Theale’s Future – Steering Group Constitution
The name of the organisation shall be Theale’s Future Steering Group, hereafter referred to as the Group.
The purpose of the Group shall be to act on behalf of the parish council to carry out the following tasks:
2.1 Investigate and identify support for Theale’s Future, which is the Parish Plan for Theale.
2.2 Identify sources of funding.
2.3 Take responsibility for planning, budgeting and monitoring expenditure on the plan and report back to the parish council on these matters.
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 Be responsible for the analysis of the survey, the production of, and distribution of, Theale’s Future.
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 back to the parish council on progress, issues arising and outcomes from the exercise.
3.1 The Group will include up to 12 elected members.
3.2 No more than three of these members will be members of the parish council.
3.3 Election to the Group will take place at a meeting open to the public. Any resident or person, particularly those representing a local group, may stand for election to the Group.
3.4 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 elected members.
3.5 By accepting membership, members automatically accept to unreservedly abide by the “Code of Conduct” of the Steering Group. This “Code of Conduct” may be reviewed from time to time and a copy will be given to each member.
3.6 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.
At the first meeting the Group will elect: a chair, a vice-chair, a secretary, a treasurer and a publicity officer. All other members of the Group should have a specific role, to be agreed by the Group.
5.1 The Group 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, email or telephone.
5.2 All notices of Group meetings must detail the matters to be discussed.
5.3 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 a casting vote.
5.4 The Group may decide the quorum necessary to transact business – with a minimum of four members.
5.5 The secretary shall keep a record of meetings and circulate minutes and/or actions to members of the Group as soon as possible but not more than 14 days after each meeting.
6 Working groups/project teams
6.1 The Group may appoint such working groups as it considers necessary to carry out functions specified by the Group.
6.2 Each working group should have a nominated chair but this person does not have to be a member of the Group.
6.3 Working groups do not have power to authorise expenditure on behalf of the Group.
6.4 Working groups will be bound by the terms of reference set out for them by the Group.
7.1 The treasurer shall keep a clear record of expenditure, where necessary, supported by receipted invoices.
7.2 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 Theale’s Future. This could include reasonable postage, stationery, telephone calls and travel costs.
7.3 The treasurer will draw up and agree with the Group procedures for volunteers who wish to claim expenses and the rates they may claim.
7.4 The treasurer will report back to the Group and the parish council on planned and actual expenditure for the project.
8 Changes to the constitution
This constitution may be altered and additional clauses may be added with the consent of two-thirds of the Group present.
9 Dissolution of the Group
Upon dissolution of the Group any remaining funds shall be disposed of by the Group, 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 Group shall benefit from the dispersal.
Chair Secretary Treasurer