Constitution
By TomAtack
Dec 21, 2007 - 11:36:00 PM
Name
1. The name of the organisation shall be the Keyworth Village Plan Steering Group (the Group).
Purpose
2. The purpose of the Group shall be to work in partnership with the Parish Council to carry on the following tasks:
1) Investigate and identify support for the Village Plan
2) Identify sources of funding
3) Take responsibility for the planning budgeting and monitoring expenditure on the plan and report back to the Parish Council on these matters
4) Liase 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 back to the Parish Council on progress, issues arising and outcomes from the exercise.
2) Identify sources of funding
3) Take responsibility for the planning budgeting and monitoring expenditure on the plan and report back to the Parish Council on these matters
4) Liase 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 back to the Parish Council on progress, issues arising and outcomes from the exercise.
Membership
3. The Group will include up to 12 members.
4. No more than three of those members will be members of the Parish Council.
5. The Group may co-opt additional members at its discretion, so long as the total number of co-opted members does not exceed the number of standing members.
6. A person shall cease to be a member of the Group having notified the Chair or Secretary in writing of his or her wish to resign.
7. A Group quorum shall consist of four standing members.
Officers
8. At the first meeting the Group will elect: a Chairperson, a Treasurer, and a Secretary.
Meetings
9. The Group shall meet every two months as a minimum, or as may be required
10. At least five clear days notice of meetings shall be given to members by written notice left at, or sent by post to or e-mailed to the member’s last known address. All notices of group meetings must detail the matters to be discussed
11. Every matter shall be determined by a majority of votes of the Group members present and voting. In the case of equality of votes, the Chair of the meeting shall have the casting vote
12. The Group may decide the quorum necessity to transact business – with a minimum of four members
13. The Secretary shall keep a written record of meetings and circulate that record to members of the Group not more than fourteen days after each meeting
Action Groups
14. The Group may appoint such action groups, as it considers necessary to carry out the functions specified by the Group. Each action group should have a nominated Chair, but this person does not have to become a member of the Steering Group.
15. Action groups do not have the power to authorise expenditure on behalf of the Committee.
16. Action groups will be bound by the terms of reference set out for them by the Steering Group.
Finance
17. The Treasurer shall keep a clear record of expenditure, where necessary, supported by receipted invoices.
18. Members of the community who are involved as volunteers with any of the working groups and Group members may only claim expenditure which has previously been agreed with the Group and was necessarily incurred during the process of producing the Village Plan. This could include postage, stationary.telephone calls.
19. The Treasurer will report back to the Group and the Parish Council on planned and actual expenditure for the project. The Treasurer shall liase with the Parish Clerk to arrange for the transfer of funds to the Group, which have been paid to the Parish Council (from any source) for the Group. The Treasurer shall open a bank account in the name of Keyworth Village Plan. There shall be three signatories to the account, any two being required to affect any transaction. The Treasurer shall keep accounts of all his or her transactions and if requested produce those accounts within a reasonable time (after a request in writing) to the Group or the Parish Clerk for their inspection.
Changes to the constitution
20. This Constitution may be altered and additional clauses may be added with the consent of two thirds of the Group present.
Dissolution of the Group
21. Upon dissolution of the Group any remaining funds shall be disposed of by the Group, in accordance with the decision reached at an Extraordinary Meeting open to the public in the area of benefit called for that purpose. No individual member of the Group shall benefit from the dispersal.
22. The return of any unused funding given as grants to the Group may need to be considered if this was part of the condition of the grant.
Signatories
23. This Constitution was agreed upon on 21 December 2007 by all members of the Group:
24. Andrew Scott Thomas Caven-Atack, Trevor Dobson, Alan Jones, Anthony Kemmer, Hilary Tarran and Barrie Voyce.