Name
The name of the organisation shall be the Salhouse Parish Plan Steering Group, hereafter referred to as the Group.

Purpose
The purpose of the Group shall be to act on behalf of the Parish Council to carry out the following tasks:
1. Investigate and identify support for the Parish Plan.
2. Identify sources of funding in addition to the DEFRA grant.
3. Take responsibility for planning, budgeting and monitoring expenditure on the plan and report back to the Parish Council on these matters.
4. Liaise 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
The Group will include up to 12 volunteer or nominated members.
The Group may co-opt additional members at its discretion, for the purpose of conducting working groups, hereafter referred to as WGs. Co-opted members will not have voting rights on the main Group.
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. In this event, the Chairperson shall have the discretion to accept a nomination to fill the vacancy.

Officers
At the first meeting the Group will elect: a Chairperson, a Vice-chair, a Secretary and WG co-ordinator, a Treasurer (post can be joint with vice-chair), and a Displays and Photography Co-ordinator. All other Group members should have a specific role, as WG chairpersons or members.

Meetings
The Group shall meet at least once a month, or more often, as may be required. The secretary will give at least five clear days notice of meetings to members by written notices, or e-mail
All notices of Group meetings must detail the matters to be discussed (agenda).
Major decisions shall be determined by a majority of votes of the Group members present and voting. In the case of equality of vote, where possible, the chair of the meeting shall have a casting vote.
The Group may decide the quorum necessary to transact business — with a minimum of five members.
The secretary shall keep a record of meetings in a minute book, and circulate the record to members of the Group not more than 14 days after each meeting.

Working Groups (WGs)
The Group may form such WGs, as it considers necessary, to carry out the village consultation process.
Each WG should have a nominated chair and this personwill be a full member of the Steering Group.
WGs do not have power to authorise expenditure on behalf of the Group.
WGs will seek advance authorisation for expenditure from the Treasurer.
WGs will be bound by the terms of reference set out for them by the SG.

Finance
The Treasurer will keep a clear record of expenditure, supported by receipted invoices, and shall liaise directly with the Parish Clerk on finance to ensure the budget is adhered to.
The treasurer will draw up, and agree with the Group, procedures for full members and co-opted members on what expenses can be claimed and the rates, as applicable. In all cases, where possible, advance authority for such expenditure is required.
Bids for postage and stationary should be submitted to, and provided by, the Treasurer. Appropriate records will be kept by the Treasurer.
The Treasurer will report back to the Group and the Parish Council on planned and actual expenditure for the project, and liaise with the Parish Clerk to set up a petty cash system and enable cash withdrawals and payment of invoices to be made as required.

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 dissolution of the Group any remaining funds shall revert to the Parish Council for appropriate dispersal. No individual member of the Group shall benefit from the dispersal