TERMS OF REFERENCE FOR
THE COMMUNITY PLANNING COMMITTEE
Objective:
The committee will lead on and manage all planning and neighbourhood activities (including regeneration, public realm, environment and open spaces matters,). Including, but not limited to, responding to planning and licensing applications as a statutory consultee, leading on planning and infrastructure related policies on behalf of the Council.
Membership
The committee shall comprise a maximum of nine (9) members, including seven (7) members elected at the Annual Meeting of the Town Council, the Mayor and the Deputy Mayor (as ex officio). It is preferable but not essential that all wards be represented in the membership.
DRAFT
Chair/Vice Chair
The Chair shall be elected at the Annual Meeting of the Town Council. The Vice-Chair shall be elected annually at the first committee meeting following the Annual Meeting of the Town Council.
Quorum
The quorum of the committee shall be 4 Town Council members.
In attendance
The Community Planning Officer (or appointed deputy) and another delegated member of staff should attend any meeting.
Meetings
Meetings shall normally be held every three (3) weeks, in accordance with a schedule to be agreed at the Annual Meeting of the Town Council. Additional meeting can be called to consider major planning applications.
The Community Planning Officer shall ‘call’ the meeting and summon members to attend in accordance with the Council’s Standing Orders no later than three
(3) clear working days prior to the scheduled date of the meeting. The three clear days should not include the day of publishing the papers or the day of the meeting.
TERMS OF REFERENCE MAY 2023
Public Participation
Meetings are normally open to the public in accordance with the Council’s Standing Orders although the exclusion of public and press can be agreed should it be deemed to be in the Town Councils best interest.
Minutes
Minutes of all meetings will be recorded by an Officer and circulated to all members of the committee and to Full Council members.
All resolutions and recommendations made to Full Council shall be recorded in the minutes of the appropriate meeting.
Accountability and Scope
DRAFT
The Committee has delegated authority to act on behalf of the Council in relation to the defined terms of reference only; any recommendations outside of the committee’s terms of reference shall be made to Full Council.
Delegated Authority
The Committee will act to consider and comment upon all planning applications and planning issues that may affect the town and make recommendations to the Local Planning authority.
The Committee will monitor and review the delivery of contracts relating to Open Spaces and Public Realm including St Thomas Rest Garden, the Allotments, Eastern Gardens, various planting and watering contracts, waste bins, beach cleaning and Christmas lighting. This is not an exhaustive list and in addition, this committee will be responsible for the management of poor performance and cancellation of contracts if necessary.
The Committee has the authority to make virements between various contracts as it finds appropriate to a maximum value of £5,000.
The Committee will act to consider and comment upon licensing and highways matters that may affect the town and make recommendations to the relevant authority.
The Committee will act to consider and comment upon regeneration projects that may affect the town and make recommendations to the IWC’s regeneration directorate.
TERMS OF REFERENCE MAY 2023
The committee will advise, implement and review development plans for the town, including the Ryde Place Plan and the Position Statement.
The committee will develop and implement all infrastructure related policies and plans.
The committee will comment on any Highways or infrastructure proposals referred to it by the IW Council or other appointed authority or body.
The committee will consider, comment on and, where appropriate, assist in the implementation of any actual or proposed projects affecting the town that may be initiated or proposed by the Isle of Wight Council’s Regeneration Directorate or the Ryde Regeneration Working Group.
The committee will consider and comment on any other relevant plans or project proposals initiated or proposed by the Isle of Wight Council or other relevant authorities.
DRAFT
The committee will consider and evaluate requests for funding from the Public Realm Budget, to approve requests of a value under £20,000 and to refer requests over £20,000 for approval by Full Council.
To provide a strategic oversight of the Town Councils Public Realm.
The Committee may establish additional sub-committees and working groups in accordance with the Council’s Standing Orders.
In consultation with the RFO agree any expenditure for remedial works to any Council facility or asset up to the value of £10,000.
Consideration of any procurement matters delegated to the Committee by Full Council.
Delegated Authority Officers:
The Committee may delegate powers to make decisions on non- controversial planning applications to the Community Planning Officer in consultation with the Chair and Vice-Chair.
The Committee may delegate powers to the Community Planning Officer in consultation with the Chair and Vice-Chair to make decisions on any matter in times of emergency or when it is not possible for the Committee to meet in the normal way to evaluate planning matter.
TERMS OF REFERENCE MAY 2023
In consultation with the Community Planning Committee and RFO to agree any expenditure with regard to urgent repairs or to rectify any Health and Safety issues up to the value of £10,000, or continued provision of service.
To approve contracts for minor works up to the value of £5,000.
Day to day management of the allotment site, including the issuing and termination of tenancy agreements.
Day to day management of the Skatepark, including revising opening and closing times, security arrangements and closures on the grounds of health and safety.
To take any immediate action required to ensure Health and Safety of staff, contractors, or members of the public at any of the Council’s facilities.
DRAFT
The Community Planning Committee’s Terms of Reference are to be reviewed annually at the Council’s Annual General Meeting.
TERMS OF REFERENCE MAY 2023