3) In the event of it being necessary to call additional meetings at least 7 days notice shall be given to each member by written notice left at or sent by post to their last known address and that notice should specify the matters to be discussed.
4) Every matter shall be determined by a majority of the members present at any meeting. In the case of the members being divided equally in their decision the chair of the meeting will have a casting vote.
5) A quorum of five members (including either the chair or vice-chair) will be needed to conduct the business of the Steering Group.
6) In the event of a quorum being present but a representative of the Parish Council not being present the business of the meeting can proceed providing no action is taken before Minutes of the meeting have been delivered to that person and time given for any response to be made to the chair or secretary of the Steering Group.
7) The secretary shall keep a record of meetings and circulate a copy of the Minutes to members of the Steering Group within 10 days of the meeting.
8) Minutes of each meeting must be approved by members at each meeting and will be signed by the chair or vice chair as a true record of the meeting.
6. Working Groups
4) Every matter shall be determined by a majority of the members present at any meeting. In the case of the members being divided equally in their decision the chair of the meeting will have a casting vote.
5) A quorum of five members (including either the chair or vice-
7) The secretary shall keep a record of meetings and circulate a copy of the Minutes to members of the Steering Group within 10 days of the meeting.
8) Minutes of each meeting must be approved by members at each meeting and will be signed by the chair or vice chair as a true record of the meeting.
6. Working Groups
1) The Steering Group may appoint such working groups as it considers necessary to carry out the functions specified in writing by the Steering Group.
2) Each working group should have a chair nominated by the Steering Group but this person does not need to be a member of the Steering Group.
3) Working groups will not have the power to authorise expenditure on behalf of the Steering Group.
4) In the event of funds being made available to the working group by the Steering Group a proper record shall be kept of all expenditure and a copy of the accounts made available to the Steering Group Treasurer within 14 days of being requested.
5) Working groups will be bound by the terms of reference set out for them by the Steering Group.
7. Finance
1) The treasurer shall keep a clear record of income and expenditure where necessary supported by invoices and receipts.
2) Members of the Steering Group may claim back any authorised expenditure incurred during the process of preparation and implementation of the Parish Plan. This can include postage and stationery, telephone calls, travel costs, childcare costs and all other costs authorised as above.
3) Working groups will not have the power to authorise expenditure on behalf of the Steering Group.
4) In the event of funds being made available to the working group by the Steering Group a proper record shall be kept of all expenditure and a copy of the accounts made available to the Steering Group Treasurer within 14 days of being requested.
5) Working groups will be bound by the terms of reference set out for them by the Steering Group.
7. Finance
1) The treasurer shall keep a clear record of income and expenditure where necessary supported by invoices and receipts.
2) Members of the Steering Group may claim back any authorised expenditure incurred during the process of preparation and implementation of the Parish Plan. This can include postage and stationery, telephone calls, travel costs, childcare costs and all other costs authorised as above.
3) The treasurer will draw up and agree with the Steering Group procedures for any volunteers working on behalf of the Steering Group who may wish to claim expenses and the rates they may claim.
4) The treasurer will report back to the Steering Group and where necessary the Parish Council any planned and actual expenditure in connection with the preparation and implementation of the Parish Plan and liaise with the Parish Council Clerk to set up a petty cash system to enable cash withdrawals and payment for invoices to be made as required.
8. Changes to the Constitution
This Constitution may be altered and amended with the consent of two-thirds of the Steering Group present.
9. Dissolution of the Steering Group
1) Upon dissolution of the Steering Group any remaining funds shall be disposed of by the Steering Group in accordance with the decisions reached at an Extraordinary Meeting open to residents within the Parish and called for that purpose. If appropriate such funds should be returned to the Parish Council.
2) No individual member of the Steering Group shall benefit from the dispersal of the funds.
8. Changes to the Constitution
This Constitution may be altered and amended with the consent of two-
1) Upon dissolution of the Steering Group any remaining funds shall be disposed of by the Steering Group in accordance with the decisions reached at an Extraordinary Meeting open to residents within the Parish and called for that purpose. If appropriate such funds should be returned to the Parish Council.
2) No individual member of the Steering Group shall benefit from the dispersal of the funds.