Terms of Reference

The terms of Reference for the Neighbourhood PLan group were reviewed by the Clerk in March 2020 and have been updated to reflect current governance best practice.

CURRENT TERMS OF REFERENCE FROM MARCH 2020

HACKLETON PARISH COUNCIL
NEIGHBOURHOOD DEVELOPMENT PLAN STEERING GROUP
TERMS OF REFERENCE

Purpose of the Steering Group

The purpose of the Steering Group is to oversee the preparation of the Neighbourhood Plan. The Steering Group will engage the local community to ensure that the Plan is truly representative of the ambitions of the Parish. The Group will maximise support for the approach taken in the Neighbourhood Plan by ensuring high levels of community engagement throughout the plan-making process.

Membership

The Steering Group will be made up of a cross-section of volunteers from the community, including Parish Councillors. Effort will be made to seek representation from under-represented sections of the community. The Chairman will be elected at the first meeting of the Committee following the Annual Parish Council Meeting.

Meetings

Will take place as required. Minutes will be circulated to all Parish Councillors for noting and posted on the websites. The Steering Group will approve the minutes at its next meeting.

Budget

An annual budget is approved by the Parish Council annually for the purposes of delivering the Neighbourhood Development Plan (NDP). The Steering Group can approve how the monies within that budget are to be spent if considered relevant and necessary to deliver the NDP. All payments have to be approved by Full Council at monthly meetings where payments will be raised for payment. The Steering Group will monitor expenditure versus budget monthly and take advice from the Clerk / RFO. Any expenditure not foreseen or that may / will exceed or jeopardise the allocated budget will need to be approved by Full Council. The Steering Group may apply for grants for the sole purpose of aiding in the production of the plan and will ensure criteria for received grants is adhered to.

Decision Making

The Steering Group has full delegated authority from the Parish Council to deliver its plan. The Group will report monthly to the Parish Council setting out progress on its work. The Parish Council will approve the Submission Draft Neighbourhood Development Plan prior to publication for consultation and independent examination.

The plan-making process remains the responsibility of the Parish Council as the qualifying body. All publications, consultation and community engagement exercises will be undertaken by or on behalf of the Parish Council with appropriate recognition of the Parish Council’s position given in all communications associated with the project.

Conduct

It is expected that all Steering Group members abide by the principles and practice of the Parish Council Code of Conduct including declarations of interest.
Whilst Members as individuals will be accountable to their parent organisations, the Steering Group as a whole is accountable to the wider community for ensuring that the Plan reflects their collective expectations.
The Steering Group will achieve this through applying the following principles:
i. Be clear and open when their individual roles or interests are in conflict;
ii. Treat everyone with dignity, courtesy and respect regardless of their age, gender, sexual orientation, ethnicity, or religion and belief; and
iii. Actively promote equality of access and opportunity.

Changes to the Terms of Reference

Terms of Reference may be amended with the support of at least two-thirds of the current membership at a Steering Group Meeting and with the approval of the Hackleton Parish Council.

Amended March 2020


PREVIOUS TERMS OF REFERENCE REPLACED MARCH 2020

HACKLETON PARISH COUNCIL
NEIGHBOURHOOD PLAN WORKING GROUP
TERMS OF REFERENCE

Name of Working Group: Neighbourhood Planning group

Membership: Cllrs Roy Hawkesford, Tina Charteress, Fran Billingham, Tom Peterkin; members of the community (to be confirmed);
Clerk, Gill Wells

Quorum: 4

Chairman: Roy Hawkesford

Frequency of Meetings: As frequent as required; not less than 12 per year.

Record of Meetings: Minutes taken at each meeting posted, through the Clerk, to the website and notice boards.

Reporting mechanism / Communications: Email;, telephone, letter, website, facebook, twitter, Agenda item on Parish Council meetings.

Function / Goals: The NPWG is created for the express purpose of producing a Neighbourhood Plan, for promoting or improving the social, economic and environmental well being of the Parish, individuals living and working within the Parish, and others with a commitment to it.

Responsibilites:
1. Housing and development
2. Traffic and highways
3. The economy, business, employment and retail
4. Open spaces and countryside, community, recreation facilities including allotments
5. Local services, including Social Services and Education
6. Vision of Hackleton Parish in 2029, including renewable energy
7. Heritage, historical and archaeological aspects

Resources:
1. Bid for government grant
2. Specialist help from local people and external consultants
3. South Northants Council
4. Hackleton Parish Council