Events Committee

Committee Members:

Cllr Jonathan Bennett
Cllr Val Cooper
Cllr Neil Green
Cllr Morolari Hayden
Cllr David Jones
Cllr Geraldine Robinson
Cllr Sarah Simms
Cllr Michael Southall

Terms of Reference

Description:

• The events committee develops and oversees the delivery of key programs and events, including regular and annual events such as Mayor Making, Film and Food Festival, Remembrance Sunday, Christmas Lights Switch on plus any additional events the Town Council may choose to hold.

Membership:

• Membership is a minimum 6 members including co-opted members of the community.
• A member of the Council must be chairman.
• A member of the Council can only hold one chairmanship of the Councils committees.
• Non-Members of the committee are subject to the same rules as committee members regarding confidentiality and the requirements of the code of conduct.

Meetings:

• Bi-Monthly to be held every 3rd Monday at 7pm. (This may differ in the event of a bank holiday).
• Extraordinary meetings of the committee will be called as required by the chairman in consultation with the Clerk.
• The first order business at the first meeting of the committee after the Annual Town Council meeting will be to elect a chairman.
• A member of the Council must be chairman.
• The Events & Media Officer is responsible for acting on the decisions of the committee as directed.

Quorum:

• Three committee members required for decision making purposes.

Delegated Authority:

• To co-opt members onto the committee (members must complete a register of interests form and they must abide by the code of conduct.)
• Only Council members of the committee may vote. Staff and representatives from other organisations will not be formal members of the committee and will not have any voting rights.
• Events & Media Officer given authority in conjunction with the chairman to spend up to £500 in an emergency for an event only if authority cannot be agreed with the Clerk.

Responsibilities:

• To produce an annual schedule of events in liaison with other parish-based community groups and promote those events.
• Deliver programs and events that align with the role and priorities of the Council.
• Ensure value to corporate and individual members through including programs and events that cater for all diverse segments of the public.
• Design and implement any new events.
• Representatives of organisations and community groups can be invited to meetings to discuss and assist in a one-of-event, where necessary.
• To provide direction for Officers, Councillors and volunteers in the planning and organisation of events.
• Ensure that the Events & Media Officer applies for any annually licenses including road closure(s) prior to the event.
• To create, maintain and implement any contract for the tender of the Christmas lighting for the whole town and place recommendation to Full Town Council.
• The Events and Media Officer will take minutes if present, if not present a person shall be nominated to do so.
• Minutes to be circulated to all Councillors with recommendations at the next full Council meeting.
• Issuing of an Agenda is to comply within the Town Council's standing orders – i.e. 3 clear days.
• The committee will agree risk assessments and the consideration of advice from a Safety Advisory Groups.
• To request an annual budget and to act within the annually agreed budget and the Council's expenditure guidelines to produce the planned events.
• The committee will comply with and have due regard to Council policies and guidance, which include (but are not limited to): - Standing Orders, Financial Regulations.

Accountability:

• All decisions will require a recommendation to go to Town Council for ratification.

Restrictions:

• Any member of the committee must declare any conflict of interest and withdraw from the room and/or abstain from voting as appropriate.

Review arrangements:

• Appointment of the committee will be considered at the Annual Town Council meeting which may decide to alter, amend or dissolve the committee as required.