Committees' terms of reference

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Open Spaces, Burial Ground and Allotment Committee (OBA) Terms of Reference

1. The Open Spaces, Burial Ground and Allotment Committee(OBA) is purposed with the management of Parish Council managed open spaces, outside furniture, and equipment, and for arranging and organising outside events; subject to budget, expenditure and contractual limits decided by the full Council, and reporting back to full Council as required. The Committee’s remit includes the Parish Council’s Garden of Rest.

2. 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.

3. The Committee’s terms of reference shall be reviewed annually for approval at the annual meeting of the Parish Council or otherwise as required.

4. 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.

5. The Committee shall comprise of a minimum of five Parish Council members.

6. The Committee shall have a quorum of no less than three voting members.

7. The committee may seek advice from any other profession, the public, or anyone who may be able to assist the Committee in its proceedings.

8. Appointment of ‘non-Councillor’ co-opted member must be approved by resolution of Council.

9. The Committee shall hold meetings as required and these may be called at any time by the committee chair, or on the written request of two voting members of the committee.

10. Proper notices of meetings will be posted, with the correct period of notice given.

11. A note-taker shall be appointed in the absence of the clerk.

12. 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 Confidential matters will not be published.

13. The committee shall arrange weekly inspections of the Pavilion and Memorial Park; findings to be recorded on safety checklist forms. Members of the committee may also undertake inspections of the parks managed by the District Council should time permit.

14. Members of the committee shall report any health & safety issues to the clerk/admin asst. who will arrange for repairs/remedial work to be undertaken and take prompt action to ensure that equipment/area is made safe.

15. The chair of the committee shall liaise with the clerk/admin assist. in all matters/issues arising from safety inspections.

16. In the clerk’s/admin asst’s absence the chair shall arrange for repairs to be undertaken and will take action to ensure equipment/area is made safe.

17. Council Financial Regulations (section 4.5) allow up to £500 to be spent on ‘health & safety’ or ‘risk assessment’ issues without prior approval of Council.

18. The committee will forward weekly safety checklist forms to the clerk/admin assist. for filing with Risk Assessment documents.

19. Members of the committee are authorised to liaise with Members of the Football Club Management Committee concerning any issues that may arise from an inspection of the pavilion and playing areas.

20. An Annual Safety Inspection of any play equipment is to be carried out by a suitably qualified (ROSPA) Inspector.

21. The chair of the committee shall present a quarterly report to Council highlighting issues connected to the Memorial Park play area.

22. Any non-urgent recommendations made by the committee are subject to approval of full Council.

23. The committee will, within its agreed budgetary limits, authorise such expenditure as may be necessary for the effective operation of the Council’s cemetery.

24. The committee will annually review prices for cemetery services, making a recommendation for approval by the Parish Council.

25. The committee will, at least annually, review rules and procedures relating to the operation of the cemetery.

26. The Committee will use its best endeavours:

• to submit an annual budget for the approval of the October meeting of the Parish Council.

• to carry out or obtain any necessary risk assessments and method statements as and when required.

• 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.

• 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.

• to review allotment rules and regulations at least annually, recommending resolution for adoption by full Council.

• to seek quotes as appropriate following proper practice and in accordance with the Parish Council’s Financial Regulations.

27. 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.

28. 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.

29. All expenditure must be reported to the Parish Council at the next available opportunity.

30. The Committee must seek authority and resolution from full Council before committing the Parish Council to any major expenditure.