Helen has been the Clerk and RFO to the council since 2005.
THE ROLE OF THE CLERK AND RESPONSIBLE FINANCIAL OFFICER:
The Parish Clerk is the Proper Officer of the Council and as such is under a statutory duty to carry out all the functions, and in particular to serve or issue all the notifications required by law of a local authority’s Proper Officer. The Parish Clerk is responsible for ensuring that the instructions of the Council in connection with its functions as a Local Authority are carried out.
The Parish Clerk is expected to advise the Council on, and assist in the formation of overall policies to be followed in respect of the Authority’s activities and in particular to produce all the information required for making effective decisions and to implement all decisions. The person appointed will be accountable to the Council for the effective management of all its resources and will report on issues as and when required.
In effect, the Parish Clerk’s role is equivalent to that of Chief Executive.
1. To ensure that statutory and other provisions governing or affecting the operation of the Council are observed.
2. Responsible Financial Officer – responsibility for monitoring and balancing
the Council’s accounts and preparation of records for audit purposes, VAT, PAYE and national insurance, pension scheme, grants.
3. To ensure that the Council’s obligations for Risk Assessment are properly met.
4. To prepare, in consultation with appropriate members, agendas for meetings of the Council, Committees and Working Groups. To attend such meetings and to either prepare or oversee the preparation of minutes/notes of those meetings for approval.
5. To attend all meetings of the Council, Committees and Working Groups,
6. To receive correspondence and documents on behalf of the Council and to deal with correspondence or documents or bring such items to the attention of the Council. To issue correspondence as a result of instructions of, or with reference to the known policy of the Council.
7. To develop the annual budget as the Responsible Financial Officer and to oversee the Council’s expenditure and income.
8. To study reports and other data on activities of the Council and on matters bearing on those activities. Where appropriate, to discuss such matters with administrators and specialists in particular fields and to produce reports for circulation and discussion by the Council, Committees or Working Groups.
9. To draw up both on her own initiative and as a result of suggestions by members, proposals for consideration by the Council and to advise on practicability and likely effects of specific courses of action.
10. To keep up to date with new legislation, ensuring the Council is fully informed of new opportunities and legal requirements of legislation.
11. To oversee the maintenance and safety of all existing sites owned or leased by the Council including Meadow lane play area and East Mead Field
12. To negotiate the purchase or lease of premises, acting on resolutions and on behalf of the Council.
13. To develop relationships with outside bodies and organisations to facilitate partnership working.
14. To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate, suggest modifications.
15. To respond to consultation documents from local and central government and other relevant bodies on behalf of and by resolution of Council.
16. To act as the representative of the Council as required.
17. To issue notices and prepare agendas and minutes for the annual meeting of the parish as required, and attend the annual parish meeting and implement proposals made at the meeting that are agreed by the Council.
18. To prepare in consultation with the Chairman, press releases about the activities of, or decisions of the Council.
19. To attend training courses or seminars on the work and role of the Clerk.
20. To manage and advise on new projects – current projects include the East Mead Community area and orchard.
21. To oversee and keep up to date the village website.
22. To produce the quarterly village newsletter.