Membership – Each Committee will comprise of a minimum of 3 elected members of the Council and the Clerk or the Assistant Clerk.
Quorum – The quorum of the Committee shall comprise 3 elected members of the Council.
Voting – Only the Councillors of the Committee may vote and participate at a meeting. In the case of an equal vote the Chair shall have a second or casting vote.
Interests – If a member has a personal interest as defined by the Code of Conduct adopted by the Parish Council, then they shall declare such interest as soon as it becomes apparent, disclosing the nature and extent of the interest as required.
N.B. If a member who has declared an interest, then considers the interest to be prejudicial, they must withdraw from the room during consideration of the agenda item to which the interest relates.
Procedure – At the first meeting following the Annual Council Meeting the Committee shall, before proceeding to any other business, elect a Chair and Vice Chair who shall hold office for one year.
Meeting Duration – The Committee meeting will be for a maximum of 2 hours, with any unfinished business being taken at the beginning of the next meeting. In exceptional circumstances the meeting may be extended with a vote taken by Members.
Minimum Number of Meetings per annum:
BOSA 4 per year
Plenary: As Required
Delegated Authority: Emergency Expenditure
Purpose of Delegation
To allow the committee to respond promptly to urgent matters involving “repairs, public safety risks, or unforeseen incidents” that require immediate financial commitment, in circumstances where waiting for the next full council meeting would pose unacceptable delays.
Scope of Authority
The Committee is authorised to:
Approve and authorise “unbudgeted expenditure up to a maximum of £1,000 per incident” where:
• The expenditure is required to address an “urgent repair”, or
• There is a “risk to public health, safety, or welfare”, or
• There is a requirement to “prevent further damage or loss” to council property or assets.
Conditions of Use
This delegation may only be exercised when:
• The urgency of the matter would not reasonably permit delay until the next full Council meeting.
• The Clerk and Responsible Financial Officer (RFO) have been consulted and support the expenditure.
• Two Committee members (including the Chair or Vice-Chair, if available) approve the expenditure in writing (e.g., via email or signed form).
• All payments must be compliant with the Council’s Financial Regulations, including procurement thresholds and VAT rules.
Limits
• Maximum delegated amount: £1,000 per single incident.
• Total cumulative delegated spend per financial year under this authority: £5,000.
• Any expenditure exceeding these limits must be referred to the full Council.
Reporting Requirements
All decisions made under this authority must be reported to the next full Council meeting, including:
• Nature of the emergency.
• Amount spent and supplier details.
• Justification for urgency.
• Approval documentation.
Review
These terms and the use of this delegated authority shall be reviewed annually at the Annual Meeting of the Council
The Council reserves the right to amend or revoke the delegation at any time.
Agendas and Minutes – Will be issued 3 clear working days before each meeting and Minutes circulated within one week.
Document Control Information
Document owner: Lambourn Parish Council
Version number: V1.1
Approval Date: 07 May 2025
Approved By: Full Council
Review cycle: Annual
Date of next review: 2026