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Terms of Reference for Melton Parish Council – revised 2021

Full Council Uploaded on October 3, 2019

TERMS OF REFERENCE FOR COMMITTEES AND WORKING GROUPS (updated September 2021)

Planning and Transport Committee (incorporating revisions up to June 2021)

(A)              Purpose 

  1. To consider all planning applications affecting Melton submitted to the district council
  2. To decide if a particular application, due to its impact on the village, requires consideration by the full council
  3. To decide the appropriate response to the district council taking into consideration the impact on the residents of Melton
  4. To consider future rounds of consultation by the district council on the Local Development Framework and make recommendations to full Council
  5. To consider all matters relating to Public Transport and Highways
  6. To consider all aspects of a Neighbourhood Plan
  7. To consider all aspects of Affordable Housing
  8. To consider all aspects of Traffic & Transport
  9. To consider all matters relating to Bus Shelters in the village including those owned by the Council and also those provided by Suffolk County Council
  10. Management of the budget allocated to the Planning and Transport Committee
  11. To manage the committee communications within the Council Communications Strategy
  12. To consider matters relating to planning and transport arising from neighbouring towns / parishes which impact on Melton

(B)               Composition

Minimum of four Members, maximum of eight in addition to ex-officio Members unless the ex-officio Member is a substantive Member of the Committee in his / her own right

(C)                Meeting frequency 

Six weekly or as required

Finance, Employment and Risk Management Committee (incorporating revisions up to September 2021)

(D)                PURPOSE 

  1. To be responsible for the employment of council staff
  2. To provide contracts and other such documents as required by employment legislation
  3. To provide a staff appraisal system
  4. To agree salary levels for council employees
  5. To provide a Disciplinary Panel consisting of three members of the Finance, Employment and Risk Management Committee
  6. To provide an Appeals Panel consisting of one member from the Finance, Employment and Risk Management Committee not on the Disciplinary Committee and two other councillors who are not members of the Finance, Employment and Risk Management Committee
  7. Oversight of the internal financial controls including Internal Audit arrangements, including the appointment of the Internal Auditor
  8. To scrutinise any proposed in year changes to the budget and make recommendations on them to Full Council
  9. Provision of financial information to the full council
  10. To consider or review the banking arrangements in conjunction with the RFO and make recommendations for the approval of Full Council
  11. To enter into and review contracts for the provision of services to the council
  12. To enter into and review contracts for the provision of insurance services to the council
  13. To oversee the provision of council accommodation
  14. To make recommendations of expenditure from reserves
  15. To oversee the risk management of all council operations
  16. Raising of funds
  17. To consider all aspects of divestment/transformation
  18. Strategic management of the Council’s budgets
  19. To have oversight of financial aspects of new projects
  20. To consider applications for grants and to recommend allocations to full council
  21. To have oversight of the Council’s website and all communication channels

(E)               Composition

Minimum of five Members, maximum of nine in addition to ex-officio Members unless the ex-officio Member is a substantive Member of the Committee in his / her own right

(F)                Meeting frequency 

Six times a year

Recreation Committee (incorporating revisions up to June 2021)

(G)               PURPOSE 

  1. To consider, manage, promote and develop facilities on all Melton Parish Council land including the playing fields, pavilion, play equipment and tennis courts
  2. To manage and promote the woodland and trees on all Melton Parish Council land and to work with the Melton Tree Crew/Tree Warden to this end
  3. To manage and promote the footpaths and Rights of Way
  4. To act for the Council on planning matters relating to trees and Tree Preservation Orders
  5. To facilitate any special events, for example the Melton fete
  6. To consider recreational facilities for the community, especially young people
  7. To consider and manage the provision of litter, dog and grit bins in the village
  8. To manage the budget allocated to the Recreation Committee for the above
  9. To manage Committee communications in relation to all areas of Recreation

 (H)             Composition

Minimum of five Members in addition to ex-officio Members unless the ex-officio Member is a substantive Member of the Committee in his / her own right

  • Meeting frequency 

Six times a year

TERMS OF REFERENCE FOR BUDGET AND PROJECTS WORKING GROUP (Full Council decision 8 May 2019)

(J) Purpose

  1. Budget Working Group to be renamed Budget and Projects Working Group.
  2. To consider and make recommendations to Full Council in relation to budgetary expenditure and management.
  3. To co-ordinate on behalf of Full Council the preliminary tasks in relation to managing Community Infrastructure Levy (CIL) budgets and expenditure.
    • To agree and draw up a list of projects in priority order together with indicative budgets for discussion at Full Council.
    • It should be a principle that wherever it is possible to augment with / substitute grants for CIL grant funding that should be done.
    • Projects should as far as possible not only meet the criteria for CIL expenditure but should also deliver the greatest benefit to the community in the most economic and environmental way.
  4. Projects should be balanced across the Council’s areas of activity i.e.
    • Road safety, environment, infrastructure and transport
    • Recreation facilities
    • Community resources and community safety.
  5. Recommendations made by Budget and Projects Working Group will then go to Full Council which, following final decision-making on which projects shall go forward, will assign them either to sponsoring Committee(s) or a dedicated Project Working Group.

(K) Composition

  1.  Chairman of the Council
  2.  Vice-Chairmen of the Council
  3. Chairs of Committees
  4. Vice-Chairs of Committees
  5. Other Councillors who might wish to attend.

(L) Meeting frequency

As required