6 – Finance and Policy Committee

Terms of reference and delegation: Finance and Policy committee 

Adopted by Council 26th June 2017

Minimum of 6 Members of Council (consisting of Mayor, Deputy Mayor, chairmen and vice chairmen of Leisure Services Committee, Community Services Committee, Development and Planning Committee and the immediate past Mayor.)                                                                                                                                                                                                                Quorum = 3
Function of the Council and Delegation of Function 

1. All delegated functions as set out in the Terms of Reference and Delegation of Council
• Committee

2 Strategy and Policy

2.1 To advise the Town Council in formulating its objectives and priorities and in establishing programmes. To recommend such steps as are necessary to achieve objectives.
• Committee

2.2 To overview all policies of the Council and recommend changes or additional policies.
• Committee

2.3 To advise the Council on the development and review of  governance documents
• Committee

3 Performance & Business Management

3.1 Without detracting from the duties and responsibilities of  other Committees, to review the effectiveness of the whole  of the Council’s organisation, its standards and levels of
service.
• Committee to make recommendations to Council and advise other committees. Operational Management to Town Council Manager

3.2 To be responsible for monitoring the performance of  the Council.
• Committee to overview Operational Management to Town Council Manager

3.3 To monitor the progress of the Capital Programme.
• Committee Town Council Manager to determine underlying  Action & Project Plans

3.4 Approval of Corporate Business Plan
• Committee

4 Quality & Integrated Management System

4.1 To promote efficiency, value for money and an  integrated approach to management.
• Strategic overview to Committee Operational management & approval of operational
procedures to Town Council Manager

4.2 To oversee the formal administration of any adopted integrated management systems, risk management and quality self-assessment programmes
• Strategic overview to Committee
Operational management to Town Council Manager Committee for approval of Business and Financial risk assessments.

4.3 To promote customer care and equality in service delivery and access.
• Strategic overview to Committee Operational management to Town Council Manager

5 Resources

5.1 To oversee and direct the use of financial and technological resources of the Council.
• Committee for strategic overview Operational Management to Responsible Financial Officer (RFO), & other officers in accordance with Financial Regulations. Strategic advice by Town Council Manager

6 Finance
Under the direction of the Council:

6.1 To be responsible for the overall management and control of the finances of the Council.
• Committee for strategic overview RFO & Town Council Manager in accordance with Financial Regulations and for operational management

6.2 To monitor the Council’s capital and revenue budgets.
• Committee/ RFO in accordance with Financial Regulations.

6.3 Approval of variation, overspend, and virement in accordance with Financial regulations
• Committee, Town Council Manager & RFO in accordance with Financial Regulations

6.4 To make recommendations to the Council on Budget & Precept requirements, having considered proposals by other committees.
• Committee
Town Council Manager/RFO to prepare draft Budget & Budget Report

6.5 To monitor the level of Council income/expenditure compared with approved Estimates
• Committee, but to keep Council informed

6.6 To advise on the financial implications of proposed new policies or development of existing policies including sources of revenue, or situations where proposed
expenditure or identified income reduction is not contained in Budget.
• Committee

6.7 To advise Council on borrowing policy, investment & treasury management
• Committee with advice from RFO and accountant.

6.8 The policy management of the Council’s financial resources- in particular capital funds, repairs and renewals fund. To regularly monitor the performance of all funds invested.
• Committee, Town Council Manager/RFO

6.9 To determine policy and supervise the Council’s insurance arrangements.
• Town Council Manager for renewal & operational matters and minor changes in cover.
Committee for tendering & significant changes of cover raising premium by more than 15%.

6.10 To supervise the Council’s banking arrangements.
• RFO Authorised signatories to authorise Mandate Tenders to be at discretion of committee, but change of bank to be ratified by Council.

6.11 To be responsible for all matters related to the full range of financial and accountancy functions.
• Strategic overview to Committee Operational management to RFO/Proper Officer.

