Finance and Governance Committee Terms of Reference

Finance and Governance Committee Terms of Reference

Approved by Council: 18th May 2021

Review Date: May 2022

11 Members of the Authority

Quorum = 4

To include Leader, Deputy Leader and Chairmen of 4 standing committees

Chairman: Leader of Council

To take a strategic overview of Council operations and ensure that strategy is coordinated across all committees in line with the strategic agenda set by members.

To oversee the general operations of the Council in areas such as Finance, policy review, budget management, audit, risk management.

Meetings: Alternative months to Council.

All non-committee members may attend meetings of the Committee except for confidential and speak on ward issues at the Chairman’s discretion, but are unable to vote.

 

Governance
Function of Council - Column 1 Delegation of Functions - Column 2
1 To advise Council on Financial Regulations, Standing Orders and Standing Orders for Contracts. Committee
2 To advise Council on the Constitution and all policy documents not specifically allocated to other standing committees Committee
3 To ensure that there is a rolling programme of policy and governance reviews in accordance with agreed “review” dates, Town Clerk
4 Observations on policy or strategy documents by any public body at local, national, regional or sub regional level. Committee, except from Cheshire East Council which are reserved for Council, unless specifically delegated within the Terms of

Reference of another committee.

 

Resources
Function of Council - Column 1 Delegation of Functions - Column 2
5 To oversee and direct the use of financial and technological resources of the Council. Committee for strategic overview.

Operational Management to Responsible Financial Officer (RFO) and other Officers in accordance with Financial Regulations.

Strategic advice by Town Clerk

 

Finance - Under the direction of the Council:
Function of Council - Column 1 Delegation of Functions - Column 2
6 To be responsible for the overall management and control of the finances of the Council and banking arrangements. Council to approve banking arrangements Committee for strategic review

RFO/Town Clerk in accordance with Financial Regulations and for operational management

7 To monitor the Council's capital and revenue budgets. Committee/RFO in accordance with Financial Regulations.
8 Approval of variation, overspend, and virement in accordance with Financial regulations Committee, Town Clerk and RFO as set out in Financial Regulations
9 To authorise payments in accordance with Financial Regulations Committee, Town Clerk and RFO as set out in Financial Regulations
10 Approval of Orders for work, goods or services acceptance of tenders Council/Committee/Proper Officer/Town Clerk in accordance with Financial Regulations and Standing Orders for Contracts.

Town Clerk to approve or vary lists of approved contractors subject to Financial Regulations or Standing orders

11 To make recommendations to the Council on Budget and Precept requirements. Committee

RFO/Town Clerk to prepare draft Budget and Budget Report with accountancy support as necessary.

12 To advise on the financial implications of proposed new policies or services including potential costs and sources of revenue. Committee
13 To advise Council on borrowing policy, investment and treasury management Committee
14 To regularly monitor the performance of all funds invested. Committee, Town Clerk/RFO
15 To supervise the Council's insurance arrangements. Town Clerk/RFO for renewal and operational matters.

Committee for overview, tendering and changes of cover.

16 To supervise the Council's banking arrangements. RFO/Town Clerk

Authorised signatories to authorise mandate and payments in accordance with Financial Regulations

17 To be responsible for all matters related to the full range of financial and accountancy functions. Committee for Strategic overview

RFO/Town Clerk for operational management

18 Approval of all fees and charges annually Committee to recommend with ratification from full Council.
19 To consider reports on outstanding debts due to the Council and to undertake recovery or write off. Committee for aged debt in accordance with Financial regulations.

RFO for routine actions to recover

20 Authorisation of investments and debt repayment in accordance with the Council's Policy Committee
21 To authorise all leasing arrangements for the acquisition of vehicles, plant and equipment within approved budgets Committee/Town Clerk in accordance with Financial Regulations

 

Procurement
Function of Council - Column 1 Delegation of Functions - Column 2
22 To co-ordinate and oversee the Council’s Corporate Procurement and advise it on policy. Committee for strategic overview

Town Clerk for operational management in accordance with Financial Regulations, Standing orders for Contracts and Procurement Policy

 

Information Technology Services
Function of Council - Column 1 Delegation of Functions - Column 2
23 To oversee the use of information and other technology in support of the Council’s business and service commitments. Operational Management to Town Clerk Strategic Overview to Committee and Contracts within approved budget.
24 Amendments and updates to layout of website Town Clerk for updates and layout.

Committee for new websites and contracts within budget.

25 To approve all security arrangements of the Council in respect of computers and financial issues. Committee/Town Clerk/RFO in accordance with Financial Regulations

 

Performance and Business Management
Function of Council - Column 1 Delegation of Functions - Column 2
26 Management of all business aspects of the establishment Committee to overview

Town Clerk for operational management.

27 Monitoring the progress of the Capital Programme. Committee
28 Approval of Corporate Business Plan Committee

Town Clerk to determine underlying Action and Project Plans

29 Approval of Operating Procedures Committee for initial Financial Procedures

Town Clerk for other procedures and updating financial procedures

 

Asset Management
Function of Council - Column 1 Delegation of Functions - Column 2
30 To have oversight of assets and the transfers of assets. Committee
31 Maintenance of the Asset Register Town Clerk to update annually
32 Corporate landlord management, repair and maintenance. Leasing & licensing of Council land and buildings Council for acquisition and disposal Strategic overview to Committee

Town Clerk for operational management

 

Public Buildings
Function of Council - Column 1 Delegation of Functions - Column 2
33 Power to provide and encourage the use of conference facilities, Local Government Act 1972, S144

Power to provide public buildings and halls, Local Government Act 1972, S215

Power to provide and equip community buildings, Local Government Act 1972, s 133

Committee for strategic overview

Town Clerk for operational management

34 Power to provide and equip community centres for use of clubs having athletic, social or recreational objectives, Local Government

(Miscellaneous Provisions) Act 1976 S19.

Committee for strategic overview

Town Clerk for operational management

 

Audit
Function of Council - Column 1 Delegation of Functions - Column 2
35 To maintain and have oversight of Member Audits. Committee

Town Clerk to support with operating procedures

36 To undertake any actions recommended following Member Audits and to have overview of risk management. Committee (Council if change of policy required). Council to receive external audit report.

Town Clerk/RFO to manage in accordance with Financial Regulations and to undertake all statutory actions to facilitate audits and returns.

37 Final Internal and External Audit Reports Committee to advise Council on response

 

Information and Data Protection
Function of Council - Column 1 Delegation of Functions - Column 2
38 Policy on Data Protection, Access to Information, Freedom of Information and Human Rights. Advice to Council
39 Decisions on issues relating to Data Protection and Human Rights. Strategic overview and monitoring to Finance and Governance Committee

Town Clerk to renew Data Protection Registration, make amendments as necessary, respond to routine requests for information and matters raised by the Information Commissioner or Data Protection Officer.

Town Clerk to update Privacy notices of all categories.

40 Decisions on issues relating to Access to Information and Freedom of Information. Committee for strategic overview

Town Clerk to ensure Publication Scheme and Information Guide up to date, all requests for information are dealt with according to legislation and policy and respond to matters raised by the Information Commissioner.

 

Ethical Framework
Function of Council - Column 1 Delegation of Functions - Column 2
41 To monitor and control the Council’s Ethical Framework, Code of Conduct and related protocols Strategic overview and monitoring to Committee.

For Officer delegation see Council ToR

 

NB. Any actions delegated to the Town Clerk/Proper Officer may in his/her absence be undertaken by the nominated deputy or deputies, if the matter cannot wait until the Town Clerk’s return.

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