2. a Rev 4 Scheme of Delegation to be Adopted 21st Sept 2026

Source page 1

SCHEME OF DELEGATION adopted by Full Council 21st September 2026

CHARD TOWN COUNCIL

SCHEME OF DELEGATION
Adopted by Full Council 21.09.26

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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

Source page 2

SCHEME OF DELEGATION adopted by Full Council 21st September 2026

The Council’s scheme of delegation is an essential policy to enable the Council to function
efficiently and effectively. Without this, every decision would have to be taken by the Full
Council. Decision making powers are given to both Committees and Officers to enable the
Council to react to circumstances and operate effectively.
Powers cannot be legally delegated to individual Councillors or Working Parties, including
Task & Finish Groups. Working parties and Task & Finish Groups are ordinarily established
to investigate and/or review a particular matter then report back to the relevant committee or
Council with its findings, which may include recommendations.
This Scheme of Delegation authorises the Proper Officer and Responsible Financial Officer,
Standing Committees and Sub-committees of the Council to act with delegated authority in
the specific circumstances detailed.
1.

Full Council

1.1

The following matters are reserved to the Full Council for decision, notwithstanding
that the appropriate Committee(s) may make recommendations in relation thereto for
the Full Council’s consideration.
1.1.1

Approving the Annual Budget and setting the Council’s Precept

1.1.2

Approving the Annual Return and Audit of Accounts

1.1.3

Borrowing money, Hire Purchase and Leasing of tangible assets

1.1.4

Approving the Council’s banking arrangements and determining and keeping
under regular review the bank mandate for all Council accounts.

1.1.5

Writing off bad debts over £3,000

1.1.6

Acquiring or disposing of tangible moveable property with an estimated value
exceeding £3,000

1.1.7

Acquiring or disposing of real property

1.1.8

Variations

1.1.9

Making, amending or revoking Standing Orders, Financial Regulations or this
Scheme of Delegation

1.1.10

Addressing recommendations in any report from the internal or external
auditors. These reports will initially be considered by the Finance & Audit
Committee and reported to Full Council with recommendations for
consideration and adoption.

1.1.11

Termination payments

1.1.12

Making, amending or revoking byelaws

1.1.13

Making of Orders under any Statutory powers

of

contracts

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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

1.1.14

Appointing Standing Committees, their Chairs and Members

1.1.15

Appointing Members to the Appeals Committee, for which 4 Members are
required

1.1.16

Matters of principle or policy

1.1.17

Civic & Ceremonial activities/Local Democracy.

1.1.18

Electoral matters/Co-options

1.1.19

Nominating and appointing representatives of the Council to any other
authority, organisation or body (excepting approved Conferences or
meetings)

1.1.20

Any proposed new undertakings

1.1.21

Prosecution or defence in a court of law.

1.1.22

Nominating or appointing representatives of the Council at any inquiry on
matters affecting the Parish, excluding those matters specific to a committee.

1.1.23

Confirming eligibility to exercise the General Power of Competence.

Membership
1.2

Membership shall comprise all Members of the Council.
Quorum

1.3

A meeting will not be quorate unless at least 5 Members (one-third of the total number
of Members) are present.
Meetings

1.4

Meeting shall be held bi-monthly in January, March, May, June, July, September and
November and will be open to the public.
1.4.1

The Town Clerk will issue a summons at least three clear days before the
meeting, excluding the date of agenda publication and the date of the meeting,
specifying the business to be transacted at the meeting.

1.4.2

The Mayor, or in his absence the Deputy Mayor, must preside. If both are
absent, those present will appoint another Member to preside.

1.4.3

The Town Clerk, or alternative Council Officer, shall attend all meetings and
shall be responsible for producing accurate minutes of the meeting.

1.4.4

The Council will have the right to convene special meetings in accordance
with the Council’s Standing Orders.
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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

Voting
1.5

Every decision must be made by a majority of Members present and voting. The Chair
carries the casting vote.

2.

