Committee Terms of Reference

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:

Finance            4 per year
Staffing            4 per year
BOSA               4 per year
Hall & Streets 3 per year
Racing             1 per year.

Agendas and Minutes – Will be issued 3 clear working days before each meeting and Minutes circulated within one week.

FINANCE COMMITTEE

Purpose of the Finance Committee – The Committee will act on behalf of the Parish Council in respect of all aspects of finance, budgeting and risk assessment whilst adhering to the Parish Council’s legislation and guidance.

Membership – Composed of the Chair of each committee. The previous Chair will be entitled to stay for the following year. Other members may be co-opted if they are a Vice Chair of a committee and have been nominated. The Committee will be made up of Council members only. The Committee will consist of not less than 3 members and not more 6.

Key Responsibilities of the Committee – The Committee, in consultation with the RFO, will ensure proper account practices are followed and compliance with Financial Regulations and audit requirements whilst ensuring best practice in providing value for money. 

Operational Responsibilities – The Finance Committee will have the following duties and shall be empowered, within the current structure, to:

a)   Budget for the Council’s administration requirement and then manage and control spending in line with the budget approved at Full Council;

b)   Budget for the Council’s spending on other matters for which no other Committee has responsibility, including Section 137, and manage and control spending from this budget during the year;

c)   Collate budgets from other Committees, negotiate adjustments, and recommend a total budget to Council in December each year;

d)   Monitor overall financial matters on a quarterly basis and the use of reserves against the approved budget for the Council;

e)   Ensure the appropriate level of Internal Audit is undertaken;

f)    Ensure that a Risk Assessment is completed annually and a Risk Register is maintained;

g)   Ensure that the Council’s Asset Register is monitored and updated annually;

h)   Monitor the Council’s overall compliance with the Financial Regulations adopted by the Council, thus, ensuring the sound and open governance of financial matters and actions taken in the name of the Council;

i)    Review the Financial Regulations at least every 3 years to ensure fit for purpose;

j)    Make recommendations where necessary to the Council following a periodic ‘fit for purpose’ review of governance to include Standing Orders, Committee’s Terms of Reference, Code of Conduct, Risk Management, Complaints Procedure, Freedom of Information Policy and any other policies as deemed appropriate;

k)   Report on Committee meetings at Full Council meetings, identifying any specific issues for further action by the Council.

l)    Manage any issues referred to the Committee by the RFO.

STAFFING COMMITTEE

Purpose of the Staffing Committee – The Committee will act on behalf of the Parish Council in respect of all aspects of staffing and ensure adherence by the Parish Council to all employee legislation and guidance.

Press and Public – May not be admitted to these meetings as “In accordance with s1 (2) of the Public Bodies (Admission to Meetings) Act 1960 the Press and Public be excluded from the meeting during consideration of these items due to their confidential nature”.

Key Responsibilities of the Committee – The Committee is formed to ensure the Council complies with the requirements of employment law and follows best practice in providing good working conditions for staff, including health and safety.

Operational Responsibilities – The Staffing Committee will have the following duties and shall be empowered, within the current structure, to:

a)   Recruit and select replacement staff, with the exception of the post of Parish Clerk/Responsible Financial Officer (‘RFO);

b)   Recruit and short-list applicants for the post of Parish Clerk/RFO. The successful short-listed applicants to be interviewed by an Interview Panel appointed by the Council. A recommendation from the Interview Panel will be submitted to the Council to ratify the appointment of Parish Clerk/RFO;

c)   Make a recommendation to Council for the procedure for assessment after the completion of the probationary period for new employees;

