of the committee will be called as required by the chairman in consultation with the Clerk.

Quorum:

  • Three committee members required for decision making purposes.

Delegated Authority:

  • None

Responsibilities:

  • To oversee and review on behalf of the Council any contractual or expenditure commitments for a matter within its remit that is within approved budgets.
  • To oversee the use of funds held in any earmarked reserve provided that "use" in this context shall include spending funds, committing funds to future expenditure.
  • Oversee aspects of the financial administration of the Council including arrangements for the preparation of accounts, audit of accounts, it's system of financial controls and their effectiveness, the management of financial risk, banking arrangements, investments and the preparation of and compliance with the Council's Financial Regulations.
  • Oversee the Council's formal policies, Standing Orders, strategies and governance documents, undertaking periodic reviews of these and when deemed necessary making recommendations to the Council.
  • Oversee any legal proceedings in the name of the Council and when deemed necessary and make recommendations to the Council.
  • Consider and respond to financial recommendations made by committees.
  • To oversee the renewal of loans and insurance.
  • To manage health and safety policy and issues.
  • Oversee Council business of a legal nature including the acquisition or disposal of any freehold or leasehold interests in land, the conduct of any dispute, claim or proceedings of any kind.
  • Overseeing the management of the Council's assets, save for those included within the remit of any other committee, the Council's insurance needs and arrangements.
  • Reviewing the Council's subscriptions annually or at such other intervals as are thought fit and determine renewals or cancellations of them.
  • Overseeing the management of the Council's office functions including the Information Service, IT hardware and software, the Council's website and official social media accounts, data protection policies and arrangements, publication scheme and freedom of information responsibilities.
  • To oversee and review any changes which are required to comply with Employment Law, Health & Safety Law and Terms and Conditions of Service.

Accountability:

  • All decisions apart from the delegated power(s) will require a recommendation to go to Town Council for ratification.

Restrictions:

  • Any member of the committee can declare a non-pecuniary interest and they will not have to withdraw from the room. The member may remain in the meeting, speak, and vote on the matter unless to do so would compromise their impartiality obligations or any other obligations set out in the code of conduct.
  • Any member of the committee can declare a pecuniary interest and will be required to withdraw from the room and/or abstain from voting as appropriate.

Review arrangements:

  • Appointment of the committee will be considered at the Annual Town Council meeting which may decide to alter, amend or dissolve the committee as required.

Last updated: Thu, 10 Oct 2024 12:32