Name
The
name of the organisation shall be the Ruyton XI Towns Parish Plan
Steering Committee, hereafter referred to as the committee.
Purpose
The
purpose of the committee shall be to act in association with all
interested parties to carry out the following tasks:
1.
Investigate and identify support for the Parish Plan.
2.
Identify sources of funding.
3.
Take responsibility for planning, budgeting and monitoring
expenditure on the plan.
4.
Liaise with relevant authorities and organisations to make
the plan as effective as possible.
5.
Identify ways of involving the whole community and gather the
views and opinions of as many groups and organisations in the
community as possible.
6.
Determine the types of survey and information gathering to be
used.
7.
Be responsible for the analysis of the survey, the production
and distribution of the final report.
8.
Identify priorities and timescale for local action in the
action plan including lead organisations and potential sources of
project funding.
9.
To report to the parish council and any other interested
parties on progress, issues arising and outcomes from the exercise.
Membership
The
committee will include up to 12 elected or nominated members.
No
more than three of these members will be members of the parish
council.
Election to the committee will take place annually at a Public
Meeting after an initial 2 year period. Any resident or person,
particularly those representing a
local group, may stand for election to the committee. Residents may
also nominate representatives for election to the committee.
The
committee may co-opt additional non-voting members at its
discretion, so long as the total number of co-opted members does not
exceed the number of elected members.
A
person shall cease to be a member of the committee having notified
the chair or secretary in writing of his or her wish to resign.
Officers
At
the first meeting the committee will elect: a chairperson, a
vice-chair, a secretary, a treasurer, a publicity
officer, and a volunteer
coordinator. All other committee members should have a specific
role, to be agreed by the committee.
Meetings
The
committee shall meet every two months as a minimum, or as may be
required. At least five clear days notice of meetings shall be given
to members by written notices left at, or sent by post to the
member's last known address. All notices of committee meetings must
detail the matters to be discussed.
Every
matter shall be determined by a majority of votes of the Committee
members present and voting. In the case of equality of votes the
chair of the meeting shall have a casting vote.
The
committee may decide the quorum necessary to transact business –
with a minimum of five members. The secretary shall keep a record of
meetings in a minute book, and circulate minutes to members of the
committee not more than 14 days after each meeting.
Working groups
The committee may appoint such working groups, as it considers
necessary to carry out functions specified by the committee. Each
working group should have a nominated chair but this person does not
have to be a member of the steering committee.
Working groups do not have power to authorise expenditure on behalf
of the committee. Working groups will be bound by the terms of
reference set out for them by the steering group.
Finance
The treasurer shall keep a clear record of expenditure, where
necessary, supported by receipted invoices.
Members of the community who are involved as volunteers with any of
the working groups may claim back any expenditure that was
necessarily incurred during the process of producing the Parish
Plan. This could include postage and stationary, telephone calls,
travel costs, childcare costs, carer’s costs.
The treasurer will draw up and agree with the committee procedures
for volunteers who wish to claim expenses and the rates they may
claim.
The treasurer will report back to the committee on planned and
actual expenditure
for the project.
Changes to the constitution
This constitution may be altered and additional clauses may be added
with the consent of two-thirds of the committee present.
Dissolution of the committee
Upon dissolution of the committee any remaining funds shall be
disposed of by the committee, in accordance with the decisions
reached at an Extraordinary Meeting open to the public in the area
of benefit called for that purpose. No individual member of the
committee shall benefit from the dispersal.
This Constitution was Adopted at a Committee Meeting on 10/7/06