  • Conduct an assessment of the employee’s performance and suitability for the role after completion of the probationary period of a new Parish Clerk/RFO;
  • Deal with any staff disciplinary matter in accordance with the Council’s Disciplinary Procedure. The Staffing Committee to elect a Staffing Appeal Committee (who are not members of the Staffing Committee). The Staffing Appeal Committee to report its final decision to the Staffing Committee;
  • Deal with any staff grievance in accordance with the Council’s Grievance Procedure;
  • Review contracts, staffing policies and procedures;
  • Consider and implement any changes which are required to comply with employment law, health and safety law and terms and conditions of service;
  • Approve requests within the training budget for skills, personal development and health and safety training requirements;
  • Review job descriptions, person specifications, staff establishment (including promotion or re-grading, redundancies and fixed term contracts) and to approve all contracts of employment for existing posts;
  • Consider and recommend pay awards and payroll management to Council;
  • Review staff pension arrangements and make recommendation to Council where appropriate;
  • Manage long-term sickness and incidents at work in line with the Council’s Absence Management Policy;
  • Work to determine the staffing levels necessary to efficiently discharge the work required by the Council and to review the workloads periodically and to make any necessary recommendations in respect thereof to Council;
  • Ensure that all staff have an annual appraisal;
  • Ensure that the Parish Clerk has everything required for managing other employees;
  • Ensure that the Council is kept up to date with developments in employment law via specialist HR support;
  • Be aware of sources of expert advice on employment matters and to ensure that the Council uses such sources when there is any doubt about good employment practice;
  • Undertake training identified from time to time to support their role as the Council’s Staffing Committee; and
  • Manage any issues referred to the Committee by the Council.
  • Manage any issues referred to the Committee by the Clerk.

Burials Open Spaces and Allotments (BOSA) COMMITTEE

Purpose of the BOSA Committee – The Committee will act on behalf of the Parish Council in respect of all aspects of Burial, Open Spaces and Allotments and ensure adherence by the Parish Council to all legislation and guidance.

Key Responsibilities of the Committee – The Committee is formed to ensure the Council complies with the requirements of risk assessment and governance of the Burials (both open and closed cemeteries) and Public Open spaces. Allotments are run by the Allotment society which will have an LPC representative on the Committee.

Operational Responsibilities – The BOSA Committee will have the following duties and shall be empowered, within the current structure, to:

a)   Monitor the following open spaces belonging to the Parish Council:- the Recreation Ground – Mill Lane, Eastbury Furze Playground, Old Cricket Field Skate Park and Open Space.

b)   Ensure that inspection sheets be completed by the Clerk/Assistant Clerk weekly during summer and fortnightly in the Winter.

c)   Initiate any new facilities within the open spaces eg: Play areas. The costs of any new facilities are to be within the annual agreed budget.

d)   Liaise with the Parish Clerk to ensure that they are fully aware of the committee’s requirements as to work to be carried out in the open spaces and is in receipt of all quotations for such work to be carried out.

e)   In consultation with the RFO the Committee shall monitor and ensure that expenditure is in line with the budgets approved by the Council.

f)    Ensure annual safety inspections are carried out to meet legal requirements for the above spaces. The Parish Council currently carries out inspections twice a year.

g)   Review the Burial Ground fees annually and submit any proposed amendments by a month agreed by all concerned

h)   Review the Burial Ground regulations periodically and submit any proposed amendments to full Council.

i)    Consider the medium/long term development of the Burial Ground and to keep the Full Council informed so that appropriate financial planning can be put in place.

j)    Liaise with the Clerk as to the maintenance of the Closed Churchyard burial grounds St James (closed section), St Luke’s and St Michael and All Angels)

k)   Liaise with the Clerk to ensure that they are fully aware of the Committee’s requirements as to work to be carried out in the Burial Ground and/or Closed Churchyard is in receipt of all quotations for work to be carried out.

l)    Ensure that all work to be carried out in the Burial Ground and Closed Churchyard is within the annual agreed budget.

m) Review Health and Safety Assessment in respect of memorial stones

n)   Liaise with the representative of the Parochial Church Council as appropriate

o)   Recommend improvements as necessary within the budget

p)   To act as the liaison body between the Parish Office and the Allotment holders/Allotment Association with regard to starting/terminating existing allotment agreements. To be regularly updated on current Waiting lists.

q)   Keep records of all burials and interment of ashes and their locations

r)   Liaise with funeral directors appertaining to all internments

s)   Ensure that the relevant documentation is received 72 hours in advance

t)    Complete the registrar of deaths paperwork

u)   Facilitate the purchase of all plots

v)   Organise annual tree inspections and five yearly topple testing of gravestones

w)  Annually review the rules and fees.

x)   Overseeing of the grass cutting contracts

y)   Overseeing of the gravedigging contract

z)   Overseeing the maintenance of the MOU area (West Berkshire Council)

aa) Dog bins

HALL & STREETS

Purpose of the Hall & Streets Committee – The Committee will act on behalf of the Parish Council in respect of all aspects of maintenance, risk assessment, and letting of the Memorial Hall as well as streetlights (maintenance and upgrades), the Friday Market and Salt bins.

