ToR PP and R 2024

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

TERMS OF REFERENCE

PROPERTY, POLICY & RESOURCES 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 Property, Policy & Resources Committee is constituted as a standing committee of
Hellesdon Parish Council. It is appointed by and is solely responsible to the Council to
1 make decisions in respect of council owned property held within Hellesdon
and the parish on non parish council owned land (on H/Way land - grit bins etc))
subject to budget and expenditure limits.
2 to deal with financial policies
3 to advise and recommend to full council in respect of Council Operational Policies
4 to determine and deal with the general financial resources of the Council
The Committee duties are defined and agreed by the full council which may resolve, at any
time, to modify the Committee’s powers.
5 Responsibility for approving Section 106 and CIL payments for projects and assets with
RECOMMENDATIONS to go to the Full Parish Council.
6 to review the replacement and upgrade of all IT equipment

Hellesdon Parish Council
Terms of Reference
Property, Policy & Resources Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
Membership
The committee will be made up of 7 members of the council, the committee will be made up
of 7 members of the council. These will include the Chairman of all committees, plus other
appointed members to bring to membership to 7.

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 to 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 by the Clerk to the Council 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 consider and put forward to the full council proposals for any improvements,
developments or any capital expenditure when requesting funding for the following
financial year.
2. To lead on and approve quotes for all aspects of maintenance and replacement works
the responsibility of the committee in accordance with adopted financial regulations
3. To consider all committees proposed annual budgets, concurrent funding and precept
requirements and to prepare the annual budget for recommendation to the full
council
4. To regularly monitor income and expenditure and to make any recommendations to
the full council

5. To consider financial policies

6. To consider the Internal Control of the Council and to make recommendations to the
full council
7. To deal with and control the general revenue financial resources as listed in Cost
Centre 6 of the annual budget
8. To review and determine the Council’s Insurance arrangements

Hellesdon Parish Council
Terms of Reference
Property, Policy & Resources Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
 9. To guide and advise on the Council’s banking arrangements
10. To guide and advise the full council generally in respect of Operational Policies
11. To secure the implementation of any measures agreed by full council following the
external auditor report
12. To ensure the proper management of all property owned by Hellesdon Parish Council
• On parish council owned land
• on non parish council owned land
and to be responsible for the strategic and routine maintenance of such property
13. To be responsible for the Council’s Financial Reserves Management
14. To consider and determine donations to organisations in line with the Council
donation policy
15. To consider and determine all grant applications to organisations in line with the
Council grants policy
16. To lead on Council projects relating to Hellesdon Parish Council owned property and
approve works relating to this

Standing Items for Ordinary Meetings
First meeting –
• to set dates of committee ordinary meetings
• to consider the financial statement summarising the council’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 council’s receipts and
payments for the first (April – June) financial quarter
• to consider previous financial year’s budget allocations with actual amounts
• to address capital projects as identified in the budget the responsibility of the
committee.

Third meeting –
• to consider the financial statement summarising the council’s receipts and
payments for the second (July – September) financial quarter
• to consider the committee budget for recommendation to the Full Council for
approval

Budget meeting –
• to consider, for recommendation to Full Council, the budget and precept for
the next financial year
• to review the Financial Reserve Management of the council for
recommendation to the Full Council.

Fourth meeting –

Hellesdon Parish Council
Terms of Reference
Property, Policy & Resources Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
• to consider the financial statement summarising the council’s receipts and
payments for the third (October – December) financial quarter
• to consider the Statement of Internal Control and review of its effectiveness
for recommendation to the Full Council

Hellesdon Parish Council
Terms of Reference
Property, Policy & Resources Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025