Buxted Parish Plan

Terms of Reference for the Parish Plan Steering Group, Village Sub Committees and Working Groups + organisation chart – DRAFT 2

Buxted Parish Plan Steering Group

1. Name

1.1 The name of the organisation shall be the  

2. Purpose

The purpose of the Steering Group shall be to act on behalf of Buxted Parish Council to carry out the following tasks:

2.1 Investigate and identify support for the Parish Plan

2.2 Identify sources of funding in addition to the Countryside Agency grant.

2.3 Take responsibility for the planning, budgeting and monitoring expenditure on the plan and report back to the Parish Council on these matters.

2.4 Liaise with the 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 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 back to the Parish Council on progress, issues arising and outcomes from the exercise.

3. Membership and structure

3.1 The Steering Group will include up to 12 members who shall be Parish residents, Members of the Parish Councillors or the Parish Clerk.

3.2 The Chairman and Vice Chairman of the Parish Council are ex officio members of the Steering Group.

3.3 Other members of the Steering Group shall be elected or nominated by the Parish Council and Parish residents.

3.4 The Committee structure is shown on the attached chart.

3.5 Appointments to the roles in the structure, other than those of the Chairman, Secretary and Treasurer and ex officio members, will be made at the first meeting. 

4. Meetings

4.1 The Steering Group will meet as required.

4.2 At least five days notice shall be given to members by written agenda

4.3 The quorum to transact business will be one third of the members

4.4 The Secretary will keep a record of meetings and send minutes to members not more than 14 days after the meeting

5. Finance

5.1 The Treasurer will keep a clear record of expenditure supported by invoices

5.2 The Treasurer will draw up and agree with the Steering Group procedures for claiming expenses and making payments