The Joint Parish Council manages its affairs through the main Council meetings where most of the decisions are taken. However, special committees have been set up with the view to examine, manage and control the main aspects of the work of the Council at a more detailed level. They are:
The Finance And Asset Management Committee
Business and Employment Committee
General Purposes Committee
Emergency Committee (formerly the Flood Management Working Party)
Personnel Committee
These committees have powers to RECOMMEND only - i.e. only the Joint Parish Council can make actual decisions but they can expect the committees to advise prior to decisions being put before the full Council.
The Council's Parish Clerk advises the Council and Committees on matters of procedure and also acts as the Administrator. Every committee elects its own chairman with the aim to co-ordinate the work of the committee.
COMMITTEES OF THE JOINT PARISH COUNCIL - SCHEDULE OF MEETINGS
If you would like to see the agenda or attend any of the committees shown below, please contact the Clerk for details of the venue etc. Requests to speak on any item on the agenda should also be referred to the Clerk at least 3 days prior to the meeting. If you wish to raise a matter that is not on the agenda, the Council reserve the right to defer giving an answer until a later meeting when it can be discussed. If this is the case, you will be told when the answer will be given.
TERMS OF REFERENCE AND COMPOSITION OF COMMITTEES
Finance and Asset Management Committee
Aim:
To prepare the budgets, monitor financial performance and maintain accounting records in accordance with the local authority regulations. To manage the land owned by the JPC.
Composition:
Cllrs:
L. Goodman (Chairman)
G. Matheou
R. Hubbocks
C. Milsom
J. Love
W. Leech
Terms of reference
1. Prepare the budget for the following year (income and expenditure) and submit it to JPC for approval for the first meeting in January. 2. To review the previous year's Manifesto and to agree a revised draft for the following year for approval by the JPC. 3. Monitor expenditure against budget and report to JPC financial performance. 4. Maintain proper accounting records and audit trail that will satisfy the local authority regulations and the Auditors. 5. Ensure that the Council's activities follow best practice principle and satisfy the latest Quality criteria for an active Parish Council. 6. Safeguard the JPC assets. 7. To liaise with other Committees of the Parish Council in areas of common interest. 8. Management of the land owned by the JPC
No community can exist without a viable economy and employment. The purpose of the Committee is to take a pro-active and co-ordinating role in promoting tourism, business and employment in the Parish. It has also responsibility for the technology used by the Parish Council and for its electronic communication.
Composition:
Cllrs:
G. Matheou (Chairman)
C. Milsom
R. Hubbocks
N. Haycock
S. Roy
G. Atkinson (co-opted)
This Committee has a number of local businesses, members from other organisations and residents co-opted in order to take a broad view of the commercial and employment needs of the town.
Terms of reference
1. To undertake activities that will promote the town for business and increase economic activity.
2. To work with Central Government bodies, WCC, SDC and other organisations on matters that will provide economic benefits.
3. To undertake projects that will improve the economic infrastructure of the town such as the redevelopment of the Railway Station and the Market Cross Area.
4. To develop computer systems that will provide benefits to local business, tourism and improve the communication of the Parish Council.
5. To work with local business and educational bodies in order to promote local employment.
6. To support local organisations and assets that enhance the attractiveness of the town such as Henley-in-Bloom, Christmas Lights and can attract tourism such as Heritage Centre, the Guildhall etc.
To ensurethat general maintenance activities for the town are identified and are undertaken. To take overall responsibility for the land used for allotments and for the management of allotments. To undertake work/tasks allocated by the JPC.
Composition:
Cllrs:
R. Hubbocks (Chairman)
C. Milsom
C. Goodman
D. Hadley
S. Osborne
Terms of reference
Uphold the JPC's Manifesto
Review work given from the JPC to the General Purposes Committee
Co ordinate projects of the JPC
Ensure the District and County Councils fulfil their obligations in respect of roads, footpaths and general maintenance of the Town.
To liaise with Beaudesert and Henley Allotments Association
To update the Parish Community Emergency Plan; keep it up to date by reviewing the Plan every six months and to set up a Parish Flood Group.
Composition:
Cllrs:
C. Milsom (Chairman)
R. Hubbocks
C. Goodman
G. Matheou
Co-opted
Cllr Stephen Thirlwell
High Bailiff Roger Sutton
Terms of reference
1. In the absence of the emergency services, the Emergency Committee will lead the community response and act as a central point for information and communication for the community, emergency services, County and District Councils.
2. Should an emergency situation arise, the Chairman of the Emergency Committee will organise an emergency meeting. The venue for the meeting shall be the Parish Office, unless otherwise notified.
3. Inform the Emergency Planning Unit (EPU) at WCC and District Council of any decisions that have been made.
4. Evacuation/rest centres:
Should the EPU be unable to send an Emergency Planning Officer to manage the rest centre, the Emergency Committee will take on responsibility for its management.
PERSONNEL COMMITTEE
TERMS OF REFERENCE
Composition: L Goodman (Chair), R Hubbocks, C Milsom, G Matheou.
1.
To co ordinate creation and maintenance of policies and procedures regarding personnel matters for all employees of the Parish Council
2.
To respond to changes in legislation, guidance and recommendations from NALC,WALC, Local Government Pensions Agency, and other authorising bodies concerning Employment matters
3.
To co ordinate recruitment and selection procedures in respect of vacancies for employment within the Parish Council
4.
To establish and review administration of Panels from the Committee as required by Employment legislation in respect of Grievance, Disciplinary and other any other procedures
5.
To oversee and/or establish delegated responsibility by the Chairman of the JPC for the day to day management of the Council's employee/s including work patterns, annual leave arrangements, sickness notification etc.
6.
To oversee and/or establish delegated responsibility for annual performance appraisal for Council employee/s.
7.
To review salaries for employee/s in accordance with national guidelines and or commitments as set out in Contracts of Employment.
8.
To report, and make recommendations where required, to the JPC on all of the above matters relating to employees.
9.
To ensure that confidentiality is maintained in relation to all employment matters ( All items falling within the remit of the Personnel Committee that require discussion with the JPC shall be reported in Private Session).
10.
To review policies/procedures in the event of long-term absence of employee/s.
