Committee structure

Full Council

Terms of Reference

 

Town Council

 

The following matters shall be reserved for decision by the Town Council, but the

appropriate Committee(s) may make recommendation for the Council’s  consideration:-

 

·         The Precept;

 

·         Borrowing money;

 

·         Making, amending or revoking Standing Orders, Financial Regulations, Duties and Powers of Proper Officer provisions;

 

·         Making, amending or revoking By-laws;

 

·         Making of Orders under Statutory Powers;

 

·         Matters of principle or policy and adoption of Council Policy.

 

·         Consideration of comments and recommendations made by the Internal or External Auditor.

 

·         Nomination or appointment of representatives of the Town Council on any authority, organisation or body, (except approved conferences or meetings);

 

·         New powers or duties;

 

·         Prosecution or defence in a Court of Law;

 

·         Nomination or appointment of representatives of the Council to any enquiry on matters affecting the Town;

 

·         Receive Reports and recommendations referred to the Town Council from the various Committees/Sub-Committees;

 

·         Authorise the sealing of various documents with the Common Seal;

 

·         To appoint representatives on outside bodies or joint bodies;

 

·         To confirm the appointment of the Town Mayor/Deputy Town Mayor;

 

·         To confirm the schedule of meetings of the Town Council/Committees/Sub-Committees for the ensuing year.

 

·         Any other matters not delegated to a Committee or Sub-Committee or referred to the Council by Committees or Sub-Committees.

 

Asset Management

Asset Management Committee

 

The Asset Management Committee is responsible for matters relating to all Assets owned by the Town Council. This includes the Town Hall, Assembly Hall, Grounds Maintenance, Street Furniture, Public Toilets, and all Council Land.

 

1.         Membership

 

Nine elected Members.

Invited officers relevant to the management of Assets, who will have no voting rights.

 

2.         Delegated Business

 

The Committee has been delegated to deal with the following matters to conclusion:

 

2.1.      To consider and resolve issues relating to the administration and maintenance of the Town Hall, Assembly Hall and all other properties owned by the Town Council, all public owned spaces, play areas, allotments and closed Churchyard

 

2.2.      To maintain existing bus shelters and street furniture and consider provision of new items where necessary within approved budgets

 

2.3.      To manage and lead the process of redeveloping the Assembly Hall

 

2.4.      Review project management of King George V Playing Field and make regular reports to F&A Committee

 

2.5.      Review all budget lines and monthly accounts for all Assets listed, managing relevant budget lines allocated. Regular reports to F&A

 

2.6.      Maintain the asset register and ensure it is regularly updated

 

2.7.      Have oversight of the fabric of the buildings also and the use of the building and the profitability/business case for said use

 

3.         Referred Business

 

To consider and make recommendations to the Town Council on the following matters:

 

3.1.      Budget estimates, to be prepared no later than September each year and submitted to the F&A Committee

 

3.2.      Any other matters referred to the Committee by the Town Council

 

3.3.      All matters referred by the KGV Sub-committee

 

Community Development

Terms of Reference

Community Development Committee

 

The Community Services Committee will be responsible for matters relating to all events staged, managed or involved with in relation to the Town. This will involve the preparation and management of event planning and gaining relevant permissions required.

 

1.         Membership

Seven elected Members.

Invited officers and volunteers to enable events to be run, who have will have no voting rights.

 

2.         Delegated Business

 

The Committee has been delegated to deal with the following matters to conclusion:

 

2.1.      All community events

2.2.      Community activities

2.3.      CCTV

2.4.      Marketing and Promotion

2.5.      Business Support such as Car Parking refunds

2.6.      Civic Awards

2.7.      Review all budget lines and monthly accounts for all events

2.8.      Prepare regular reports to the Asset Committee

 

3.         Referred Business

 

To consider and make recommendations to the Town Council on the following

matters:

 

3.1.      Budget estimates, to be prepared no later than September each year and submitted to the Asset Committee

3.2.      Any other matters referred to the Sub-Committee by the Asset Committee

 

KGV Sub Committee

King George V Playing Fields Sub-Committee

 

The Committee will meet to consider updates and proposals for the management of the King George V Playing Fields improvement programme, including the management of the installation of the Splashpad and the refurbishments of toilet blocks and the Pavilion. To also consider improvements to Play Areas.

