Longparish Parish Plan Steering Committee
Constitution
Name
The Longparish
Parish Plan Steering Committee (the committee).
Purpose
The purpose
of the committee will be to act on behalf of the Parish Council and the
village community to prepare a Parish Plan for Longparish and to encourage
and monitor its implementation . This will include:
- Take responsibility
for planning, budgeting and monitoring expenditure on the plan and report
back to the Parish Council on these matters. All receipts and payment
will be passed through the Parish Council bank account.
- Identify
and obtain sources of funding in addition to the Countryside Agency
grant and the Parish Council if necessary.
- Liaise
with the relevant authorities & organisations to make the development
of the plan and the actions deriving from it as effective as possible
- Identify
ways of involving the community & gather the views & opinions
of as many individuals, groups and organisations in the village as possible.
- Determine
the types of survey and information gathering to be used
- Be responsible
for the analysis of the survey, interim consultation processes &
the production and distribution of the final report
- Establish
& support working groups to explore specific areas for action and
identify options for action
- Identify
the priorities and timescale for any local action in the action plan
including lead organisations and potential sources of funding
- Report
back to the Parish Council and the community on progress, issues arising
and outcomes from the exercise
Membership
The committee
will include up to 12 members of whom no more than 4 will be members of
the Parish Council. Membership of the committee will be confirmed at a
public meeting from among volunteers for the role. The committee may
co-opt as necessary.
Officers
Initially
the committee will elect a chairman and a treasurer. Further officers
will be elected as considered appropriate by the committee.
Meetings
- The committee
intends to meet monthly as a minimum, with additional meetings as necessary.
- Issues
to be discussed at each meeting will be notified in advance by personal
communication to committee members and on village notice boards/website.
- Matters
will be determined by a majority of votes from those present, with the
chairman having the casting vote if required.
- Quorum
is 5.
- The secretary
(or if there is no secretary or the secretary is absent, a person appointed
at the start of each meeting) shall keep a record of meetings and minutes
will be circulated to committee members within 14 days of each meeting.
Openness
The committee
will operate in an environment of maximum openness, with all working documentation
being available to any member of the community on request, and with all
agreed minutes, proposals and reports being available on the website and
village notice boards.
Published
survey information will remain unattributable.
Working Groups
- The committee
may appoint working groups as it considers necessary. Each working group
must have a nominated chair, who does not have to be a member of the
steering committee.
- The committee
will be responsible for deciding the terms of reference of each working
group.
Finance
- The committee
will agree a procedure by which volunteers may claim back expenditure
incurred during the process of producing the plan, and the rates they
may claim.
- The treasurer
shall keep a clear record of income and expenditure and report back
to the committee and the Parish Council on the state of the committee’s
finances.
Changes to the
constitution
This constitution
may be altered with the consent of two thirds of the committee.
Dissolution of
the committee
- Upon dissolution
of the committee, any remaining funds shall revert to the Parish Council
to refund donors or disperse as appropriate.
- All relevant
materials gathered and produced during the process shall be handed over
to the Parish Council for their records or for archiving.