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Kingston Parish Plan Steering Committee Constitution

Name


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

Purpose


The purpose of the committee shall be to support and encourage the Parish Council too implement the recommendations of the Steering committee as laid out in the Parish Action Plan by carrying out the following tasks:-
  1. Investigate and identify support for the Parish Plan.
  2. Identify sources of funding.
  3. Take initiatives, where appropriate, for planning, budgeting and monitoring expenditure on the plan for consideration by the Kingston Parish Council.
  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 as an on-going process for consideration by Kingston Parish Council.
  6. Determine the types of survey and information gathering to be used.
  7. Be responsible for the analysis of relevant surveys for consideration by Kingston Parish Council.
  8. Identify priorities and timescale for local action in the action plan including lead organisations and potential sources of project funding.
  9. To report back to the Parish Council on progress, issues arising and outcomes from activities together

Membership


The committee will include up to 15 members.
  • No more than three of these members will be members of the parish council
  • Any resident or person, particularly those representing a local group, may be appointed to the committee.
  • The committee may co-opt additional members at its discretion.
  • A person shall cease to be a member of the committee having notified the chair or secretary of his or her wish to resign.

Officers


The committee will elect:- a chairperson, a vice-chair, a secretary and a treasurer. Other officers can be appointed by the committee as and when necessary.

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. All notices of committee meetings must detail the matters to be discussed.

Every formal resolution shall be determined by a majority of notes of the Committee members present and voting. In the case of equality of votes the chair of the meeting shall have a casting vote. A quorum of 4 members shall be necessary to transact business. The secretary shall keep a record of meetings in a minute book, and circulate minutes of members of the committee not more than 21 days after each meeting and before the next 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 approved activities. This could include postage and stationary, telephone calls, travel costs, childcare 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 and the parish council on planned and actual expenditure for the project, and liaise with the parish clerk to set up a petty cash system and enable cash withdrawals and payment of invoices to be made as required.
  • Any expenditure exceeding the Steering Group’s budget must have prior approval from Kingston Parish Council. Such requests to be sent to the Clerk with copy to the Chairman of KPC.
  • The Steering committee should consider setting up its own account.

Changes to the Constitution


This constitution may be altered and additional clauses may be added with the consent of two thirds of the committee. A member will be deemed to have left the committee if he/she misses three consecutive meetings without a reason acceptable to the committee.

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.



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