SNAPE WITH THORP PARISH COUNCIL

TERMS OF REFERENCE FOR THE

SNAPE PLAYING FIELD DEVELOPMENT COMMITTEE

(this refers to the area to the south of the playing field pitch and equipment area)

STATUTORY POWERS

1.       By virtue of sections 101 and 102 of the Local Government Act 1972 the Council may arrange for the discharge of any of its functions by one or more Committees or Sub-Committees to be appointed by the Council for the purpose, or by its Officers.

2.       Whereas the Council or a Committee may lawfully delegate any function to an Officer of the Council, it is not lawful to delegate a function to any individual Member of the Council, including the Chair of Committees.

INDEMNITY

3.       The Council shall indemnify Members of Committees and Officer acting bona-fide in the exercise of delegated powers in any case where proceedings may be brought against them in respect of any acts done by them in the proper discharge, or the purported discharge, of functions delegated to them.

COMPOSITION AND TERM OF OFFICE

4.         The committee will comprise the Chairman of the Parish Council in ex-officio capacity; 2 x parish councillors; and up to 5 additional members who have indicated a willingness to volunteer to be part of this Committee.  (The Council Chairman is not obliged to attend the meeting but when in attendance will have a voting seat).

5.         The term of office will last for 12 months (in accordance with the council’s Standing Orders).  The Committee will commence as soon as possible and thereafter the committee will be appointed at the Annual Meeting of the Council held in May.

QUORUM

6.         The Committee shall not be entitled to act unless a quorum of at least four people to include 2 Councillors are in attendance at a meeting of the Committee.

CONVENING OF MEETINGS

7.         The Committee is an arm of the parish council and meetings must be convened and held in accordance with requirements laid down in the Local Government Act 1972.  All meetings will be open to members of the press and public (unless the business to be transacted is deemed to be prejudicial to the public interest). 

MINUTES     

8.         Minutes will be kept and will be filed in a separate book. 

            The Committee will be responsible for ratification of its own minutes copies of which will then be given to the full council for information only.

VOTING POWERS

9.         All members of the committee will be able to vote on all issues concerning management of the Playing Field (non councillors enabled via legislation to do so where the purpose is the management of land or buildings).

CODE OF CONDUCT

10.       It is required that where non councillors are appointed to a voting seat on a council committee, they will sign a declaration that they will abide by the Council’s current adopted Code of Conduct.  A copy of the adopted Code of Conduct will be given to non councillor committee members.

CHAIRMAN

11.       At the first meeting of the Committee following the Annual Meeting of the Council in May, the Committee will appoint a Chairman.  Where a casual vacancy arises in the office of Committee chairman, the clerk will ensure that the vacancy is considered at the next suitable Committee meeting.

TERMS OF DELEGATION

12.       The committee will be delegated to administer and manage the Snape Playing Field in conjunction with the Clerk.  In the first instance the following must be presented to the Full Council within the first 6 months:

• A fully costed and timed plan of the changes proposed; and
• The expected and/or secured sources of funding as no funding is available from the Parish Council towards these changes; and
• Maintenance plans and costs to ensure that no additional requirements will be placed on the Parish Council; and
• Plans for local Health and Safety Checks so that no additional requirements will be placed on the Parish Council.

It will be the Council’s decision whether or not all or parts of these plans can proceed.

13.       The Council is devolving full power to the Committee to do anything that is reasonably and practicably necessary for the safe and efficient administration and management of the facility.

14.       The Committee is enabled to manage the Playing Field Development budget, once established via fund raising and related spend but will only work within the budget as agreed by the full council each year.

15.       Where expenditure or investment over and above the budget is required, this shall be referred to full council for consideration.

16.       Major works outside of the budget shall be referred to full council for consideration.

17.       Any applications for grant shall be referred to full council for consideration.

18.       Full council shall have responsibility for dealing with the insurance policy renewal each year.

19.       Where the Clerk advises that an issue should be put before full council for consideration, this advice will be heeded by the Committee and given due consideration.

SECRETARIAT SERVICES

20.       The Clerk will be responsible for secretariat to the Committee as part of her contractual duties.  The Clerk should be present at every Committee meeting.

URGENT MATTERS

21.       In the case of matters requiring an immediate or speedy decision in the interests of the efficient and effective discharge of any of the committee’s functions the Clerk shall be authorised, in consultation with the Committee Chairman or in the absence of the chairman, at least two members of the Committee, to exercise or authorise the exercise of that function up to the limit as defined in the Parish Council’s Financial Regulations.

22.       A report of the action carried out pursuant to the authorisation contained in above shall be made to the next meeting of the Committee for formal endorsement and recording in the minutes.

GENERAL

23.       The exercise by the duly appointed Committee of functions of the Council within the terms of reference and delegation arrangements shall be subject to:-

1. The financial policies of the Council as formulated from time to time;
2. The Standing Orders of the Council;
3. Any other direction of the Council in relation to the exercise of delegated functions.

24.       A copy of these Terms of Reference will be given to all Councillors and Committee members.

DRAFT – to be adopted at the next meeting of the Snape with Thorp Parish Council

8 December 2021