Key Responsibilities of the Committee – The Committee is formed to ensure the Council complies with the requirements of governance and risk assessments.

Operational Responsibilities – The Hall & Streets Committee will have the following duties and shall be empowered, within the current structure, to:

a)   Monitor the guidance on village halls and ensure legal compliance.

b)   Arrange PAT Testing of electrical goods, fire extinguisher annual testing and annual boiler service.

c)   Initiate any new facilities within the Memorial Hall, streetlighting, street furniture or salt bins.  The costs of any new facilities are to be within the annual agreed budget.

d)   Liaise with the Clerk to ensure that the Clerk is fully aware of the committee’s requirements as to work to be carried out and is in receipt of all quotations for such work to be carried out.

e)   Monitor and ensure that expenditure is in line with the budgets approved by the Council, in consultation with the RFO.

f)    Review the Hall rental fees annually and submit any proposed amendments by a date agreed by all concerned

g)   Review the Market stall holder fees annually and submit any proposed amendments by a date agreed by all concerned

h)   Review the Memorial Hall rental regulations periodically and submit any proposed amendments to full Council.

i)    Consider the medium/long term development of the Memorial Hall and to keep the Full Council informed so that appropriate financial planning can be put in place.

j)    Liaise with the Clerk as to the maintenance of equipment

k)   Ensure all work to be carried out in the Memorial Hall is within the annual agreed budget.

l)    Review Health and Safety Assessment and annual risk assessments.

m)  Ensure Hall user forms are collected and saved, according to GDPR restrictions.

n)   Maintain a key log – record of key holders.

o)   Maintain all plaques on the Memorial Hall.

p)   Ensure adherence to the Council’s policies regarding Memorial Hall use and access.

q)   Ensure annual CCTV maintenance is undertaken.

r)   Ensure the CCTV policy is adhered too.

s)   Select CCTV operators and ensure training in the use of the CCTV is undertaken.

t)   Maintain a register log of access to the CCTV system and ensure the secure location of the log.

u)   Review costs for CCTV footage annually.

v)   Ensure adherence to the latest guideline regarding CCTV footage and legal compliance with GDPR.

w)  Ensure streetlights are maintained and in working order and upgraded when they become obsolete (within budget restrictions).

x)   Ensure reporting of out of order streetlights is promptly undertaken.

y)   Ensure a list of salt bins is maintained and consider requests for new salt bins.

z)   Grit bins

RACING Committee

Purpose of the Racing Committee – The Committee will act on behalf of the Parish Council in respect of all aspects of Racing Liaison and ensure adherence by the Parish Council legislation and guidance.

Key Responsibilities of the Committee – The Committee is formed to ensure the Council maintains a working relationship with the Racing industry. This is a liaison committee which ensures that local Racing concerns are addressed and discussed before proposals are put before the Parish Council.

Operational Responsibilities – The Racing Committee will have the following duties and shall be empowered, within the current structure, to:

  1. Ensure maintain of horse tracks – Old Cricket Field and Faulke Walwyn Way.
  2. Manage joint ownership of the horse crossing lights (including maintenance costs) at the Old Cricket Field with West Berkshire Council and Jockey Club Estates
  3. Request and collect the Winter Salting levy
  4. Review additions/removal of roads to be salted and then put those suggestions to a Full Parish Council committee meeting for agreement.

Document Control Information
Document owner: Lambourn Parish Council
Version number: V1
Approval Date: 6 October 2021
Approved By: Full Council
Review cycle: Annual
Previous Version: none

Skip to content