Steering Group Terms of Reference

Neighbourhood Plan Steering Group Terms of Reference Agreed 19th February 2025:

Please see pdf document here:  Terms of Reference for Shalford Neighbourhood Plan Review Steering Group

1.   Purpose 

    1. The main purpose of the Shalford Neighbourhood Plan Steering Group is to oversee the preparation of the Neighbourhood Plan for the Parish of Shalford in order that this will then progress to Independent Examination and a successful community referendum and ultimately be adopted by Braintree District Council to become Planning Policy.
    2. The Steering Group will engage the local community to ensure the plan is truly representative of the ambitions of the Parish of Shalford. The Steering Group will maximise support for the approach taken in the Neighbourhood Plan by ensuring high levels of community engagement throughout the plan-making

2.   Principles 

    1. The Steering Group will undertake the process in a democratic, transparent and fair fashion, encouraging widespread participation and giving equal consideration to opinions and ideas from all members of the community.
    2. All decisions made shall be fully evidenced and supported through consultation with the local

3.   Roles and Responsibilities

       In order to achieve this, the Steering Group will carry out the following roles.

    1. Be accountable for steering and providing strategic management of the Neighbourhood Plan Review for Shalford Parish.
    2. Produce, monitor, and update a project
    3. Produce a consultation and engagement strategy, showing how the public will be involved throughout the process.
    4. Regularly report back to the Parish Council for the endorsement of decisions
    5. Undertake analysis and evidence gathering to support the plan production
    6. Actively support and promote the preparation of Shalford Neighbourhood Plan throughout the duration of the project.
    7. Liaise with relevant authorities and organisations to make the plan as effective as
    8. Gather data from a wide range of sources to ensure that the conclusions reached are fully evidenced, and the aspirations and issues of all residents are understood,
    9. Consult as widely and thoroughly as is possible to ensure that the draft and final Neighbourhood Plan is representative of the views of residents.
    10. Agree, subject to ratification by the Parish Council, a final submission of the Neighbourhood

4.   Membership

    1. In order to achieve and remain in accordance with 3a), the Steering Group will be made up of a cross-section of volunteers from the community, including Parish Councillors, although Parish Councillors are acting as residents on the group. Effort will be made to seek representation from under-represented sections of the community.
    2. Membership of the Steering Group will be open to the public
    3. New members may be co-opted onto the group as

5.   Decision Making

    1. The Steering Group has fully delegated authority from the Parish Council to deliver its plan- making functions up to and including public consultation of the Draft Plan. The Group will report monthly to the Parish Council setting out progress on its work. The Parish Council will approve the Pre-Submission Plan prior to the first round of public consultation at Regulation 14 and the Submission Draft Plan prior to consultation and independent examination.
    2. 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 this project. The Steering Group can make requests for information etc. independently.

6.   Meetings

    1. Steering Group meetings will take place on at least a monthly
    2. Where possible, all meetings should be held within the Parish or on zoom or as a hybrid meeting. The dates of future meetings will be made publicly available via the Vice-Chair.
    3. The Steering Group will elect a Chair, Vice Chair, Communications Officer and Secretary from its membership to remain in those positions until the project is completed. If these positions become vacant, the Group will elect an alternate.
    4. The Secretary shall keep a record of the meetings and circulate notes to the Steering Group members and the Parish Council in a timely fashion. Minutes shall be made publicly available on the Parish Council website.
    5. Decisions made by the Steering Group should normally be by consensus at Steering Group meetings, where a vote is Each member shall have one vote and a minimum of 50% of members shall be present where matters are presented for decisions to be taken. A simple majority vote will be required to support any motion. The chairman shall have one casting vote.

7.   Working Groups

    1. The Steering Group may establish working groups, made up of volunteers from the community to aid them in any Neighbourhood Plan related work.
    2. Each working group should have a lead person from the Steering
    3. Members of the community will be encouraged to participate in the process at all
    4. At the conclusion of the Neighbourhood Development Plan project, the Parish Council and Steering Group should discuss the future working of the Steering If the Steering Group wishes to dissolve, it must notify the Parish Council.

8.   Finance

    1. All grants and funding will be applied for and held by the Parish Council, who will ring-fence the funds for the Neighbourhood Plan work.
    2. The Steering Group will notify the Parish Council, advising them of any planned expenditure before it is incurred.
    3. Steering Group members and volunteers from any working groups may claim back any previously agreed expenditure incurred during any Neighbourhood Plan related work.

9.   Other

    Copies of the Parish Council’s Code of Conduct will be available on request at all Neighbourhood Planning meetings.