Responsibilities delegated to Parish Clerk / Proper Officer / Responsible Finance Officer of the Council

Parish Clerk / Proper Officer

The Parish Clerk is designated and authorised to act as Proper Officer of the Council for the purposes of all relevant sections of the Local Government Act 1972 and any other statute requiring the designation of a Proper Officer.

The Proper Officer is authorised as per the current adopted Standing Orders of the Council (Standing Orders 15) and any other duly resolved and delegated lawful power by Full Council.

Delegated Powers 

1. Manage all of the Council’s services including:
   • Fryern Funtasia or other such show or event.
   • Parks and allotment sites.
   • Facilities management including Fryern Pavilion and Hiltingbury Sportshall
   • Websites and social media accounts relating to the Council and council activities.
   • Services agreed under contract for other authorities or bodies.
2. Manage, monitor and review the Council’s Financial and Operation Risk.
3. To oversee the discharge of the Council’s responsibilities under the Health and Safety at Work Act 1974.
4. To respond to complaints received via the general email account and to raise to Council those received via the Complaints Policy.
5. Decide arrangements for closure of Council facilities in line with “Council Days”.
6. Deal with day-to-day matters arising from room or facilities hire.
7. To manage the Council staff, seeking professional advice from HR Consultant, when necessary, in accordance with policies, procedures and budget including -

• staff performance,
• initial discipline matters,
• employment of temporary staff,
• issuing of all contracts and handbooks,
• expenses and mileage claims,
• training,
• provision of uniforms
• annual leave
• payment of overtime.

8. To submit comments, on behalf of Council, to the Planning Authority in line with agreed responses to individual planning applications.
9. To act as signatory on financial accounts and nominated account holder for supplier accounts in line with Council’s Standing Orders and Financial Regulations.

Responsible Financial Officer (RFO)

The Proper Officer of the Council is also employed and empowered to act as the Responsible Financial Officer to the Council as required by statute (LGA 1972 s151) and to uphold the Adopted Financial Regulations of the Council and other statutory financial instruments.

The Proper Officer/Responsible Financial Officer is authorised to carry out duties in accordance with the adopted Standing Orders (Standing Orders 16, 17 and 18) and the adopted Financial Regulations of the Council and any other duty imposed by statute.

Delegated Powers

1. To operate Council’s banking arrangements including management of accounting software.
2. Authorise action for recovery of debts and to write off debts up to the level set by the Council.
3. Determine Council’s insurance requirements and make necessary arrangements.
4. Make necessary arrangements for the provision of an internal and external audit service for the Council.
5. Accept quotations or tenders for work suppliers or services within the limits required within the Council’s Financial Regulations.
6. Manage the budget and reporting to Council along with the preparation of the draft budget for each year pending.
7. Prepare the final accounts for each financial year including Annual Return.
8. Carry out virement of sums between cost centres in accordance with Council’s Financial Regulations.