The Policy and Resources Committee is established to oversee the financial management, strategic planning, and resource allocation of the Town Council. The Committee ensures robust governance in key areas including finance, IT, audit, asset management, policies, performance management, corporate responsibilities, administration and planning, supporting the effective operation and long-term sustainability of the council.
Structure of committee and Meetings
• The Committee shall be comprised of six Members to be appointed at the Annual Meeting, or when a vacancy arises.
• The Chair will be appointed at the Annual Meeting.
• For the meeting to be quorate there must be three members in attendance.
• The meeting schedule will be set at the Annual Council Meeting.
• Representatives from relevant organisations may be invited to contribute expertise.
• The Town Clerk or designated officer shall support the Committee administratively.
Functions
The Committee will:
Finance
• To make recommendations to the Council on the annual financial estimates and the Council’s precept as to how these should be determined consistently with the Council’s general priorities and policies.
• To formulate and present to the Council recommendations for annual expenditure.
• To supervise the Council’s Accounts.
• To supervise and control borrowing by the Council and the investment of funds within the Council’s control.
• To make recommendations to the Council on the capital programme, its content, phasing and monitoring.
• To execute and carry out, in the name and on behalf of the Council, all resolutions and instructions from time to time given with reference to finances and accounts.
• To examine from time to time the various bonds, securities and deeds relating to the offices and property of the Council.
• To have the direction and control of insurance in respect of the Council’s property, members, and employees.
• To provide efficient financial services and advice for the benefit of the Council.
• To determine the making to individuals and organisations of grants, allowances and loans.
• To regularly review the Council’s treasury management activities.
Audit
• To ensure that the Council’s resources are safeguarded and that value for money is secured.
• To undertake and make the appropriate recommendations on the following matters:
• A systematic appraisal of internal controls.
• The review of financial procedures.
• The development of an anti-fraud culture.
• The agreement of audit plans.
• The monitoring of audit delivery.
• The securing of auditor / officer collaboration within agreed timescales.
• The securing of timely preparation and response to audit reports.
• The monitoring of the finalisation of annual accounts.
• Ensuring the implementation of audit recommendations.
• To receive reports and recommendations from the Council’s Internal and External Auditors and to make the appropriate recommendations to Council.
• To review the Council’s Risk Management Strategy and quarterly updates of the corporate risk register.
Asset Management
• To recommend on the acquisition, use and disposal of land.
• To determine overall strategic asset management priorities on a medium-term basis by maintaining the asset management plan.
• To monitor and oversea the management of the Council Building, Kingsway Court, including compliance with legal requirements such as legionella testing etc.
I.T.
• To oversee, Review and approve IT infrastructure, cybersecurity measures, and digital transformation initiatives to enhance operational efficiency.
Performance Monitoring
• To make recommendations to the Council where appropriate in regard to targets and monitor performance against those targets reported from time to time and as directed by the Council.
Policies
• To ensure the Council’s strategies, policies and procedures are undertaken in accordance with statutory and legislative requirements.
• To keep under review the policies and resources of the Council in relation to all services and to advise the Council on the future development of existing or the introduction of new services.
• To make recommendations to the Council on matters which, notwithstanding that they fall within the powers and duties of one or more other committees, are concerned with new or unformulated policy or the utilisation of resources related to policy.
• To consider and report to the Council upon all resolutions relating to Parliamentary matters and those resolutions passed by other local authorities and bodies and forwarded to the Council for consideration save where these are specifically assigned to other committees.
• To establish and foster civic relationships with such bodies or organisations as the Council may authorise.
Corporate
• To deal with all electoral matters affecting the Council.
• To make recommendations to the Council on all matters affecting the boundaries of the Council’s area, and its wards.
• To advise the Council on matters of policy associated with the formulation and implementation of any Structure Plan, or Local Plan relating to the area of Bishop Auckland Town Council.
• To consider and make recommendations to the Council on any policy documents received from other organisations and affecting the area.
• To advise the Council as required on all matters affecting its Constitution and the procedures applying to the Council and its Committees.
Administration
• To maintain a continuous general oversight of the Council’s administration.
• To deal with matters relating to the administration of the Council Offices.
• To deal with matters associated with the Coat of Arms.
Planning
• To respond to planning applications where the Council is consulted.
• To respond on behalf of the Council to Durham County Council in relation to planning applications.
N.B. All members of the Council will be sent information as to the planning applications which would be considered at each meeting of the Committee in order that they may, if they wish attend the Committee. Where necessary, because of timescale, the Town Clerk is authorised to respond on behalf of the Council provided that he has consulted with the Chairman and Vice-Chairman of the Committee. All Members will receive details of planning applications which are dealt with under this delegation and may make comments.
Reporting and Accountability
The Committee will report regularly to the Town Council, providing updates on progress, challenges, and recommendations for future action. Decisions requiring financial expenditure or policy changes will require Full Council approval.
Review
These Terms of Reference will be reviewed annually to ensure they remain fit for purpose and align with the evolving needs of the town.