Delegation to Standing Committees
The following matters are delegated to the Council’s Standing Committees to make
decisions on behalf of the Council. Standing Committees are delegated plenary
decision-making powers in respect of matters delegated. They must be exercised in
accordance with the law, the Council’s Standing Orders and Financial Regulations and
any approved policy framework and budget.
The Full Council may at any time, following resolution, revoke any delegated authority.
Standing Committees may decide not to exercise delegated responsibilities and may
instead make a recommendation to Full Council. Similarly, where a Standing
Committee has no delegated power to make a decision it makes a recommendation to
Full Council.

2.1

2.2

All Standing Committees
2.1.1

Creation and Appointment to Working Groups and Task & Finish Groups.

2.1.2

Appointment of non-Councillor members to Working Groups where they bring
additional expertise or knowledge, subject to confidentiality arrangements
consistent with those required of Councillors.

2.1.3

The Town Mayor and Deputy Town Mayor, if not members of a Committee in
their own right, are ex-officio members of all Committees for the duration of
their office, and have full voting rights. The ex-officio members will form part of
the quorum of any Committee, if they attend. However, should they attend as
an ex-officio member, they will not have to offer their apologies.

2.1.4

Standing Committees may make Decisions within their remit and within budget.

Finance & Policy Committee
Purpose
To ensure that the management and organisation of the finances, policies,
economy, crime/anti-social behaviour, security, IT and communications of
Chard Town Council are efficient, effective, open and transparent.
Key Responsibilities
All matters relating to:
2.2.1 Considering annual budget requests of all Standing Committees for
recommendation to Full Council
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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

2.2.2 Monitoring the budget position on a quarterly basis
2.2.3 Approving and awarding grants and donations
2.2.4 Approving the annual Internal Audit Plan. Considering all Internal Audit reports,
agreeing actions to address issues identified and following up those actions to
ensure satisfactory resolution
2.2.5 Approving the Council’s Risk Management Strategy.
2.2.6 Approving write off of debts up to £3,000 (subject to the requirements of the
Bad Debt Policy)
2.2.7 Reviewing all relevant Council policies and making recommendations to Full
Council for approval
2.2.8 Actions aimed at improving the Council’s economy
2.2.9 Actions and investment in community safety initiatives aimed at reducing
crime/anti-social behaviour
2.2.10 Approving the Council’s various Business Plans/corporate strategy
2.2.11 All actions to improve the Council’s emergency management and
business continuity planning
2.2.12 Approving the Council’s Information Security Strategy, GDPR and data
protection
2.2.13 The Council’s IT policy and all actions arising from the IT policy
2.2.14 All actions relating to the Council’s communications
2.2.15 Any actions working together with the community including community
planning
2.2.16 Any other matter which may be delegated to it by the Council from time
to time.
Membership
Membership shall consist of a minimum of five Members and a maximum of ten
Members, as appointed by Full Council.
Quorum
A meeting will not be quorate unless at least one-third of the Members of the
Committee are present, and in no case less than 3 Members, with at least one Officer
in attendance.
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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

Meetings
Meetings will be held on a quarterly basis. Additional meetings may be arranged if
required.
Voting
Every decision must be made by a majority of Members present and voting. The Chair
carries the casting vote.
2.3

Grants Sub-Committee
Purpose
Assessing and awarding Community Development Fund and Annual grants
Key Responsibilities
2.3.1 To assess Community Development Fund grants that meet the agreed criteria
and make recommendations regarding awards to the Finance & Audit where
funding is available within budget.
2.3.2 To assess Annual Grants that meet the agreed criteria and make
recommendations regarding awards to the Finance & Policy committee where
funding is available within budget.
Membership
Membership shall consist of a minimum of five Members, as appointed by Full Council.
Quorum
A meeting will not be quorate unless at least 3 Members of the Committee are present,
and with at least one Officer in attendance.
Meetings
Meetings will be held on a quarterly basis, as required. Grant applicants may attend
to present their applications and answer questions from sub-committee members to
ensure a thorough understanding of the applicant organisation and purpose of the
grant support is obtained.
Voting
Every decision must be made by a majority of Members present and voting. The Chair
carries the casting

