Our Constitution

1. NAME

The name of the organisation shall be the Shotteswell Parish Plan Steering Committee hereafter referred to as the Committee.

2. PURPOSE

The purpose of The Committee shall be to act on behalf of the community of the Shotteswell Parish and to carry out the following tasks;

2.1. Investigate and identify support for the Parish Plan. (Hereafter known as “the Plan”)

2.2. Identify and secure sources of funding to enable the Plan to be undertaken

2.3. Take responsibility for planning, budgeting and monitoring expenditure on the Plan and    keep Stakeholders informed. (Shotteswell community, Parish Council, Warwickshire RCC, Warwickshire CC and Stratford District Council)

2.4. Liaise with relevant authorities and organisations to make the Plan as effective as possible.

2.5. Identify ways of involving the whole community and gather the views and opinions of as many groups and organisations in the community as possible.

2.6. Determine the types of survey and information gathering to be used.

2.7. To be responsible for the analysis of the survey and the production and distribution of the final report

2.8. Identify priorities and timescale for local action in the action plan including lead organisations and potential sources of project funding

2. 9. To report to the Stakeholders on progress, issues arising and outcomes from the exercise.

2.10. To be open and transparent in the production of the plan and to communicate progress to the community as necessary.

3. MEMBERSHIP

3.1The Committee will include up to 12 members

3.2 Any resident may be nominated to serve on the Committee and if the number nominated exceeds 12, then those nominated will be selected by election to serve on the Committee by those present at the first Meeting.

3.3 The Committee may co-opt additional members at its discretion, so long as the total number of co-opted members does not exceed the number of nominated/elected members.

3.4 A person shall cease to be a member of the Committee, having notified the Chairperson or Secretary in writing of their wish to resign.

4. OFFICERS

At the first meeting the Committee will elect;

A  Chairperson, Vice Chair, Secretaries, Treasurer.

5. MEETINGS

5.1 The Committee shall meet every 2 months as a minimum or as may be required.

5.2 At least 5 days’ notice of meetings should be given or confirmed if a series of meeting dates has been agreed by the Committee. Such notices should include an agenda of items to be discussed.

5.3 Where a vote of Committee members is required to determine an action by the Committee, a majority vote by those present on any issue, shall be the deciding factor and be accepted as an agreed action. The casting vote where necessary will be given by the Chairperson.

5.4 The quorum necessary to transact business shall be 5 members.

5.6 The Secretary shall keep a record of meetings and circulate notes/minutes to Committee members not more than 14 days after each meeting.

6. FINANCE

6.1 A bank account shall be opened in the name of Shotteswell Parish Plan Steering Committee and signatories appointed by the Committee.

6.2 The Treasurer shall keep a clear record of income and expenditure where necessary supported by receipts, invoices, etc.

6.3 Members of the Committee 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 and reasonable travel costs.

6.4 The Treasurer will draw up and agree with the Committee, procedures for volunteers who wish to claim expenses and the rates they may claim.

6.5 Expenditure should under normal circumstances be pre-authorised by the Committee or Treasurer

6.6 The Treasurer will report back to the Committee on planned and actual expenditure on the production of the plan.

7. 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.

8. DISSOLUTION OF THE COMMITTEE

8.1 Upon dissolution of the Committee any remaining funds shall he disposed of by the Committee, in accordance with the decisions reached at an Extraordinary Meeting open to the public.

8.2 No individual member of the Committee shall benefit from the dispersal of these funds.

Constitution: Shotteswell Parish Plan Committee. Version 3 25 April 2013

END

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