ToR Community Cafe Committee 2024

Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk

TERMS OF REFERENCE

HELLESDON COMMUNITY CAFE COMMITTEE

Responsibilities specific to all committees:

     •   To be responsible for compiling the committee annual budget
     •   To present and obtain approval for the committee annual budget from Full Council
     •   To monitor committee functions and expenditure
     •   To assess and budget for future maintenance, replacement or upgrading of items for
         which the committee is responsible
     •   To set dates for ordinary meetings
     •   If a particular item under discussion is within the Committee’s delegated powers, the
         minutes will record the decision as RESOLVED. If not, then the minutes will record
         the decision as agreed to RECOMMEND and it will then be brought to the attention
         of the full council for decision following presentation of the Committee draft
         minutes.

Responsibilities specific to this committee:

Authority
The Community Cafe Committee is constituted as a standing committee of Hellesdon Parish
Council. It is appointed by and is solely responsible to the Council to
1. keep a general oversight of the community cafe
2. make decisions in respect of the running of the Community Cafe subject to budget and
expenditure limits.
3. report to the council staffing and equipment needs
4. to identify required improvements, developments and capital projects and make
recommendations to Full Council
The Committee duties are defined and agreed by the full council which may resolve, at any
time, to modify the Committee’s powers.

Hellesdon Parish Council
Terms of Reference
Hellesdon Community Cafe Committee
Reviewed – May 2024
Next Review – May 2025
 Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk

Membership
Membership will be made up of six councillors.
All other councillors will be substitutes for this committee, and will be called upon on a party
basis by the member who cannot attend.

In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex officio
capacity they may nominate the Vice Chairman as a substitute.

Quorum
The committee quorum shall be no fewer than three members.

Frequency of Meetings
The Committee will meet at least four times during each civic year and will publish these
meetings in advance as ordinary meetings. The ordinary meetings to consider committee
general items and standing items in accordance with set timetable. A further meeting will be
held in December of each year to consider, for recommendation to Full Council, the budget
and precept for the next financial year. Additional meetings will be set as required.

Record of Proceedings
Written minutes will be taken to record the Committee’s decisions and recommendations and
will be circulated to all Councillors for the next Full Council meeting.

Delegated Powers
1. To keep under review the service provision of the Community Cafe
2. To identify and submit to the full council proposals for any improvements,
developments or any capital expenditure when requesting funding for the following
financial year.

3. To set agree menu and pricing structure

4. To regularly monitor income and expenditure of the community cafe

Hellesdon Parish Council
Terms of Reference
Hellesdon Community Cafe Committee
Reviewed – May 2024
Next Review – May 2025
 Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk

Standing Items for Ordinary Meetings

   •   First meeting –
   •   to set dates of committee ordinary meetings
   •   to consider the financial statement summarising the café’s receipts and
       payments for the final (Jan – March) financial quarter and the year to date

Second meeting –
• to consider the financial statement summarising the café’s receipts and
payments for the first (April – June) financial quarter
• to consider previous financial year’s budget allocations with actual amounts

Third meeting –
• to consider the financial statement summarising the café’s receipts and payments for
the second (July – September) financial quarter
• to review pricing
• to consider items for the committee budget for the following financial year

Budget meeting –
• to consider, for recommendation to Full Council, the budget and precept for
the next financial year

Fourth meeting –
• to consider the financial statement summarising the café’s receipts and payments for
the third (October – December) financial quarter

Hellesdon Parish Council
Terms of Reference
Hellesdon Community Cafe Committee
Reviewed – May 2024
Next Review – May 2025