2.4

Amenities & Events Committee
Purpose
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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

To ensure that all community services, facilities and events are delivered, managed
and maintained to a high standard and improved, where possible. To consider further
development of the Council’s estate and the development of other facilities.
Key Responsibilities
All matters (except for creating Council Policy) relating to:
2.4.1

Setting Guildhall hire charges, allotment rents, market rents, cemetery fees
subject to approval of Full Council

2.4.2

Overseeing the maintenance, repair and continued improvement, where
appropriate, of all the buildings owned/leased by the Town Council

2.4.3 Overseeing the management and development of all play areas, open spaces,
allotments, cemeteries, sports facilities and the war memorial.
2.4.4 Managing provision of bus shelters, street furniture, dog and litter bins that are
owned by the Town Council.
2.4.5 Overseeing the management and development of events delivered by the
Council in the Guildhall and the wider community
2.4.6 Authorising payments, relevant to the responsibilities of this committee, which
are required to made under the terms of any contract.
2.4.7 Making recommendations to the Finance and Policy Committee for the annual
budget to cover its area of responsibility.
2.4.8

Reviewing the Environmental Policy.

2.4.9

Any other matter which may be delegated to the Committee by Full Council
from time to time.

Membership
Membership shall consist of a minimum of five and maximum of ten Members, as
appointed by Full Council.
Quorum
A meeting will not be quorate unless at least one-third of the Members of the
Committee are present, and in no case less than 3 Members, with at least one Officer
in attendance.
Meetings

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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

Meetings will be held on a monthly basis. Additional meetings may be arranged if
required
Voting
Every decision must be made by a majority of Members present and voting. The Chair
carries the casting
2.5

Planning & Highways Committee
Purpose
To make observations and submit comments to the Planning Authority on all planning
applications and planning issues affecting Chard, including Development Briefs, Local
Plans and Development Control. To undertake site visits where necessary. To make
observations and submit comments on Highway Matters affecting Chard.
Key Responsibilities
All matters (except for creating Council Policy) relating to:
2.5.1 Responding as a consultee to any planning application or any consultation
document related to planning
2.5.2

Responding as a consultee to tree works applications

2.5.3

Considering highways and traffic matters

2.5.4

Make recommendations regarding street naming with the town

2.5.6 Making recommendations to the Finance and Policy Committee for the annual
budget to cover its area of responsibility
2.5.7 Any other matter which may be delegated to the Committee by Full Council
from time to time
Membership
Membership shall consist of a minimum of seven Members, as appointed by Full
Council.
Quorum
A meeting will not be quorate unless at least one-third of the Members of the
Committee are present, and in no case less than 3 Members, with at least one Officer
in attendance.
Meetings

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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

Meetings will be held on a monthly basis. Additional meetings may be arranged if
required.
Voting
Every decision must be made by a majority of Members present and voting. The Chair
carries the casting
2.6

Human Resources Committee
Purpose
To ensure the Council has adequate and effective human resources to enable efficient
delivery of Council services.
Key Responsibilities
All matters (except for creating non HR related Council Policy) relating to:
2.6.1

Amending staff structure to reflect the Council’s performance needs. Any
requirements for additional budget in doing so must be recommended to Full
Council

2.6.2

Authorising incremental and annual pay rises following staff appraisals

2.6.3

Authorising permission for the Town Clerk to accept secondary employment

2.6.4

Authorising adjustments to employees Terms and Conditions of employment

2.6.5

Making arrangements to carry out the Town Clerk’s annual appraisal

2.6.6

Reviewing/amending the Employment Policies and Procedures

2.6.7

Resolving all staff grievances unable to be dealt with by Officers in accordance
with the Council’s Grievance Policy. Agreeing financial resolutions within
budget, or if over budget or unbudgeted making recommendations to Full
Council.

