Agenda item

Committee Terms of Reference

Report of the Town Clerk.

Minutes:

The Committee considered a report of the Town Clerk proposing a number of changes to committee terms of reference and composition.

 

It was noted that, as a result of the grants review, the terms of reference of the Hampstead Heath, Highgate Wood and Queen’s Park Committee would also need to include a reference to grant giving.

 

Discussion ensued on increasing the membership of the Freedom Applications Committee to assist in ensuring that future meetings were quorate. It was suggested that consideration be given to the Chairman and Deputy Chairman of the Policy and Resources Committee being able to appoint a representative to attend meetings in their absence and also to a number of additional Members being elected to serve on the Committee. After further discussion, Members supported the Chairman and Deputy Chairman of this Committee nominating a representative in the event of absence and also the appointment of one additional Member of the Policy and Resources Committee, by this Committee, to serve on the Freedom Applications Committee.

 

RESOLVED – That the following amendments be made to committee terms of reference and included in the annual report to the Court of Common Council for approval:-

 

1.   Community & Children’s Services

 

·     to take responsibility for allocating grants from the Combined Relief of Poverty Charity.

 

·     to take joint responsibility, with the Education Board, for allocating grants from the Combined Education Charity and City Education Trust.

 

·     to be responsible for the management of the Aldgate Pavilion.

 

2.   Open Spaces & City Gardens Committee

 

To take joint responsibility for allocating grants in relation to Open Spaces taking account of any views or recommendations expressed by the Epping Forest and Commons Committee, West Ham Park Committee or Hampstead Heath, Highgate Wood and Queen’s Park Committee as relevant.

 

3.   Epping Forest & Commons Committee

 

To express views or make recommendations to the Open Spaces and City Gardens Committee for that Committee’s allocation of grants which relate to Epping Forest and Commons.

 

4.   Hampstead Heath, Highgate Wood & Queen’s Park Committee

 

To express views or make recommendations to the Open Spaces and City Gardens Committee for that Committee’s allocation of grants which relate to Hampstead Heath, Highgate Wood & Queen’s Park.

5.   Finance Committee

 

4(h) dealing with requests for grants for charitable purposes from funds under the Committee’s control, including the City of London Corporation Combined Relief of Poverty Charity (registered charity no. 1073660) and the City Educational Trust (registered charity no. 290840), allowances, expenses, insurance, business travel, treasure trove and Trophy Tax;

 

4(i) providing strategic oversight and performance management of all grant giving activity by the Corporation, excluding the City Bridge Trust.

 

6.   Culture Heritage and Libraries Committee

 

To be responsible for grants in relation to the programme for culture and arts from funds under the Committee’s control.

 

7.   Establishment Committee

 

4(a) The Establishment Committee has specific authority to deal with or make recommendations to the Court of Common Council where appropriate on all matters relating to the employment of City of London Corporation employees where such matters are not specifically delegated to another Committee.  These matters include:-

 

Conditions of employment;

Superannuation (apart from investments);

Workforce planning;

Wages, salaries structure, job evaluation, staff grading and remuneration of Senior Officers;

Organisation reviews;

Employee relations;

Joint consultation;

Learning and employee development;

Recruitment and selection;

Discipline, dismissal, redundancies in line with the appropriate stages in policy etc;

Occupational health, safety and welfare;

 

4(e)  To make amendments to:-

 

(i)   the general terms and conditions of employment which are contained in the employee handbook, such as working hours, annual leave, superannuation, leave of absence, allowances, maternity parental leave provisions, and sick pay;

       

4(l)  To be the service Committee for the following Departments:-

 

Town Clerk’s (Policy and Democratic Services, including Corporate HR)

Comptroller and City Solicitor’s

 

4(q)  dealing with requests for grants to support staff welfare initiatives from   funds under the Committee’s control.

 

8.   Education Board

 

·     To be responsible for the oversight and monitoring of the City of London Corporation’s sponsorship of its Academies, including appointments of academy governorsand where relevant Members, Directors and Trustees. 

 

·     To take joint responsibility, with the Community and Children’s Services Committee, for allocating grants from the Combined Education Charity and City Education Trust.

 

·     To constitute Sub-Committees in order to consider particular items of business within the terms of reference of the Board.

 

9.   Audit and Risk Management (A&RM) Committee

 

4(a) To consider and approve the annual internal and external audit plans annually the rolling three-year plan for Internal Audit.

 

4(b) To consider and approve the annual External Audit Plan.

 

4(f)  To report back, as necessaryand at least annually, to the Court of Common Council.

 

10. Freedom Applications Committee

 

      The Committee’s membership be amended as follows:-

 

·     two Alderman

·     the Chairman and a Deputy Chairman of  the Policy and Resources Committee or, in their absence, a nominated representative of each Member

·     One additional Member of the Policy and Resources Committee appointed by that Committee

·     the Chief Commoner

·     The immediate Past Chief Commoner until the election of Common Council of his or her successor;

·     The Chief Commoner designate once elected by Common Council.

 

Supporting documents: