Authority

The Finance & Operations Committee is appointed by and is solely responsible to Perranzabuloe Parish Council (PPC). The Committee’s duties are defined and agreed by Full Council who may vote at any time to modify these.

Membership

  • There will be nine elected members (voting)
  • Members of the Committee are established at the Annual Parish Council Meeting
  • Only Councillors appointed by the Full Council are entitled to vote or move or second a motion
  • At its first meeting after the Annual Parish Council meeting, the Committee shall elect a Chair (per Standing Orders).
  • The Chair of the Council is an ex-officio member of the Committee (voting per Standing Orders)
  • Councillors appointed to the Committee must be willing to commit to undertake any relevant training as soon as they are elected to the Committee. PPC recognises that a stable membership of the Committee is desirable and as such membership of the Committee should be seen as a long-term commitment
  • Any member of the council is able to attend but it will be at the discretion of the Committee to allow members to remain when press and public are excluded.  This will be decided on a case-by-case basis.
  • Committee members mustundertake training relevant to the work of any committee on which they sit.  Chairs and Vice Chairs must undertake Chair training.  The “Responsibilities of a Chair/Vice Chair document” must also be adhered to.

Quorum

Quorum will be five members.

Frequency of meetings

Scheduled meetings once per month, usually on the first Monday of the month.

Public Participation

There will be a public participation item at meetings of the Committee. Each member of the public will be allotted a maximum of three minutes each and the total amount of time for the session shall not exceed 15 minutes. This will be the only item on the agenda on which the public can participate. A member of the public is anyone that is not a member of the committee or ex officio.

Record of meeting

Written minutes will be taken to record the Committee’s decisions and will be noted at a following Full Council meeting.

Review of terms of reference

The Committee may review their terms of reference annually and make recommendations to Full Council.

General terms

  1. That powers be exercised in accordance with any policy adopted or resolutions made by PPC.
  2. That powers be subject to the PPC’s Standing Orders and Financial Regulations (any expenditure over £5,000 to be ratified at Full Council).
  3. That any proposal which involves any change in the existing policies already approved by PPC shall be submitted to Full Council for approval.
  4. Implementation of Committee decisions rests with the Parish Clerk.
  5. Work with other relevant committees as appropriate on certain cross-committee issues
  6. Urgent/emergency issues may be dealt with as they arise by the Parish Clerk in consultation with the Chair of the Committee.
  7. All members will attend training relevant to the work of the Committee as identified & provided by PPC.

Delegated powers

  1. To manage PPC’s property regarding refurbishment, repairs, compliance with regulations, related insurance and legal matters and other issues with regard to any buildings and car parks owned or leased by PPC, not including any structures which another Committee has delegated powers to manage.
  2. To spend, within PPC budgets and in accordance to PPC guidance, on the above.
  3. To ensure that PPC and its Committees make decisions, take actions and carry out projects with full regard to the protection of its property and further, will make suggestions so that the functioning of PPC will improve its property holding.
  4. To oversee the strategic devolution of services and assets including the library as directed and resolved by PPC, including power to negotiate terms with partner organisations, and to spend – within budgets – on such items as necessary for transfer of services.
  5. To establish working groups from its membership for specific time-limited tasks as required.
  6. To respond on behalf of PPC to consultative processes on matters within the committee’s remit.
  7. To oversee PPC’s finances, receive regular financial management reports and make appropriate recommendations to Full Council
  8. To participate in budget discussions as part of Full Council budget setting process for the purposes of forecasting and recommending budgets for each financial year.
  9. To receive reports from property and devolution related groups as appropriate.
  10. To consider new PPC policies before ratification by Full Council.
  11. To approve grants under £1,000. Any grants over £1,000 that are not unanimously resolved, to go to Full Council.
  12. To consider such matters as may be delegated by PPC from time to time.

Next review: May 2027.