CONSTITUTION

NAME

The name of the Organisation shall be The Shoreham Parish Plan Group hereafter referred to as the Group.

PURPOSE

The purpose of the Group shall be to:

• Investigate and identify the support for a Parish Plan
• Be as fully representative of the Civil Parish of Shoreham as possible
• Determine the area, the survey method, the content of the survey and sources of funding for the Plan
• Liaise with relevant authorities and organisations to make the Plan as effective as possible
• Be responsible for the analysis of the survey, the production and distribution of the final report
• Identify priorities and timescale for local action in the report including lead organisations and potential sources of project funding.

MEMBERSHIP

Election to the Group will take place at the Annual Meeting open to the public. Any resident or person, particularly those representing a local group, may stand for election to the Group. Residents may also nominate representatives for election to the Group.

The Parish Council may nominate two representatives to serve on the Group.

In between the Annual Meetings open to the public 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.

A person shall cease to be a member of the Group having notified the Chairman or Secretary in writing of his or her wish to resign.

OFFICERS

The Group at its first meeting in each year after the Annual Meeting open to the public shall elect one of its number to be Chairman of their meetings, a Secretary, a Treasurer and an Independent Examiner. The Independent Examiner shall not be a member of the Group.

At that first meeting in each year after the Annual Meeting open to the public the Group may elect one of its number to be Vice-Chairman.

The Chairman and Vice-Chairman shall continue in office until successors are elected.

MEETINGS

There shall be an Annual Meeting open to the public, on a date agreed by the Group, to report progress to those in the Civil Parish of Shoreham. The notice calling the meeting must detail the business to be transacted including election of Group members; annual financial statement and Independent Examiner's report; a report on the activities of the past year; and, a report on the activities proposed for the forthcoming year.

The Group shall meet every three months as a minimum or as may be required. At least five clear day's notice of meetings shall be given to members by written notices left at, or sent by post or e-mail to, the member's last known address. All notices of Group meetings must detail the matters to be discussed.

At meetings of the Group the Chairman or, if the Chairman is not present, the Vice-Chairman or, if neither are present, such other member elected for the purpose shall take the Chair.

Every matter shall be determined by a majority of votes of Group members present and voting. In the case of equality of votes the Chairman of the meeting shall have a casting vote.

The quorum necessary to transact business is a minimum of five members.

The Secretary shall keep a record of meetings in a minute book.

WORKING GROUPS

The Group may appoint such working groups as it considers necessary to carry out functions specified in writing by the Group. Working groups do not have power to authorise expenditure on behalf of the Group.

FINANCE

The financial year shall run from 1^st July to 30^th June.

The Treasurer shall keep proper books of account, shall report to each meeting of the Committee and shall prepare an annual statement of account for independent examination.

The Group shall open a bank account.

All cheques for payment shall be signed by the two authorises signatories. The Group shall agree which of its members shall be authorised to be signatories. There shall be a minimum of four authorised signatories.

All Group members have the right to inspect the books.

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.

DISSOLUTION OF THE GROUP

Upon the 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.