2.6.8

Resolving all staff disciplinary matters unable to be addressed by Officers in
accordance with the Council’s Disciplinary Policy

2.6.9

Resolving all potential disciplinary matters relating to the Executive Officer,
including commissioning external advisors and/or investigation in accordance
with the provisions of the Council’s Complaints and Disciplinary Policy

2.6.10 Any other matter which may be delegated to the Committee by Full Council
from time to time.
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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

2.6.11 Making recommendations to the Finance and Policy Committee for the
annual budget to cover its area of responsibility
Membership
Membership shall consist of a maximum of 5 Members, as appointed by Full Council
plus Chairman and Deputy as Ex-officio Members.
Quorum
A meeting will not be quorate unless at least one-third of the Members of the
Committee are present, and in no case less than 3 Members, with at least one Officer
in attendance.
Meetings
Meetings will be held three times a year in July, November and March.
Additional meetings can be arranged if required.
Voting
Every decision must be made by a majority of Members present and voting. The Chair
carries the casting vote.
2.7

Appeals Committee
Purpose
To consider appeals to decisions taken by other Standing Committees or Officers. The
Committee cannot consider an appeal against a decision taken by the Full Council.
Key Responsibilities
2.7.1

Resolving all staff appeals concerning grievances or disciplinary matters

2.7.2

Resolving all Freedom of Information Act appeals

2.7.3

Resolving appeals to decisions relating to complaints that the Officers have
been unable to resolve

2.7.4

Resolving all appeals against decisions of policy

Membership
Membership shall consist of four Members, as appointed by Full Council
Members of the Committee must be different from those who consider grievance and
disciplinary matters. Appointees to this committee are unable to sit on the Human
Resources Committee.
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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

Quorum
A meeting will not be quorate unless at least 3 Members are present.
Meetings
Meetings will be held as required.
Voting
Every decision must be made by a majority of Members present and voting. The Chair
carries the casting vote.
Proper Officer and Responsible Financial Officer - Duties and Powers
3.

Responsible Financial Officer

The Town Clerk shall be the Responsible Financial Officer to the Council and shall be
responsible for the Town Council’s accounting procedures in accordance with the Accounts
and Audit Regulations in force at any given time.
4.

Proper Officer

4.1

The Town Clerk shall be the Proper Officer of the Council and as such is specifically
authorised to:

4.2

4.1.1

Receive declarations of acceptance of office;

4.1.2

Receive and record notices from Councillors disclosing interests;

4.1.3

Receive and retain plans and documents;

4.1.4

Sign Notices or other documents on behalf of the Council;

4.1.5

Receive copies of byelaws made by the District Council;

4.1.6

Certify copies of byelaws made by the Council;

4.1.7

Sign and issue summonses to attend meetings of the Council.

4.1.8

Give public notice of the time, place and agenda at least three clear days
before a meeting of the Council (provided that the public notice with agenda
of an extraordinary meeting of the Council convened by Councillors is signed
by them)

4.1.9

Convene a meeting of the Council for the election of a new Chairman of the
Council, occasioned by a casual vacancy in that office

In addition, the Town Clerk has the delegated authority to undertake the following
matters on behalf of the Council:
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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

4.3

4.2.1

The day to day administration of services, together with routine inspection and
control.

4.2.2

Day to day supervision and control of all staff employed by the Council.

4.2.3

Authorisation of routine expenditure within the agreed budget.

4.2.4

Emergency expenditure up to £5,000 outside the agreed budget.

Finally, the Town Clerk, as Head of Paid Service and Responsible Financial Officer,
has delegated authority to:
4.3.1

Day to day management of the Council’s website and social media activities
and communications.

4.3.2

Day to day management of all the support services team.

4.3.3

Day to day management of all of the Council’s Human Resources functions
including payroll and finance.

4.3.4

Preparation of financial and other relevant reports.

4.3.5

Authorising expenditure within budgeted levels in areas of responsibility and
those delegated by the Council.

4.3.6

Proper administration of the Council’s financial affairs.

4.3.7

Report to External Auditor matters under Local Government Finance Act 1988
s114.

4.3.8

Ensure compliance with Financial Regulations.

4.3.9

Ensure compliance with all financial procedures.