 

1.         Membership:  Seven elected Members

 

2.         Delegated Business

 

The Committee has delegated authority to deal with the following matters within the allocated budgets approved by Council:

 

2.1       Development Plan of King George V Playing Fields:

2.1.1    To be responsible for recommending to Council key decisions and actions required in relation to the capital investment in King George V Playing Fields.

 

2.1.2    Approving and monitoring funding sources and mechanisms to assist with various elements of the King George V Playing Fields Masterplan.

 

 

2.2       Refurbishment of Pavilion

2.2.1    To be responsible for recommending to Asset Management key decisions and actions required in relation to the refurbishments of the public toilets or the Pavilion.

 

2.2.2    Approving and overseeing the delivery of any relevant service strategies which affect

          The refurbishments or running of the public toilets

          The refurbishment and future running of the pavilion

          The future of any of the existing leases operating with King George V Playing Fields.

 

2.2.3    Approving and monitoring funding sources and mechanisms to assist with various initiatives or projects specifically relating to any facilities within King George V Playing Fields.

 

 

2.3       Manage the installation of the Splashpad

 

2.3.1    To be responsible for receiving reports on the progress of the Splashpad and highlighting any areas of concern to Asset Management. 

 

2.3.2    Approving and overseeing the delivery of any relevant service strategies which affect the installation or running of the splashpad.

 

2.3.3    Approving and monitoring funding sources and mechanisms previously outlined in relation to the Splashpad.

 

3.         Budget

 

4.1       To prepare, scrutinise and monitor the budget for the sub-committee.

4.2       Delegated authority to spend a sum not exceeding £501,000, (£504,568.96) excluding any additional external funding, on the improvements to King George V Playing Fields in line with council resolutions.

 

4.         Referred Business

 

To consider and make recommendations to the Town Council on the following matters:

 

          Budget estimates to be prepared no later than September each year and recommended to the Finance & Administration Committee.

          Any other matters referred to the sub-committee by the Asset Management committee.

HR Sub Committee

HR Sub Committee

Reporting to Full Council

 

The HR Sub Committee is responsible for all staffing matters for the Council and includes all

training and development matters, including for elected Members. The Sub Committee will also be responsible for all Health and Safety issues and the relevant required annual risk assessments and prepare for Full Council.

 

1.         Membership

Mayor and Deputy Mayor, Chairs of Finance and Administration, Planning, Property & Amenities and Community Services

 

2.         Delegated Business

The Committee has been delegated authority to deal with the following matters

to conclusion:

 

2.1.      To advertise and arrange interviews for the appointment of a Town Clerk and make recommendations Full Council about said appointment

2.2.      To carry out the Town Clerk’s staff appraisal and agree objectives

2.3.      To agree and arrange training requirements for staff and Councillors within the agreed budget

2.4.      To consider, and bring to a final conclusion, any matters of grievance or discipline as outlined by the policies contained in the Staff Handbook applicable to all members of staff employed by the Town Council

2.5.      To discuss with the Town Clerk, and staff concerned, any issues relating to staffing levels and re-grading, pay levels and staffing structures and make decisions

2.6.      To receive and note annual and other appraisals and be the point of contact for any appeal

2.7.      To deal with any complaints made against the Town Council in accordance with the Council’s Complaints Procedure

2.8.      To deal with any staff complaint concerning the Town Clerk

2.9.      To deal with any staff matters referred by the Town Clerk

2.10.    To ensure that the Council complies with Health and Safety issues including the annual risk assessment procedure

2.11.    Any other personnel matters delegated by the Town Council

2.12.    Provide oversight that all (required) staff have been appropriately safeguard-checked if they work with children or vulnerable adults

2.13.    Approve content of Staff Handbook

 

3.         Referred Business

 

3.1       To interview for senior staff appointments and make decisions where appropriate

3.2       To receive updates on staff requirements and significant changes job descriptions

Finance & Admin Commitee

Finance and Administration Committee

Terms of Reference

 

The Finance and Administration Committee manages the Town Council’s budgets to ensure all

expenditure is authorised where necessary and income is collected. The Committee also holds responsibility for all Grants issued and policy matters.

