YOUTH AND COMMUNITY CENTRE
ADVISORY GROUP TERMS OF REFERENCE
The general aim of the Youth and Community Centre Advisory Group
(referred to below as Youth Centre Advisory Group) will be to assist the Local
Authority by providing advice to staff, to support the delivery of youth work to
the target group of 13 to 19 year olds within an overall age range of 11 to 21.
This will be provided in accordance with the Authority's curriculum framework
2.1 The advisory group should be composed of a minimum of six and a
maximum of twelve members.
2.2 Six places to be reserved for young people aged 13-25, one for a ward
councillor or local authority nominee and one place for an adult of
eighteen years of age or over (for purpose of acting as a bank account
2.3 Members will be nominated by a serving member of the advisory group
(including ex-officio members) and their appointment will be subject to
the approval of the Youth Service Advisory Group/Chair of Youth
Service Advisory Group. Membership should meet local needs and a
selection of people from the following list may prove useful.
A Parish Councillor (where appropriate)
Headteacher (secondary school) or their Representative
Governor of Secondary School
Representative of Voluntary Youth Sector
Education and Children’s Services Representative
User Group Representatives
Sector Police Officer
Representatives from Organisations such as Health, Connexions,
Education Welfare etc.
Interested members of the Community
Representatives of Local Industry or Commerce
Local Church Representatives
Parents of Attenders
2.4 Ex-officio members to include Youth Centre Manager and a part-time
member of staff.
2.5 At the first meeting of the new financial year, the Centre Advisory
Group will elect a Chairperson, Vice Chairperson, Treasurer and
Secretary all of whom will serve for one year. All office holders will be
eligible for re-election in successive years.
2.6 The term of office of a member will normally be of three years' duration
but members can be re-elected to serve further terms. All permanent
members of the advisory group have voting rights but not those
attending in an ex-officio capacity.
2.7 The Solihull MBC person responsible for the Centre and/or the Youth
and Community Officer or their representative must be in attendance,
but in a non voting capacity. Other youth workers at the centre can
attend advisory group meetings (without voting rights) if arrangements
have been made in advance with the Chairperson of the advisory
group and Solihull MBC 'responsible person'.
2.8 Other speakers or observers can be invited by the chairperson and
Solihull MBC 'responsible person' to attend but without voting rights.
3.1 Advisory group meetings will be held at least three times per year.
3.2 At each meeting the agenda will consist of Apologies, Minutes, Matters
Arising and Date of Next Meeting. The Meeting will also receive
a) The person responsible for the Centre about the Youth and
Community work being undertaken.
b) A financial report on the Centre's funds.
c) A report by young people related to their needs and wants.
Other reports for example user groups, building improvements etc. can
be requested by the advisory group as appropriate.
3.3 Agendas, reports and previous minutes will be circulated a minimum of
seven days before a meeting. Minutes will give an accurate account of
any resolutions and agreed actions. Minutes will be signed by the
Chairperson to confirm their accuracy and a copy retained at the
Centre and at the Youth and Community Office.
3.4 The quorum for a meeting will be 25% of membership but not less than
3.5 If a vote is necessary the outcome will be determined by the majority of
voting members present. The Chairperson will have a casting vote if
3.6 An extraordinary meeting may be requested by any three members
and convened with at least seven days' notice given with approval of
the Sector Head (Youth and Community Service) or their
3.7 The Chairperson will have the authority to provide advice on behalf of
the advisory group in matters of urgency between meetings. Any
advice or action the Chairperson takes will be reported at the following
4. RELATIONSHIP BETWEEN THE ADVISORY GROUP AND PERSON
RESPONSIBLE FOR THE CENTRE
4.1 The responsible person is an employee of the Authority and therefore
his/her primary responsibility is to their employer i.e. the Local
4.2 The responsible person will act in accordance with all SMBC policies
including financial regulations, cash handling, health and safety etc.
4.3 Although the Advisory Group is responsible for Centre Funds the
person responsible is likely to handle finance on a daily basis, and
should act in accordance with the Authority's financial rules and
4.4 The responsible person will be required to attend and deliver reports on
the progress of the Centre at each Advisory Group meeting.
4.5 In essence the responsible person reports to the Advisory Group,
seeking advice and guidance only on the development of the Centre.
The local authority through its agent the Sector Head (Youth and
Community Service) and responsible person manage the centre and all
related resources and activities but in a spirit of partnership with the
5. DUTIES OF ADVISORY GROUP
5.1 All advisory group members should have received an induction.
5.2 All adult advisory group members should have completed a CRB check
approved as satisfactory by the Sector Head (Youth and Community
6.1 Staff appointed to SMBC Youth and Community Service either for the
delivery and development of youth work to young people between the
ages of 11 and 21, or responsible for the Centre and its support
functions are employees of the Authority.
