MANAGEMENT COMMITTEE – TERMS OF REFERENCE

Membership

CYNGOR CYMUNED DINAS POWYS COMMUNITY COUNCIL

Management Committee

Terms of Reference

Membership

6 Members

Chair of each Committee, plus Chair of Council, plus member(s) representing minority parties.

The elected Chair of DPCC will be the Chair of the Management Committee. Should the Chair of Council also be chair of another DPCC Committee, then the Vice Chair of that Committee will sit on the Management Committee as a proxy.

Purpose of the Committee

The Management Committee is established to ensure the affairs of the Community Council are properly administered and to oversee and review all matters relating to staffing.

With plenary powers to consider and to make observations (if any) thereon;
To ensure the affairs of the Council are properly administered;
To establish and keep under review the staffing structure in consultation with the Finance Committee.
To address low-level internal complaints as referenced in the Local Resolution Protocol
To draft, implement, review, monitor and revise policies for staff.
To establish and review salary pay scales for all categories of staff and to be responsible for their administration and review.
To oversee the recruitment and appointment of staff.
To arrange execution of new employment contracts and changes to contracts.
To establish and review performance management (including annual appraisals) and staff training programme.
To oversee any process leading to dismissal of staff (including redundancy).
To keep under review staff working conditions, and health and safety matters.
To monitor and address regular or sustained staff absence.
To make recommendations on staffing related expenditure to the Finance Committee.
To consider any appeal against a decision in respect of pay.
To consider a grievance or disciplinary matter (and/or any Appeal).
To supervise and performance manage the Clerk’s work, to administer his/her leave requests, record and monitor his/her absences and handle grievance and disciplinary matters and pay disputes.

FINANCE & GENERAL PURPOSE COMMITTEE – TERMS OF REFERENCE

Membership

8 Dinas Powys Community Council Members

Purpose of the Committee

The Finance & General Purposes Committee is established to ensure the financial affairs of the Community Council are properly administered including:

To make arrangements for the proper administration of the financial affairs of the Council.
To submit, for the approval of the Council, recommendations concerning the allocation of financial resources to Committees and the precept required therefore, having taken into account the recommendations of Committees.
To authorise applications to Government departments or elsewhere for sanction to the borrowing of money.
To consider recommendations for expenditure from Committees not otherwise empowered to incur such expenditure.
With delegated powers to consider applications for financial assistance.
With delegated powers to accept tenders/quotations.
To authorise legal proceedings for the recovery of monies owing to the Council.
To examine from time to time the Standing Orders of the Council and to recommend any revision required to the Council.
To authorise finances in relation to the employment of persons by the Council.
With delegated powers to respond to all consultation exercises in respect of matters within the Committee’s terms of reference where there is insufficient time to recommend a response to the Council for approval.
To consider and resolve matters not within the remit of any other Committee or where, on the grounds of urgency, it is deemed expedient that a matter be discussed prior to the next ordinary meeting of a Committee which would normally consider such matter.
The proceedings of the Committee to be submitted to the Council for acceptance and adoption except where powers are delegated.

PLANNING COMMITTEE – TERMS OF REFERENCE

Membership

8 Dinas Powys Community Council Members

Purpose of the Committee

The Planning Committee is established to oversee planning matters relating to the Dinas Powys on behalf of the Community Council and this shall include the following responsibilities:-

With delegated powers to consider planning applications received from the Local Planning Authority, and to make observations (if any) thereon.
To receive notification of appeals to the Planning Inspectorate against any determination of the Local Planning Authority and (with delegated powers) to consider whether to take any further course of action.
To formulate views, from a planning standpoint, on any matter referred to the Committee, whether by another Committee or otherwise, which it is considered would result in the submission of a planning application to the Local Planning Authority.
To formulate views and make representations as appropriate in respect of all matters relating to public transport in the town.
To formulate views and make representations as appropriate in respect of any matter relating to the management and movement of traffic including provision of on or off-street parking facilities and with delegated powers to submit views to the Vale of Glamorgan Council on specific orders for the regulation of traffic.
To consider highway related matters not otherwise referred to in these terms of reference including the formulation of views and representations as appropriate.
To formulate views and make representations as appropriate on any matter relating to the built environment of Dinas Powys
With delegated powers to respond to all consultation exercises in respect of matters within the Committee’s terms of reference where there is insufficient time to recommend a response to the Council for approval.
To consider matters of a general nature which are incidental to the role of the Community Council in submitting observations on planning applications to the Local Planning Authority.
The proceedings of the Committee to be submitted to the Council for acceptance and adoption except where powers are delegated.

COMMONS & OPEN SPACES COMMITTEE (COSAC) – TERMS OF REFERENCE

Membership

8 Dinas Powys Community Council Members

2 Advisors

Purpose of the Committee

The COSAC (Commons, Open Spaces, Allotments, Cemetery and Footpaths) Committee is established to manage, maintain and improve the amenities on behalf of the Community Council and this shall include the following responsibilities:-

1. To discharge the statutory functions of the Council in consultation with the Finance and General Purposes Committee with reference to:-

1. Burial Grounds – St. Andrew’s Major
2. Allotments – St. Andrew’s Major
3. Dinas Powys Common
4. Cross Common
5. Caerleon Rd Playarea
6. Scout Field, Greenfield Avenue
7. Parc Bryn-Y-Don, Cardiff Road
8. Land at entrance to Millfield Footpath
9. Play Equipment and Adult Leisure Equipment

2. To execute the powers and responsibilities of the Council with reference to outdoor recreational facilities, open spaces, public walks in the ownership or under the control of the Council

3. With delegated powers to accept tenders/quotations up to £500. Expenditure over this amount will need approval of Finance Committee.

4. In conjunction with representatives of outside bodies as well as interested individuals:-

To organise and make arrangements for Christmas decorations in the Village.
To organise and make arrangements for decorative floral displays
To undertake at least two inspections of Allotments per year

5. The proceedings of the Committee to be submitted to the Council for acceptance and adoption except where powers are delegated.

HALLS COMMITTEE TERMS OF REFERENCE

Membership

8 Dinas Powys Community Council Members

Purpose of the Committee

The Halls Committee is established to manage, maintain and improve the Halls on behalf of the Community Council and this shall include the following responsibilities:-

To discharge the statutory functions of the Council in consultation with the Finance and General Purposes Committee with reference to:-
1. The Parish Hall
2. The Lee Hall
3. And all land within the curtilage of the buildings
To execute the powers and responsibilities of the Council with reference to the halls facilities, in the ownership or under the control of the Council.
With delegated powers to accept tenders/quotations. All quotations / tenders over the sum of £500 to be referred to the Finance Committee
In conjunction with representatives of outside bodies as well as interested individuals:-
1. To ensure all health and safety aspects are met.
2. To ensure all firefighting equipment is regularly tested, monitored and an annual inspection is carried out.
3. To ensure the Gas Central Heating systems in both halls is annually serviced.
4. To ensure all electric appliances are annual PAT Testing (Portable Appliance Tested)
5. To ensure the 5 year Fixed Wiring Test to be carried out.
6. To undertake regular inspections of the halls.
The proceedings of the Committee to be submitted to the Council for acceptance and adoption except where powers are delegated.