 

1.         Membership Nine elected Members.

 

2.         Delegated Business

 

The Committee has delegated authority to deal with the following matters to conclusion:

 

2.1.      All financial matters which have been delegated by Council

2.2.      Monthly Management Accounts

2.3.      To receive reports of paid invoices for goods and services

2.4.      Draft budget for submission to Full Council for decision

2.5.      To set up such Sub-Committees and Working Groups as necessary

2.6.      Specific matters referred by the Town Council

2.7.      Allocation of grants within the agreed criteria and budget of the Town Council

2.8.      Agree and manage maintenance contracts and budgets for all services

2.9.      To act as a Tender Committee as and when necessary and to report the outcome of any tendering procedure to Full Council

2.10.    Receive updates /amendments to Policy Documents, Standing Orders, Financial Regulations and Terms of Reference from the Town Clerk for consideration and onward approval by Full Council. This includes all necessary legislation updates

2.11.    Monitor and report on the performance of the Town Council in meeting the objectives set out in its Corporate Plan

2.12.    Receive petitions and deputations from members of the public or any organisation.

 

3.         Referred Business

 

The Committee will consider and make recommendations to the Town Council on the following matters:

 

3.1.      All matters of policy

3.2.      Budget estimates to be prepared no later than November each year

3.3.      Review the performance of the Town Council in meeting its obligations, Corporate Plan and internal objectives on a quarterly basis

3.4.      Review Income and Expenditure within the Budget estimates approved by the Town Council and make necessary recommendations on a quarterly basis.

3.5.      Any other matters referred to the Committee by the Town Council which is not otherwise within the Finance and Administration Terms of Reference

Economic Development & Planning

Economic Development and Planning Committee

 

The Committee will meet to consider all planning applications in the town.

Comments will be sent to Wiltshire Council as part of their consultation procedure. The aim is to use guidance contained in the National Planning Policy Framework, Planning Law, Wiltshire Council’s Core Strategy, Policy and Periodic Planning Guidance notes to preserve and enhance the town’s character, whilst encouraging its commercial and social vitality. It will also consider the contents and desires laid out in the emerging Neighbourhood Plan and emerging Local Plan.

 

Where appropriate, planning applications submitted in the Parish of Melksham Without may also be discussed and commented on if relevant to the Town Council.

 

Highway issues raised for the Community Area Transport Group (CATG), Emergency Planning and Flood Plans will also be managed by this Committee

 

1.         Membership:  Nine elected Members

 

2.         Delegated Business

 

The Committee has delegated authority to deal with the following matters to conclusion:

 

Planning

 

2.1.      At meetings to consider all planning applications sent for consultation by Wiltshire Council

2.2.      To comment on behalf of the Town Council on planning applications having due regard to Town Council policy

2.3.      To delegate the power to the Town Clerk in discussion with the Town Mayor or Deputy Town Mayor, to make recommendations to Wiltshire Council on minor revisions to applications for which there is insufficient time to call a planning committee meeting. The exercise of this power should be consistent with established practice and policy of the committee, where defined, and shall be reported to the next planning committee meeting

2.4.      To deal with requests for street naming

2.5.      To deal with consultation requests for street trading licences

2.6.      To deal with any matters pertaining to the Licensing Act 2003

2.7.      Refer all Highway Issues through the relevant portal for the Community Area Transport Group

2.8.      Develop and manage all Emergency Plans

2.9.      Rights of Way and Footpath matters

2.10.    Equipment within the area of its responsibilities and not under the control of any other committee.

2.11.    Receive petitions and deputations from the general public or any organisation.

3.         Economic Development

 

3.1       To be responsible for recommending to Council key decisions and actions required in relation to the economic development of the town.

 

3.2       Approving and overseeing the delivery of any relevant service strategies which affect

 

          economic development

          investment in the town centre

          to oversee and implement the town centre visioning exercise

          approving the establishment of external partnerships where they are relevant to the economic development of the town

 

3.3       Approving and monitoring funding sources and mechanisms to assist with various initiatives, projects and actions within the remit of economic development

 

4.         Budget

 

4.1       To prepare, scrutinise and monitor the budget for the committee.

4.2       Delegated authority to spend a sum not exceeding £10,000.00 from the General Reserve for projects which the committee believes will support the economic development of the Town.

 

5.         Referred Business

 

To consider and make recommendations to the Town Council on the following matters:

 

5.1.      Any other matters referred to the Committee by the Town Council

5.2.      All Planning applications of a major strategic nature

5.3.      Consultations on any strategic plans produced by the Principal Authority, Wiltshire Council, such as Boundary Reviews, Local Development Framework, Local Plans or any such documents relevant to the Town

Town Hall & Assmebly Hall Sub Commitee