6.12 Approval of all fees and charges
• Committee following advice from appropriate committees

6.13 To control the collection of revenues, consider reports on outstanding debts due to the Council and to undertake recovery To recommend to Council the writing off of irrecoverable amounts.   • Committee in accordance with Financial regulations

6.14 To issue orders for work, goods & services.
• Committee/Town Council Manager/ RFO in accordance with Financial Regulations Other officers as approved Budget holders if set out at the end of this Terms of Reference. Exemption from Financial Regulations reserved to Council.

6.15 To approve all security arrangements of the Council in respect of computers and financial issues.
• Committee/Town Council Manager in accordance with Financial Regulations

6.16 To authorise investments and debt repayment in accordance with the Council’s Policy
• Committee

6.17 To authorise all leasing arrangements for the acquisition of vehicles, plant and equipment within approved budget.
• Committee/Town Council Manager in accordance with Financial Regulations

6.18 To review the Financial Regulations annually and to advise Council on the regulation and control of the Council’s finances
• Committee

7 Grant Scheme
7.1 To administer the Council’s Grant Scheme in accordance with Policy.
• Committee for Strategic Overview Operational Management to Town Council Manager

7.2 To approve grants up to £5000 and to recommend to Council grants in excess of this
• Committee

7.3 Any Venue fee concessions in accordance within Policy
• Town Council Manager in consultation with Chairman & Vice Chairman of Committee

7.4 To advise Council on the formulation and amendment of its Grants Policy
• Committee

8 Information Technology Services

8.1 To oversee the use of information and other technology in support of the Council’s business and service commitments.
• Operational Management to Town Council Manager
Strategic Overview to Committee & Contracts within approved budget.

9 Procurement

9.1 To co-ordinate and oversee the Council’s Corporate Procurement and advice it on policy.
• Committee for strategic overview Town Council Manager for operational management in accordance with Financial Regulations, Standing orders for Contracts & Procurement Policy

10 Communications / Public Relations and Marketing

10.1 To co-ordinate and promote access to Council services and public information and to advise Council on a Communications & Marketing Policy
• Strategic overview to Committee.
Delegated authority within policy and budget – Operational management to Town Council Manager

10.2 To promote the public face of the Council through the management of public and media relations.
• Strategic overview to Committee – Operational management to Town Council Manager

10.3 To promote implementation of the Council’s policies in respect of corporate marketing and communication.
• Strategic overview to Committee – Operational management to Town Council Manager

10.4 To advise Council on adoption of a publicity Code and Information & Data Protection Policy.
• Strategic overview to Committee – Operational management to Town Council Manager

10.5 To approve the content of the Annual Report and other publicity material relating to policies, responsibilities and outcomes of the Council.
• Committee – Town Council Manager for routine press releases and literature

11 Audit

11.1 To ensure that an adequate and effective system of internal control is in place to secure the integrity of finances and to approve the annual internal audit
terms of reference.
• Committee – Town Council Manager to support with operating procedures

11.2 To receive, approve and action interim audit reports.
• Council to receive external & internal audit reports and respond to recommendations. Committee to advise and determine response
to interim internal audit Proper Officer/RFO to advise on response with advice from accountant as appropriate.

11.3 To administer and advise Council on matters of Data Protection, Access to Information, Freedom of Information and Transparency.
• Strategic overview to Committee
Policies reserved to Council Operational management to Town Council Manager

12 Emergency Planning

12.1 To recommend a Town Emergency Plan to Council and lead in its implementation.
• Committee – Operational management to Town Council Manager

NB. Any actions delegated to the Town Council Manager/Proper Officer may in his/her absence be undertaken by the Responsible Financial Officer, after seeking advice if appropriate, if the matter cannot wait until the
Town Council Manager’s return.
Any actions delegated within these Terms of Reference, Financial Regulations or Standing Orders for
Contracts to the Responsible Financial Officer may in his/her absence be undertaken by the Proper Officer.

Next revision May 2019