Asset Management Committee

Asset Management Committee

Purpose

The purpose of the Asset Management Committee is to review and monitor the assets of the Parish Council including, but not limited to, the acquisition or transfer of new assets, the disposal of surplus or obsolete and the ongoing maintenance and management of existing assets.

Assets are defined as items owned, leased, or otherwise controlled by the Parish Council that have a tangible value or contribute to the delivery of services. This includes, but is not limited to, land, buildings, structures, equipment, and other physical property.  For the purpose of these Terms of Reference, assets are considered to be those recorded in the Parish Council’s Asset Register.

Membership

1. The committee shall comprise of 8 Council members.
2. Members shall be appointed at the annual meeting of the council or, in the case of the resignation of a member(s), at an ordinary council meeting.
3. Non-councillor member(s) can be appointed if they have relevant professional experience. However, they will not have voting rights.
4. Committee meetings shall be subject to a quorum of 3 voting members.
5. As per the Standing Orders, the Chair of Council has voting rights on the occasion of their attendance at committee.

Chair

The Council will elect a chair and vice chair at the annual meeting of the council.

Conduct of Meetings

1. The committee will meet eight times a year and all meetings will be held in accordance with the council’s standing orders.
2. The committee shall carry out all matters in accordance with the council’s Standing Orders and any other related policies.
3. All meetings of the committee will be minuted by the clerk or other appropriate staff member.
4. All minutes of the committee meetings will be provided to the Full Council.
5. Members of the press and public will be allowed to attend meetings and make representations in relation to advertised business items of the agenda in accordance with standing orders.
6. Councillors who are not a member of this committee may attend but do not have automatic voting rights and are deemed to be a member of the public.

Delegated Powers 

1. To be responsible for the maintenance of the Asset Register and to recommend adoption of said register annually by Full Council.
2. To purchase and issue contracts for services or works within framework of Standing Orders and Financial Regulations across asset improvements, play areas as well as allotments, recreation grounds and pavilion’s maintenance.  Where a contract falls beyond regulations, to make recommendation to Full Council.
3. To ensure the provision of grounds and other facilities maintenance schedule and monitor the efficacy and standards of those works.
4. To have responsibility for the Risk Assessments and management of assets/facilities.
5. To have authority to review rates chargeable for existing facilities and make recommendations to Full Council for any changes.
6. To agree disposal of existing and purchase of new assets in accordance with Officer’s recommendations, in line with Financial Regulations.
7. To receive and review income and expenditure reports across income generating cost centres and recreation grounds to ensure income / expenditure meets budget expectation.
8. To oversee negotiations with Eastleigh Borough Council over Service Level Agreements for the proper management of assets as and when external inputs are required.
9. To consider asset transfers from Eastleigh Borough Council to the ownership of the Parish Council, ensuring agreed benefit to the parish and its residents and to make recommendation to Full Council.  With consideration to include:-               a) Financial implications of accepting asset transfer both with current condition and ongoing maintenance.                                                                                      b) Staffing implication.                                                                                            c)   Risk assessments.
10. To authorise the submission of funding applications for identified improvements to assets on behalf of the Parish Council.
11. To oversee the review and management of leases, licences, tenancy arrangements, service agreements and associated operational documents relating to Council-owned or managed assets and facilities, and to make recommendations to Full Council where required.
12. To refer items to other committees and sub-committees as and when other inputs are required.

Reporting line

The Asset Management Committee reports to Council.

(as reviewed and agreed by Full Council 22 June 2026)