Allotment Committee Terms of Reference
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SUTTON BRIDGE PARISH COUNCIL
Adopted 28th June 2022
Minute : 22.157.03.ii
Allotments Committee
Terms of Reference
1. Membership of the Committee shall be reviewed at the annual meeting of the Parish Council or at other times as required. Appointment of any co-opted members is to be approved by resolution of the Parish Council.
2. The Committee’s terms of reference shall be reviewed annually for approval at the annual meeting of the Parish Council or otherwise as required.
3. The Committee shall appoint its own chair annually as the first item of business at its first meeting following the annual meeting of Council in May.
4. The Committee shall comprise of a minimum of five Parish Council members.
5. The Committee shall have a quorum of no less than three voting members.
6. The committee may seek advice from any other profession, the public, or anyone who may be able to assist the Committee in its proceedings.
7. The Committee shall hold monthly meetings excepting August and December, unless otherwise agreed.
8. Proper notices of meetings will be posted, with the correct period of notice given.
9. A note-taker shall be appointed in the absence of the clerk.
10. Draft minutes of a meeting shall be published at the earliest opportunity, subject to change at the next Committee meeting, or at the next Council meeting. Confidential matters will not be published.
11. Reports are to be made at each Parish Council meeting.
12. The Committee will use its best endeavours:
12.1. to submit an annual budget for the approval of the October meeting of the Parish Council.
12.2. to carry out or obtain any necessary risk assessments and method statements as and when required.
12.3. to undertake monthly inspections of the Council’s allotments completing checklist forms and submitting to the clerk/admin assistant for filing/action with risk assessment documents.
12.4. to review and make decisions on matters affecting individual allotment plots but shall not issue any notice to quit without first referring the matter to full Council.
12.5. to review allotment rules and regulations at least annually, recommending resolution for adoption by full Council.
12.6. to seek quotes as appropriate following proper practice and in accordance with the Parish Council’s Financial Regulations.
13. The committee is granted delegated authority to spend up to £1,000 on health and safety or risk assessment issues without prior approval of the Parish Council. To be reported and endorsed by the Parish Council before any further expenditure may be authorised.
14. The committee is granted delegated authority to spend up to £500 on matters relating to improvements to the Parish Council’s allotments. To be reported and endorsed by the Parish Council before any further expenditure may be authorised.
15. All expenditure must be reported to the Parish Council at the next available opportunity.
16. The Committee must seek authority and resolution from full Council before committing the Parish Council to any major expenditure.