Heart of Efford Community Partnership
Constitution
1. Name of Group
Heart of Efford Community Partnership (HECP).
2. Area of Benefit
The Efford Neighbourhood, as defined in the Heart of Efford neighbourhood map (see appendix 1) broadly based on the Efford neighbourhood map adopted by Plymouth City Council.
3. Aim and Objectives
Aim: To further the interests and improve the quality of life of all who live or work in the Efford Neighbourhood.
Objectives:
a. To listen to, consult and share information with the people of the Efford Neighbourhood.
b. To promote and implement initiatives to further the Aim of the Partnership.
c. To be the lead body for all consultations relating to the Efford Building Communities Initiative and other local regeneration issues.
d. To become a focus for community life.
4. Membership
Membership of the Partnership shall be free and available automatically as follows:
Full Members (Voting)
a. Any person who lives in the Efford Neighbourhood (Category 1).
b. Any person engaged in a business or non-statutory organisation that provides a local service to people in the Neighbourhood (Category 2).
c. Elected Ward Councillors (Category 3).
Associate Members (Non-voting)
a. Representatives from statutory authorities and other organisations with an interest in the neighbourhood not falling in the above categories, at the discretion of the Partnership Committee.
5. Partnership Committee
a. A Committee shall administer the affairs of the Partnership and shall consist of a maximum of thirteen Full Members including the Officers.
b. Full Members only shall be eligible for election to the Committee, up to eight from Category 1, two from Category 2 membership.
c. Up to Three Category 3 Members can become full voting Committee Members.
d. The Committee may co-opt Full Members until the next AGM to make up the numbers permitted above. These co-options shall have full voting rights.
e. The Committee may co-opt a maximum of six additional persons for as long as they deem appropriate to bring in particular expertise or knowledge who shall carry no voting rights.
f. Persons under the age of 18 may not seek election to the Committee but may be co-opted without voting rights.
g. The quorum shall be not less than half of the Committee membership, (up to 13 members) of which Category 1 Members must be in a majority (at least 4).
h. Every year (including the first) one-third of the Committee (Category 1 and 2 members), or if their number is not three or a multiple of three, the number nearest to one-third must retire from office at the AGM. The Committee members to retire by rotation shall be those who have been longest in office since their last appointment. The retirement of Committee members appointed on the same day shall (unless they otherwise agree among themselves) be determined by lot. If a Committee Member is required to retire at an AGM the retirement shall take effect upon the conclusion of the meeting. If the Partnership at a meeting at which a Committee member retires by rotation does not fill the vacancy the retiring Committee Member may, if willing to act, be deemed to have been re-appointed unless at the meeting it is resolved not to fill the vacancy or unless a resolution for re-appointment is put to the meeting and lost.
i. The Committee shall at its first meeting after an AGM elect the Officers of the Committee. Officers shall hold office until the next AGM.
j. The Committee shall meet at least six times per year.
k. Each Full Member of the Committee shall have one vote only, with the exception of the Chairperson who shall have a casting vote.
l. The Secretary shall be responsible for calling all meetings of the Partnership and the Committee by written Notice and Agenda.
m. Confirmed and signed Minutes of all meetings shall be maintained by the Secretary and with the exception of confidential minutes shall be available for inspection upon request.
n. Any Committee member having a financial or other interest in any issue under discussion must state the nature of that interest and comply with the Chairperson's ruling regarding withdrawal or non- participation in debate.
o. The Secretary shall maintain a Register of Members' Interests and it shall be the responsibility of each Committee member to ensure that any relevant interest is promptly notified to the Secretary.
p. Every effort shall be made to gain representation from across the area of benefit, in line with the Heart of Efford equal opportunities policy to be defined by the Committee.
q. The Committee shall endeavour to ensure that young people are enabled to raise issues at open Partnership meetings.
r. A member of the Committee shall cease to hold office if:
i) He or she becomes incapable by reason of mental disorder, illness or injury of managing his or her own affairs.
ii) He or she notifies the Committee in writing of his or her resignation (providing that at least three members of the Committee will remain in office when the notice of resignation is to take effect.
iii) He or she is absent without the agreement of the Committee from three consecutive Committee Meetings and the Committee resolves that he or she shall cease to hold office.
iv) At a duly convened meeting of the Committee a resolution for his or her removal is agreed unanimously by the remaining Committee Members or all those present.
6. Officers of the Partnership Committee
a. The Committee shall elect from within its number a Chairperson and Vice-Chairperson and appoint a Treasurer and Secretary and any other officer deemed necessary.
b. No Committee member may hold more than one office.
c. Members of the same family group may not hold more than one office.
d. Members of the Committee shall carry out their duties without payment. Legitimate expenses that have been incurred and authorised by the Committee beforehand may be reimbursed.