4.3.10

Determine accounting policies, records and control systems.

4.3.11

Manage risk management of the Council.

4.3.12

Arrange and manage the Council’s insurance arrangements.

4.3.13

Management of Council salaries in accordance with contracts of employment.

4.3.14

Matters specifically delegated by Council or Committee.

4.3.15

To act (or commission) as the Council Data Protection Officer including
responses to FoI requests and SAR.

4.3.16

To provide responses to public questions from Council meetings in
consultation with the meetings’ Chairman and Deputy Chairman.

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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

4.4

Delegated actions of the Town Clerk shall be in accordance with Standing Orders,
Financial Regulations and this Scheme of Delegation and with directions given by the
Council from time to time.

5.

Delegation to Officers
The following matters are delegated to the Council’s Officers to make decisions on
behalf of the Council. These decisions must be exercised in accordance with the law,
the Council’s Standing Orders and Financial Regulations and any approved policy
framework and budget.
The Council may at any time, following resolution, revoke any delegated authority.
Officers may decide not to exercise delegated responsibilities and may instead make
a recommendation to a Committee or the Council. Similarly, where Officers have no
delegated power to make a decision, they report the matter to Committee or the
Council for a decision.
The table below outlines the delegated responsibilities of the Town Clerk and the
individuals to cover these in the absence of the Town Clerk:
5.1
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.

Town Clerk
Delegated Responsibility
The responsibilities and duties of the
role of Proper Officer as set out within
law and Council policies.
Issue all statutory notifications.
Receive Declarations of Acceptance of
Office.
Receive and record notices disclosing
pecuniary interests.
Receive and retain documents and
plans.
Sign notices or other documents on
behalf of the Council.
Receive copies of Bye-laws made by
principal authority.
Certify copies of Bye-laws made by the
Council.
Sign summons to attend meetings.
Ensure compliance with Standing
Orders.
Manage all Town Council staff, either
directly or indirectly.
Manage the provision of Council
services, buildings, land and resources.
Incur expenditure in an emergency up to
£5,000 whether budgeted or not.

Responsible in Absence
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager

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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

n.
o.
p.
q.
r.
s.

t.

u.

v.

w.
x.
y.
z.

aa.

ab.

Act on behalf of the Council in an urgent
situation and report back to the Council
as soon as practical.
Deal with dispensation requests from
Members under the Code of Conduct.
Deal with matters specifically delegated
by Council or Committee.
Take all decisions relating to the training
of Councillors & staff.
Appoint all employees in accordance
with the Council’s staff structure.
Authorise minor non-fiscal adjustments
to contracts of employment and job
descriptions to meet the needs of the
Council.
Appoint casual / temporary members of
staff as needed to meet the business
needs of the Council and within existing
budgets.
Authorise additional hours of work for
existing staff on a temporary basis to
support the business needs of the
Council.
Deal with all disciplinary matters and
hearings in accordance with the
Council’s Disciplinary Policy, including
suspending employees as deemed
necessary.
Responsible for the overall management
of all budgets in accordance with Council
policies.
Authorised to issue press releases on
any Council activity exercised in
accordance with Council policy.
Overall responsibility for Health & Safety
across all Council owned sites.
Authority to amend/revise the
representatives on outside bodies as
and when necessary, where consensus
is achieved (except at the beginning of
each Municipal Year when this is done
at the Annual Meeting).
To act as the Council’s Data Protection
Officer (or commission those services)
including responses to FoI requests and
SARs.
To provide responses to public
questions from Council meetings in
consultation with the meetings’
Chairman and Deputy Chairman.

Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager
Operations Manager

Operations Manager

Operations Manager

Operations Manager

Operations Manager
Operations Manager
Operations Manager
Operations Manager

Operations Manager

Operations Manager

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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.

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SCHEME OF DELEGATION adopted by Full Council 21st September 2026

ac.

Matters specifically delegated within
Council policies.

Operations Manager

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Revision 4: Adopted by Full council 21st September 2026
To be reviewed annually.