Adopted 11th May 2026, 011/26

Review: May 2027

Authority

The Asset Management Committee is appointed by and is solely responsible to St Agnes Parish Council. The Committee’s
duties are defined and agreed by the Full Council who may vote at any time to modify these.

Membership

  • There will be nine elected members (voting).
  • The Chair and Vice Chair of the Council are ex-officio members of the Committee (non-voting, per Standing Orders).
  • There will be no appointed substitute members for the Committee.
  • Members of the Committee are established at the Annual Parish Council Meeting. Any vacancies arising on the Committee shall be filled by Full Council only.
  • Only Councillors appointed by the Full Council are entitled to vote or move or second a motion.
  • At its first meeting after the Annual Parish Council meeting, the Committee shall elect a Chair.
  • Councillors appointed to the Committee must be willing to commit to undertake any relevant training as soon as they are elected to the Committee. The Council recognises that a stable membership of the Committee is desirable and as such membership of the Committee should be seen as a long-term commitment.
  • Any member of the Council who is not on the Committee is able to attend but must leave the room whenever the
    press and public are excluded.

Quorum

Quorum will be three Members. A quorum of five Members is required for any expenditure decisions exceeding £2,500.

Frequency of meetings

Scheduled meetings quarterly and ad-hoc meetings as required.

Public Participation

There will be a public participation item at meetings of the Committee. Each member of the public will be allotted a maximum of three minutes each and the total amount of time for the session shall not exceed 15 minutes. This will be the only item on the agenda on which the public can participate. A member of the public is anyone that is not a member of the committee or ex officio.

Record of meeting

Written minutes will be taken to record the Committee’s decisions and will be noted at a following Full Council meeting.

Review of terms of reference

The Committee may review their terms of reference annually and make recommendations to the Full Council. Only Full Council may resolve to make changes to the Terms of Reference.

General terms

  1. That powers be exercised in accordance with any policy adopted or resolutions made by the Parish Council.
  2. That powers be subject to the Council’s Standing Orders and Financial Regulations.
  3. That any proposal which involves any change in the existing policies already approved by the Council shall be submitted to the Council for approval.
  4. Day to day management of Council matters rests with the Parish Clerk and other Officers as delegated to by the Parish Clerk.
  5. Urgent/emergency issues may be dealt with as they arise by the Parish Clerk and other Officers as delegated to by the Parish Clerk in consultation with the Chair of the Committee.
  6. All members will attend training relevant to the work of the Committee as identified & facilitated by the Council.

Delegated powers

  1. To manage the Council’s small structures regarding the day-to-day refurbishment, repairs, compliance with regulations and other issues regarding any smaller items owned or leased by the Council such as benches, bus shelters, noticeboards, and others.
  2. To manage the Council’s property regarding the day-to-day refurbishment, repairs, cleanliness, usage/bookings, compliance with regulations, assessing risk and other issues regarding any buildings and car parks owned or leased by the Council.
  3. To monitor and manage the daily maintenance of the parish, including weed treatment, verges, footpaths, public rights of way, beaches, Council-owned land and other assets or facilities within the ownership or jurisdiction of the Council, allotments and cemeteries and close working with playground groups.
  4. To form a Cemeteries and Allotments Sub-Committee to undertake the Committee’s function to monitor and manage the daily maintenance of the Council’s cemeteries and allotment sites. To determine the Sub-Committee’s Terms of Reference and appoint substitute members if necessary.
  5. To establish any other Sub-Committees as necessary to discharge any of the Committee’s functions.
  6. To make suggestions so that the functioning of the Council will improve its property holding.
  7. To spend within Council budgets and in accordance with Council guidance, on above points 1, 2, 3, 4, 5, 6.
  8. To establish working groups from its membership for specific time-limited tasks as required.
  9. To respond on behalf of the Parish Council to consultative processes on matters within the committee’s remit.
  10. To participate in budget discussions as part of Full Council budget setting process for the purposes of forecasting and recommending budgets for each financial year.
  11. To receive reports from groups such as Playing Fields, Beach Management groups, St Agnes Local Improvements Committee, and property-related groups as appropriate.
  12. To consider such matters as may be delegated by the Council from time to time.