Authority

The Public Spaces & Services 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 PPC 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. The Council 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 PPC can 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 must undertake 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 three members.

Frequency of meetings

Scheduled meetings once per month, usually on the second 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 the 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 PPC’s Standing Orders and Financial Regulations.
  3. That any proposal which involves any change in the existing policies already approved by PPC shall be submitted to PPC 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 and provided by PPC.

Delegated powers

  1. To monitor and manage the maintenance of the parish, including beaches and dunes, parks and greens, Cligga Headland, leisure and recreation areas, allotments and others within the ownership or jurisdiction of PPC.
  2. To spend, within PPC budgets and accordance to PPC guidance on above activities.
  3. To bring forward future projects for public spaces management and any other such issues within the Committee’s remit.
  4. To approve requests for events in open spaces owned by the PPC.
  5. To consider such matters as may be delegated by PPC from time to time.
  6. To manage PPC’s small structures regarding refurbishment, repairs, compliance with regulations and other issues with regard to any smaller items owned or leased by PPC such as benches, bus shelters, noticeboards and others, not including any structures which another Committee has delegated powers to manage
  7. To monitor and manage the maintenance of the parish, including street cleaning and bin emptying, footpaths, cycleways and weed treatment, street lighting and others within the ownership or jurisdiction of PPC.
  8. To spend, within PPC budgets and accordance to PPC guidance
  9. To establish working groups from its membership for specific time-limited tasks as required.
  10. To respond on behalf of the PPC to consultative processes on matters within the committee’s remit.
  11. 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.
  12. To liaise with other committees where relevant on specific issues
  13. To bring forward future projects for management and any other such issues within the Committee’s remit.

Next review: May 2027.