Wembury Recreation Ground Committee

by | Nov 29, 2023 | Policies & Documents

Wembury Recreation Ground

Terms of Reference

Membership shall consist of at least three council members. Members of the public may also be members and will be selected to reflect the necessary expertise and knowledge required to run the Recreation Ground effectively.

The Chair and Vice Chair shall be elected at the Annual Council Meeting or throughout the year as needed.

PURPOSE

  1. Overseeing the management, administration, and provision of assets within the recreation ground.
  2. Making recommendations to full council with regards to significant changes to the recreation ground and its management.
  3. Making recommendations to appropriate officers for day-to-day maintenance and minor changes to the recreation ground.
  4. Supporting appropriate officers (under delegated powers) in the arrangement and organisation of any repairs, installation, and decommissioning of assets.
  5. Supporting appropriate officers (under delegated powers) in the arrangement and management of any events arranged by the council or any community groups, schools etc.
  6. Receiving reports from any council appointed contractor or representative to other bodies relevant to the recreation ground.
  7. To develop a long-term plan for future improvement or significant maintenance and repairs of any assets within the recreation ground.
  8. Any other matter which may be delegated by Council from time to time.

FINANCE

  1. Submit an annual proposed budget to Finance & Governance Committee no later than the 1st of November.
  2. Comply with the Council’s Financial Regulations.
  3. The appropriate officers will request quotes and instruct contractors for all works within the recreation ground in compliance with the financial regulations. Should three comparable quotes not be able to be obtained, the quotes that have been obtained will be submitted and financial regulations may have to be temporarily suspended to consider them. The committee and its members may assist with obtaining quotes should the appropriate officer request assistance.
  4. All quotes obtained shall be comparable, and as much as is possible, like for like in terms of the type of work done. Professional advice re the requirements and for comparing quotes should be sought by an appropriate council officer if needed. If the professional consultation incurs a cost, financial regulations shall be adhered to.
  5. Any decision on using a costs buffer (a % amount allocated as a buffer for unexpected extra costs related to large projects), which will be decided upon by council, shall be the responsibility of the Responsible Financial Officer and/or Clerk. The committee may provide advice on whether the costs buffer should be used.