6.2 A representative of the Advisory Group (excluding ward elected
members) may be invited to attend any interviews which relate to the
selection of employees to the Centre.
6.3 The Advisory Group will be consulted regarding proposed changes in
the nature and size of the staff complement and major changes to the
7. PREMISES AND EQUIPMENT
7.1 The person responsible for the centre will keep the advisory group
informed about health and safety issues which have arisen.
8. FINANCIAL PROCEDURES (see also separate financial
arrangements paper attached)
8.1 All centre funds are ultimately part of the local authorities finances.
8.2 The local authority, through the Youth Service, delegates
responsibilities for centre funds to the Youth Centre Advisory Group.
8.3 The responsible person will present the annual budget (for agreement)
and annual unit performance plan (for comment) to the advisory group
and will then be responsible for delivering the youth work programme
within the agreed budget.
8.4 Any monies raised by the Advisory Group will be for the express
purpose of supporting the youth work of the Centre.
8.5 The monies for which the Advisory Group are responsible are those
a) Local Authority grant aid
b) Carried over savings of centre funds
c) Membership subscriptions
d) Money taken by any coffee bar or refreshment facility
e) Specific fund raising events designed to raise Centre funds?
8.6 The advisory group will advise the responsible person as regards
annual subscription rate. All letting pricing should follow agreed policy.
8.7 Any monies related to on-going community or commercial hire of the
premises should be forwarded to SMBC Youth and Community Service
and credited against income targets.
8.8 The Advisory Group will ensure that standard procedures for handling
financial transactions are followed at all times. A copy of S.M.B.C.
'Cash Handling Instructions' is available at the centre. Notes for
guidance on cash handling are attached as Appendix A and must be
adhered to at all times.
NOTES OF GUIDANCE ON CASH HANDLING FOR BOTH
ADVISORY GROUP AND RESPONSIBLE PERSON
(These notes are not exhaustive and should be read in conjunction with the
Authority's Cash Handling Instructions)
SECURITY AND CUSTODY OF CASH
Day to day security at each centre is the responsibility of the person in
charge of the centre.
Any employee responsible for the receipt of the cash must take all
reasonable care to ensure its safe custody. All monies must be secured in
a locked box, drawer, cabinet or safe, where provided.
The issuing of premises keys by the responsible officer should be kept to a
minimum and a record of signatories for keyholders should be kept.
All keys to premises should be located in lockable key boxes.
If a safe is located on the premises only one safe key should be kept. In
the event of an emergency, a duplicate safe key may be obtained from the
Internal Audit section at the Council House.
Cash retained on the premises should be kept to the absolute minimum.
Payment for private telephone calls (including VAT) should be made on a
quarterly basis by analysing itemised bills.
Each centre should maintain a cash book. Transactions should be
recorded as they occur.
Accounts should be available for inspection at any time by a member of
the Youth and Community Management, Education Finance or Internal
All income received must be immediately acknowledged (excluding
subscriptions and coffee bar takings which are cashed up at the end of the
evening) using an official receipt book and written in ball point pen. The
cash book should be completed with details of date received, appropriate
receipt number and amount.
Receipts must be issued in strict numerical order, a copy being retained
for official records. Receipts must not be altered; if incorrect the receipt
must be cancelled, endorsed and a new one issued.
Income should be banked on a regular basis, with cash on hand being
kept to the minimum necessary for current transactions.
No capital payments in excess of £100 should be paid without prior
reporting of this to the Advisory Group.
Payments must be recorded in the cash book, including the date, details of
the payment, cheque number and the amount.
An invoice, voucher receipt, must wherever possible, be obtained and
suitably filed for future reference. It is recommended that receipts be
numbered 1, 2, 3 etc referenced in the cash book and filed in an envelope
endorsed with the start and end dates of the appropriate quarter.
Any bank or building society account must be in the name of the
Signatories of any account should be two or four members of the Advisory
Group plus the person responsible for the Centre.
A reconciliation of the balances for petty cash and the bank accounts
should be performed monthly by the person responsible and Centre
treasurer and evidenced in the cash book and on relevant bank
Subscriptions and coffee bar takings should be recorded on each evening
and banked on a weekly basis.
Coffee bar stock sheets will be maintained for simple identification of profit
Staff are not allowed to accept a gift of money for services provided in the
course of their employment.
Under no circumstances should staff cash personal cheques or loans or
borrow money from takings or floats.
Blank cheques should never be issued under any circumstances.