PAPER B

EMERGENCY SCHEME OF DELEGATION - OFFICERS

BACKGROUND

In light of the current Covid-19 advice issued by the Government and the likelihood that the

situation maybe ongoing, the following scheme of delegation has been written to ensure

continuity of the Town Council’s work and to enable business to continue ‘as usual’ in these

uncertain times.

As advised on the 16^th March 2020 arrangements will be made for staff to work from home

wherever possible, the health and support outreach clinics hosted at Lind Street have been

cancelled for the next month, however we will review the situation daily to ensure we are

acting accordance in with Government advice.

The sessions at 147 High Street have been cancelled for the remainder of this week, this will

be reviewed on a daily basis. Staff have been tasked with undertaking all of the statutory

online training and necessary paperwork in the initial close - down period.

Staff have arranged for the phones to be diverted and have set up ‘Microsoft teams’ to enable

all staff to stay in contact and work efficiently from home.

We are currently awaiting advice on whether to continue to hold Council meetings in Public

and whether we will be able to go ahead with the Town Meeting on the 13^th May as planned.

DELEGATION TO OFFICERS

The following matters are delegated to the Council’s Officers to make decisions on behalf of

the Council in the event of an emergency.

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.

All decisions made under delegated powers by officers should be in accordance with

the Council’s ethos, current policy, ethics and in the best interests of the Council, Ryde

and its residents.

1. Acting Town Clerk

The Town Clerk shall be the Proper Officer of the Council as defined in law. The following

decisions are delegated to the Town Clerk:

(i)

Issue all statutory notifications.

(ii)

Receive Declarations of Acceptance of Office.

(iii)

Receive Declarations of Acceptance of Office.

(iv)

Receive and record notices disclosing pecuniary interests.

(v)

Receive and retain documents and plans.

(vi)

Hold the Council’s Seal and apply it to documents as approved.

(vii)

Sign notices or other documents on behalf of the Council.

(viii)

Receive copies of By-laws made by principal authority.

(ix)

Certify copies of By-laws made by the Council.

(x)

Sign summons to attend meetings.

(xi)

Ensure compliance with Standing Orders

(xii)

Manage all Town Council staff, either directly or indirectly.

(xiii)

Manage the provision of Council services, buildings, land and resources.

(xiv)

Incur expenditure in an emergency up to £10,000 whether budgeted or not.

(xv)

Act on behalf of the Council in an urgent situation and report back to the Council as

soon as practical.

(xvi)

Deal with dispensation requests from Members under the Code of Conduct.

(xvii)

Deal with matters specifically delegated by Council or Committee.

(xviii)

Take all decisions relating to the training of Councillors & staff.

(xix)

Decisions for Health & Safety across all Council owned sites.

(xx)

Day to day management of all of the Council’s Human Resources functions.

(xxi)

Decisions regarding the provision of services and whether to close premises, cease

the provision of services.

(xxii)

To re-deploy staff if required to aid and support emergency community initiatives

To have the following delegated authority in consultation with the Mayor and/or Deputy

Mayor.

(xxiii)

Appoint all employees in accordance with the Council’s staff structure.

(xxiv)

Authorise minor non-fiscal adjustments to contracts of employment and job

descriptions to meet the needs of the Council.

(xxv)

Appoint casual / temporary members of staff as needed to meet the business needs

of the Council and within existing budgets.

(xxvi)

Authorise additional hours of work for existing staff on a temporary basis to support

the business needs of The Council.

(xxvii)

Deal with all disciplinary matters and hearings in accordance with the Council’s

Disciplinary Policy.

(xxviii)

Authorised to issue press releases on any Council activity exercised in accordance

with Council policy.

(xxix)

Incur expenditure in an emergency up to £25,000 whether budgeted or not.

2. Deputy Town Clerk

To act as the Proper Officer in the absence of the Town Clerk where necessary for the smooth

running of the Council.

(xxx)

To deputise for the Clerk in their absence and to be afforded the same delegated

authority as listed in section 1.

(xxxi)

Overseeing Council transparency, access to information and data use and storage,

including day to day management of Council’s website.

(xxxii)

Matters specifically delegated by the Council, a Committee or the Clerk.

(xxxiii)

In the absence of the Town Clerk, authorised to issue press releases on any Council

activity exercised in accordance with Council policy.

Responsible Financial Officer

(i)

Ensure Compliance with Financial Regulations.

(ii)

Ensure compliance with all financial procedures.

(iii)

Determine accounting policies, records and control systems.

(iv)

Manage risk management of the Council.

(v)

Approve the payment of all invoices

(vi)

Proper administration of the Council’s financial affairs.

(vii)

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

(viii)

Arrange and manage the Council’s insurance arrangements.

(ix)

Management of Council salaries in accordance with contracts of employment.

(x)

Matters specifically delegated by Council or Committee.

(xi)

In the absence of the Town Clerk, authorised to issue press releases on any Council

activity exercised in accordance with Council policy.

(xii)

Responsible for the overall management of all budgets in accordance with Council

policies.

(xiii)

To approve virements between budget headings in consultation with the Clerk and

the Chair of the relevant committee.

The RFO or Finance Administration Officer to have the following delegated authority in

consultation with the Chair and/or Deputy Chair of Finance.

(xiv)

To respond to all consultations addressed to the finance committee on behalf of the

Council

(xv)

To approve Grants applications that adhere to the Council’s grant funding policy up

to a value of £5000

(xvi)

In the event of the RFO or Finance Administration Assistant being unavailable to

work the Planning Clerk shall deputise for the RFO and have delegated authority to

act in their absence.

Facilities & Assets Officer

(i)

Day to day management of land, buildings and other resources.

(ii)

Management of maintenance, cleaning and all other Council service contracts.

(iii)

Day to day management of all employees within section.

(iv)

Approve expenditure up to the limit of £3500 for urgent works required to any Council

facilities.

(v)

Day to day management of Civic functions of the Council.

(vi)

Decisions for Health & Safety across all Council owned facilities.

To have the following delegated authority in consultation with the Chair and/or Vice

Chair of the Chair Facilities and Assets Committee

(i)

For reasons of safety close any of the following facilities to the public:

Skatepark

Public Conveniences

Allotments

(ii)

In the absence of the Town Clerk, authorised to issue press releases regarding any

Council facilities exercised in accordance with Council policy.

(vi)

In the event of the Facilities and Assets officer being unavailable to work the

Facilities and Maintenance Officer shall deputise for the FA Officer and have

delegated authority to act in their absence.

Planning Officer - To have the following delegated authority with regard to all

decisions regarding:

(i)

Day to day management of all employees within section.

(ii)

Day to day management of all planning matters.

(iii)

Day to day management of all matters relating to the HAZ project

(iv)

Day to day management of the Harbour Acquisition

(v)

Incur expenditure within budgeted limits

To have the following delegated authority in consultation with the Chair and/or Vice

Chair of the Planning Committee

(vii)

To submit a response on behalf of the Town Council with regard to Planning

Applications

(viii)

To submit a response on behalf of the Town Council with regard to Licensing

Applications

(ix)

To submit a response on behalf of the Town Council with regard to Highways

proposals

(x)

To decide on Public Realm Improvement applications

(xi)

To finalise and submit Ryde Harbour Business Plan Proposals to the IWC

(xii)

To have the full authority to negotiate on behalf of the Town Council with regard to

the acquisition of the Harbour

(xiii)

In the event of the Planning officer being unavailable to work the Committee and

Place Plan Co-Ordinator shall deputise for the Planning Officer and have delegated

authority to act in their absence.

Network Ryde - Youth Work Manager

(i)

The day to management of Network Ryde be undertaken by the Youth Work

Manager or in their absence the relevant Session Lead.

(ii)

Day to day management of employees within this section

(iii)

To re-deploy staff to aid and support emergency community initiatives

To have the following delegated authority in consultation with the Chair of the Network

Ryde Steering Group

(i)

To temporarily close 147 High Street on Health and Safety grounds

(ii)

To agree to provide and implement Outreach Services

(iii)

To temporarily cease outreach services on Health and safety grounds

In the event of the Clerk or Deputy being incapacitated or unavailable to work the Chain

of command is as follows:

(i)

Acting Clerk

(ii)

Deputy Clerk

(iii)

Planning Clerk

(iv)

Community and Place Plan Co-Ordinator

(v)

Finance Administrator

(vi)

Facilities and Allotments Officer

(vii)

Facilities and Maintenance Officer

Network Ryde

(i)

Youth Work Manager

(ii)

Clerk

(iii)

Session and Duke of Edinburgh Leads

(iv)

Youth Administrator

(v)

Youth Worker

Decision

Committee

Decision Taken

Date

Reported To

Reason for Decision

Officer Name

Chairs Name

Financial Details

Diana

To engage Lindsey Simpson

25/03/2020

Planning

To complete Ryde HAZ bid

Chris Turvey

Conyers

£400.00 + vat

Hand Sanitizer

01/04/2020

Clerk

Coronavirus

Chris Turvey

N/A

£50.00 + vat

To support Heritage England

To ensure Ryde HSAZ project goes

1/3 of costs for the length

request for Interim Project Manager

01/04/2020

Finance

ahead

Lisa Dyer

Phil Jordan

of shutdown

To incur costs of shopping for those

isolating with no costs and to invoice

To be paid from Ryde in

Shopping Fund

02/04/2020

Clerk

for reimbursment

Lisa Dyer

N/A

Bloom budget

Laptop purchase to replace broken

New Laptop Purchase

Clerk

laptop

Lisa Dyer

£549

Public Toilets Closed due to corona

virus and unavailability of

Environment Officers for H&S

Public Toilet Closures

Clerk

inspections due to isolation

Shona Parnell

Karen Lucioni

none

Skatepark Closure

Facilities and Assets

Closed due to lockdown

Shona Parnell

Karen Lucioni

Covid 19 IWC funding Grant

£5000

£2500 loan £2500

Submit Grant request to IWC

Finance

apllication

Lisa Dyer

Phil Jordan

Grant

Gareth

£6175 community grants,

Determination of Grant Aplications

08/04/2020

Finance

Committee meeting not taking place

Hughes

Phil Jordan

£6946.40 Marketing grants

To revise place plan to ensure post

Diana

Review of Place Plan

14/5/2020

Clerk

covid recovery

Lisa Dyer

Conyers

Up to £5000

Place Plan Working

To produce up to date COVID-19

To get 10,000 leaflets printed

22/06/2020

Group

Leaflets for Ryde Town

Shona Parnell

Michael Lilley

TBC

Marketing Audit

01/07/2020

Full Council

Needed a one off Marketing Audit.

Shona Parnell

Michael Lilley

£5,000

Streamlining Process - WH no longer

need to supply details of each

Footprint Trust Warmer Homes

applicant. Quarterly report will still be

Initiative

11/06/2020

Finance

received as at present

Liz Dutton

Phil Jordan

Covid secure Risk assessments

undertaken and social distancing

Re-open Public Toilets

Facilities and Assets

measure in place

Shona Parnell

Karen Lucioni

Covid secure Risk assessments

undertaken and social distancing

Re-open skatepark

Facilities and Assets

measure in place

Shona Parnell

To defer June round of community

Covid 19 situation and review of grant

and marketing grants

02/06/2020

Finance

process

Liz Dutton

Phil Jordan

Request from Warmer Homes to

alter how they operate due to

COVID ie no home visit at present

but applicant required to sign

declaration to confirm information

given is correct

21/05/2020

Finance

Covid 19

Liz Dutton

Phil Jordan

Admin staff appointment Part time

support

18/06/2020

Finance

Staff shortages - temp appointment

Lisa Dyer

Michael Lilley

Ryde Unite Grant - Haylands Farm

£500

22/06/2020

Finance

COVID-19 Ryde Unite

Liz Dutton

Phil Jordan

Purchase 3 laptops to enable staff to

£2748 Grant award from

Grant Application

20/06/2020

Network

work from home

Lisa Dyer

HIWCF

Ryde Unite Grant - Phoenix Project

£450

20/06/2020

Finance

COVID-19 Ryde Unite

Lisa Dyer

Phil Jordan

Ryde Unite Grant - Jigsaw Family

Support

09/07/2020

Finance

COVID-19 Ryde Unite

Liz Dutton

Phil Jordan

To support the Buy Local craft

To promote Ryde as a visitor

To cover Street Licensing

market

21/07/2020

Full Council

destination

Lisa Dyer

Phil Jordan

Fees £290 approx

To commission bid writer to

research and apply for grant funding

To ensure Place Plan objectives are

for Place Plan related projects

21/07/2020

Full Council

delivered.

Lisa Dyer

Michael Lilley

Marketing Working

To promote Ryde as a Covid safe

Town Marketing Campaign

15/07/2020

Party

destinantion

Lisa Dyer

Phil Jordan

£6,000

Monkton Arts - Promotions for August

Marketing Grant

01-Aug

Finance

Events

Lisa Dyer

Phil Jordan

£5,000

Community Grant

02-Aug

Finance

Monkton Arts - Community grant

Lisa Dyer

Phil Jordan

£5,000

To ascertain the current condition of

To commision condition report for

Commercialisation

the theatre buiding, repairs needed

Ryde Theatre

and Assets HAZ

and viability of buiding.

Lisa Dyer

Phil Jordan

£5700

To commission Valuation and

Commercialisation

To inform consideration to purchase

Survey of St Thomas' Church

and Assets

for use by Network Ryde

Lisa Dyer

Phil Jordan

To agree to fund additional bin

Litter build up / complaints regarding

collections along Ryde Esplanade

Full Council

excess litter around bins.

Lisa Dyer

£90 per day

Undertake urgent repairs to lifeguard

station

3rd August

Facilities and Assets

Unsafe handrail and rotten fascias

Liam Pearce

Karen Lucioni

To host jointly with Natural Enterprise

Street Trading Licence and land hire

31st July

Full Council

the 'Let's Buy Local' craft market

Lisa Dyer

Full Council

£1000 approx

Annual funding for Harp on Wight

reduced to £800

July

Finance

To enable event to continue on line

Liz Dutton

Phil Jordan

£800