Terms of Reference 2026/27

Events & Communications Committee (E&C)

 

Introduction 

St Stephen in Brannel Parish Council appoints Committees to carry out specific duties on its behalf. All Committees must comply with the Council’s Standing Orders and Financial Regulations, Scheme of Delegation, and any relevant statutory requirements.

 

This document sets out the remit, powers, and procedures for the Events & Communications Committee.

 

Committee Overview

Remit:

To plan, coordinate, promote, and review Council-organised civic and community events and oversee all aspects of internal and external communications, including media, digital content, community engagement, and democratic outreach activities such as school engagement, youth representation, and public drop-in opportunities.

 

Composition:             Seven (7) Elected members (Voting)

Two (2) Substitute members (Voting)

 

Non-Members:          All Councillors not appointed to the Events & Communications Committee may attend public sessions at the discretion of the Chairman, may speak on an agenda item, but                                              shall have no voting rights and shall not count towards the quorum.

 

Quorum:                    Four (4) members. Substitute members count towards quorum only when formally substituting for an absent appointed member.

 

Chairmanship:          Chairman and Vice-Chairman to be elected by the members at the first committee meeting held in each Council year.

 

Meetings:                   three ordinary meetings per year. In the event of an item of urgency, an extra ordinary meeting can be called in line with legislation and Council’s adopted standing orders and                                       scheme of delegation.

 

Timing:                       6.30pm

 

Venue:                       The Brannel Room, 22 Fore Street, St Stephen, PL26 7NN

 

Reports to:                 Full Council.

 

Administration:         Parish Council Office

 

Term of Appointment:            1 year

 

Legal & Governance Framework

The Committee operates under the following legislation and policy documents (non-exhaustive):

  • Data Protection Act 2018
  • UK GDPR
  • Localism Act 2011
  • Equality Act 2010
  • Road Traffic Regulation Act 1984
  • Local Government Act 1972
  • Public Bodies (Admissions to meetings) Act 1960
  • Public Health Act 1936
  • Council’s adopted Code of Conduct.
  • Council’s adopted Standing Orders.
  • Councils adopted Financial Regulations.
  • Council’s Scheme of Delegation.
  • Nolan Principles of Public Life.
  • any other relevant legislation, guidance, or case law

 

Authority and Delegation

The Committee has delegated authority to make decisions within its approved Terms of Reference, adopted budget, Standing Orders, Financial Regulations, and the Council’s Scheme of Delegation.

 

The Committee may authorise expenditure within its delegated budget, provided that such expenditure is within previously approved limits and does not commit the Council to future or unconfirmed budgets.

 

The following matters must be referred to Full Council or the relevant committee:

  • matters outside these Terms of Reference.
  • matters outside approved budget.
  • new or amended Council policy.
  • contractual commitments beyond delegated limits.
  • matters involving significant reputational, legal, financial or governance risk.
  • matters reserved to Full Council under the Council’s Scheme of Delegation.

 

Terms of Reference including delegated duties and responsibilities:

 

  1. Governance & Delegation
  • Consider such matters as may be delegated by the Council from time to time.
  • Consider recommendations of Sub-Committees or Working (Advisory) Groups operating under the control of the Events & Communications Committee.
  • Review the Committee’s Terms of Reference on an annual basis and submit recommended amendments to Full Council for approval.
  • Review strategic plan objectives annually and report progress to Full Council.
  • Ensure that any decision taken by the Committee is lawful and within delegated authority, within approved budget and compliant with Council policy.
  • refer any matter outside its delegated authority to Full Council or the relevant committee.

 

  1. Financial Management
  • Authorise expenditure within the Committee’s delegated budget, provided payments are within previously approved limits. The Committee cannot commit to or spend from future or unconfirmed budgets.
  • Consider and submit annual budget estimates of income and expenditure (for continuing services and capital expenditure) to the Finance & Policy Committee.
  • identify appropriate grant funding opportunities for events, communications, and engagement activities.
  • recommend or submit grant applications where Council or the appropriate committee has approved the relevant project and any match funding.

 

  1. Events
  • plan, coordinate, promote and review Council-organised civic and community events, including Remembrance events, public celebrations, and other approved events.
  • ensure event plans are prepared where appropriate, including risk assessments, insurance checks, safeguarding considerations, first aid, permissions, licences, road closure or traffic management requirements and volunteer arrangements.
  • engage with local volunteers, community groups, and third-party organisers where appropriate.
  • review event outcomes, attendance, feedback, expenditure, and lessons learned.
  • make recommendations to Full Council or the relevant committee where an event falls outside approved budget or delegated authority.

 

  1. Communications
  • oversee the Council’s communications, including newsletters, website content, social media, notice boards, press releases, printed material, and public information campaigns.
  • monitor the effectiveness, reach, accessibility, and consistency of Council communications.
  • ensure Council communications are factual, politically neutral, accessible, and consistent with agreed branding and key messaging.
  • support the Clerk in planning proactive communications, while recognising that routine operational communications remain an officer function.
  • ensure communications have regard to data protection, image consent, copyright, accessibility, defamation, moderation, and reputational risk.
  • recommend communication policies, branding guidance, or significant changes in communication approach to Full Council, as appropriate.

 

  1. Community Engagement
  • Oversee inclusive consultation activities and ensure accessible formats are used.
  • Encourage civic involvement through interactive and open communication platforms.
  • Organise and support School Democracy Days to educate and involve local schoolchildren in democratic processes.
  • Administer the establishment and functioning of a Youth Council, ensuring arrangements include appropriate safeguarding, consent, data protection, recruitment, mentoring, and reporting processes.
  • Ensure feedback gathered through engagement activities is recorded and reported to the relevant committee or Full Council as appropriate.

 

  1. Councillor Meet & Greets
  • Facilitate regular Councillor Meet & Greets in the parish to offer direct access for residents.
  • Coordinate advertising, attendance, and collection of feedback and issues raised.
  • ensure residents are informed that Councillor Surgeries are not formal Council meetings and that no Council decisions can be made at them.
  • refer matters raised to the Clerk, relevant committee, or Full Council as appropriate.
  • monitor attendance, accessibility, recurring themes, and outcomes to ensure sessions remain useful and relevant.

 

Note: Any resolution made outside these Terms of Reference may be considered ultra vires and open to challenge in a Court of Law.