Terms of Reference for Committees/ Working Parties

Finance and General Purposes Committee

Finance and General Purposes Committee – Terms of Reference

 

1. Purpose

The Finance and General Purposes Committee is established under Section 101 of the Local Government Act 1972, which allows a local council to delegate its functions (except those required by law to be exercised by the full council). The Committee exists to manage and oversee the financial and administrative affairs of Thimbleby Parish Council and to ensure continuity of council operations when the Full Council is inquorate, or when urgent decisions are required that are not reserved to a meeting of the Full Council. The Committee provides a lawful mechanism for ensuring the effective continuation of council business in accordance with statutory obligations.

 

2. Membership

  • The Committee shall comprise all members of Thimbleby Parish Council.
  • The quorum for meetings shall be two (2) members, in line with Schedule 12, Paragraph 28(3) of the Local Government Act 1972.
  • The Chair of the Parish Council shall serve as the Chair of the Committee.
  • In the absence of the Chair, members present shall elect one of their number to preside, as permitted by Schedule 12, Paragraph 12(1) of the Local Government Act 1972.

 

3. Meetings and Notice

  • The Committee is not required to meet in any civic year, and shall be convened only as needed.
  • Meetings will usually be convened with five clear days' notice, in accordance with Standing Orders.
  • Meetings may be called by the Chair of the Council, the Clerk to the Council, or any two members of the Committee.
  • The agenda, summons, and notice shall be published on the Parish Council noticeboard and website, as required under the Public Bodies (Admission to Meetings) Act 1960 and Local Government Transparency Code 2015 and emailed or delivered to all members of the committee.

 

4. Delegated Authority

Under Section 101 of the Local Government Act 1972, the Committee is delegated authority to act on behalf of the Parish Council in all lawful matters not specifically reserved to the Full Council by law, including but not limited to:

  • Preparation and monitoring of the annual budget.
  • Approval of financial payments and scrutiny of income/expenditure.
  • Oversight of contracts, assets, and procurement.
  • Recommendation of financial policies and procedures.
  • Management of risk, audit, and compliance frameworks.
  • Consideration of general administrative matters not otherwise allocated.

 

5. Matters Reserved to the Full Council

The following matters are reserved by law to the Full Council and may not be delegated to a committee, under the Local Government Act 1972, Local Audit and Accountability Act 2014, and other statutory instruments:

  • Setting the annual precept (Local Government Finance Act 1992, Section 41).
  • Approval of the Annual Governance and Accountability Return (AGAR) (Accounts and Audit Regulations 2015, Regulation 12).
  • Co-option of councillors to fill casual vacancies (Local Government Act 1972, Section 89).
  • Adoption or amendment of Standing Orders and Financial Regulations.
  • Borrowing of money (Schedule 1 of the Local Government Act 2003).
  • Acquisition or disposal of land or property (Local Government Act 1972, Section 126 & 127).
  • Appointment of the Chair and Vice-Chair of the Council
  • Any matter which, by statute or the Council’s Standing Orders, must be determined by the Full Council.

 

6. Meeting Conduct and Public Access

  • Meetings of the Committee shall be open to the public, in accordance with the Public Bodies (Admission to Meetings) Act 1960, Section 1(1).
  • The Committee may resolve to exclude the press and public for part of a meeting when confidential or sensitive matters are to be discussed, under Section 1(2) of the same Act, where publicity would be prejudicial to the public interest.

 

7. Minutes

  • Minutes shall be taken by the Clerk to the Council or, if unavailable, a designated note-taker.
  • The minutes will be approved at the next meeting of the full Council and published in accordance with the Local Government (Access to Information) Act 1985 and Transparency Code 2015.

 

8. Review

These Terms of Reference shall be reviewed annually at the Annual Meeting of the Parish Council, or at any other time by resolution of the Full Council, in accordance with Standing Orders and statutory guidance.