7. Powers of the Partnership Committee
In furtherance of the Aim and Objectives but not otherwise the Partnership Committee may exercise the following powers:
b. Raise funds and invite or receive donations and contributions whether by subscription or otherwise and according to relevant law, provided that the Partnership shall not undertake or in any way engage in any permanent trading activities in raising funds for its charitable objectives.
c. Draw, make, accept, endorse, discount, execute and issue promissory notes, bills, cheques and other instruments, and operate bank accounts in the name of the Partnership.
d. Set up sub-committees as and when required. Each sub-committee shall be accountable to the Committee for its work, with any financial matters discussed and approved by the latter before any spending may take place. All decisions made at sub-committee level must be approved and ratified by the Partnership Committee at a regular meeting of that group. Any action to be carried out shall be done only after approval has been given by the Partnership Committee.
e. By unanimous vote, and for good reason, terminate the membership of any individual, either from membership or office of the Committee or from membership of the Partnership, provided that the individual concerned shall have a right to be heard by the Committee, accompanied by a friend, before a final decision is made.
f. Work in partnership with other charities, voluntary bodies and statutory authorities operating in furtherance of the Aim and Objectives or similar charitable purposes and exchange information and advice with them.
g. Do any such other lawful things as are deemed necessary for the achievement of the Partnership Objectives.
8. Duties of the Partnership Committee
a. To convene regular Partnership General meetings where Full and Associate members can attend. There will be a minimum of three meetings per year in the first instance.
b. To set rules to allow for democratic, efficient and smooth running of their meetings and those of the wider Partnership.
c. To ensure that the Secretary or another appointed person keeps a full record of proceedings at every General, Extraordinary and Annual meeting of the Partnership.
d. To ensure that a quorum is present at each meeting of the Committee and for each AGM and EGM.
9. Annual General Meeting
a. There shall be an Annual General Meeting (AGM) of the Partnership held no later than the end of March each year.
b. The Committee shall call the AGM each year. The Secretary shall give at least 21 days notice of an AGM to all Partnership Members by means of publicly displayed notices.
c. Nominations for election to the Partnership Committee shall be submitted to the Secretary in writing at least 14 days prior to the AGM. Should nominations exceed vacancies the election shall be by secret ballot taken at the meeting.
d. All Members of the Partnership are entitled to attend the AGM. Full Members only are entitled to vote: one member, one vote.
e. The purpose of the AGM shall be:
" To hear the reports of the last year's work, from the Committee.
" To receive the Treasurer's report on the accounts after they have been independently examined.
" To accept resignations of outgoing Committee members and Officers
" To elect new Committee members for the coming year.
" To appoint an independent examiner of accounts for the coming year.
f. Any proposed alteration to the Constitution shall be circulated to Members with the notice calling the AGM.
g. The AGM shall be chaired by the Chairperson of the Committee or the Vice-Chairperson in his or her absence
h. The quorum for the AGM shall be 20 Full Members of the Partnership.
i. The accidental omission to give notice of a meeting to, or the non-receipt of a notice of a meeting by, any person entitled to receive notice shall not invalidate the proceedings at that meeting.
10. Extraordinary General Meetings
a. An Extraordinary General Meeting (EGM) may be called by the Committee to deal with a serious problem. At least 14 days notice of such a meeting shall be given. A quorum for the meeting shall be 20 Full Members of the Partnership.
b. An EGM may also be called at the written request to the Secretary of not fewer than 25 Full Members of the Partnership, stating the reason for the request. These Members shall be required to attend the EGM. The meeting shall be held not later than 28 days after the request is received by the Secretary.
c. An EGM, however it is called, will be chaired by the Chairperson of the Committee, or the Vice-Chairperson in his or her absence.
d. The Agenda for the EGM shall be restricted to the specific matter for which the meeting was called.
e. Any decision made at the EGM should have the support of the majority of those present and eligible to vote.
f. The accidental omission to give notice of a meeting to, or the non-receipt of a notice by, any person entitled to receive notice shall not invalidate the proceedings at that meeting.
11. Control of Funds
a. The funds belonging to the Partnership shall be applied only in furthering the Aim and Objectives.
b. The Treasurer shall be responsible for managing and accounting for the funds.
c. The accounts shall be independently examined for the purpose of the AGM and signed accordingly.
d. The funds of the Partnership, including all donations, contributions, grants, bequests, or other such monies raised to further the aims of the Partnership, shall be paid into an account operated by the Committee, at such a bank as the Committee decide.
e. All cheques drawn on the account shall be signed by 2 of 3 signatories from the Committee, one of whom must be the Treasurer the other either the Chairperson or Vice-Chairperson. All cheques must be fully completed before they are signed.
f. All money received from the Partnership shall be put into the bank account preferably within 3 bank working days.
g. Partnership and Committee members may claim reasonable out of pocket expenses incurred on Partnership business, provided that the Committee had given prior consent for the expenditure.
h. All financial transactions are required to be carried out in line with a written Financial Policy, to be defined by the Committee.
12. Dissolution
a. Dissolution of the Partnership may be decided only at an AGM or an EGM specifically called for the purpose.
b. In the event of the Partnership being dissolved the Treasurer will be requested to realise the assets, pay any outstanding debts, and distribute the balance to other groups in the area having aims similar to that of the Partnership.
c. The Partnership Committee can call an EGM to propose dissolution if necessary.
13. Alterations to the Constitution
a. The Constitution may be altered only by a resolution passed by members present and voting at an AGM or EGM. The notice of the meeting must include notice of the resolution setting out the terms of the alteration proposed.
b. At least 28 days notice must be given when changes to the Constitution are proposed.
This Constitution was adopted on by the persons whose signatures appear at the bottom of this document.
Signed: