Constitution of Penygroes Ward Forum
Adopted on the…14th…day of…October…2003
1. Name
The name of the Organisation is Penygroes Ward Forum
2. Objects
To promote the benefit of the inhabitants of Penygroes Ward and the neighbourhood without distinction of sex, race, language, or of political, religous or other opinions. It will do this by associating together the said inhabitants and the Local Authorities, voluntary and other organisations in a common effort to advance education, to improve the physical and economic conditions of life in the area of benefit and to provide facilities in the interests of social welfare for recreation and leisure-time occupation.
The organisation shall be non-party in politics, and non-sectarian in religion. The organisation shall operate a bilingual policy.
3. Powers
The Executive Committee may exercise the power to do all such other lawful things as are necessary for the achievement of the objects.
4. Membership
(1) Membership of the Organisation shall be open to any person in the community interested in furthering the objects and who has paid the annual subscription laid down from time to time by the Executive Committee.
(2) Every member shall have one vote.
(3) The Executive Committee may by unanimous vote and for good reason terminate the membership of any individual: Provided that the individual concerned shall have the right to be heard by the Executive Committee, accompanied by a friend, before a final decision is made.
5. Executive Committee
(1) The Committee shall comprise a minimum of three members appointed or elected at the Annual General Meeting, including the honorary offices of:
• Chair
• Secretary
• Treasurer
who shall hold office from the conclusion of that meeting.
(2) All the members of the Executive Committee shall retire from office together at the end of the annual general meeting next after the date on which they came into office but they may be re-elected or re-appointed.
6. Determination of Membership of Executive Committee
A member of the Executive Committee shall cease to hold office if he or she:
(1) is disqualified from acting as a member of the Executive Committee by virtue of section 45 of the Charities Act 1992 (or any statutory re-enactment or modification of that provision):
(2) becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;
(3) is absent without the permission of the Executive Committee from all their meetings held within a period of six months and the Executive Committee resolve that his or her office be vacated; or
(4) notifies to the Executive Committee a wish to resign (but only if at least three members of the Executive Committee will remain in office when the notice of resignation is to take effect).
7. Meetings and proceedings of the Executive Committee
(1) The Executive Committee shall hold at least two ordinary meetings each year, a special meeting may be called at any time by the chair or by any two members of the Executive Committee upon not less than 4 days’ notice being given to the other members of the Executive Committee of the matters to be discussed but if the matters include an appointment of a co-opted member then not less than 21 days’ notice must be given.
(2) The Chair shall act as chair at meetings of the Executive Committee. If the Chair is absent from any meeting, the members of the Executive Committee present shall choose one of their number to be chair of the meeting before any other business is transacted
(3) There shall be a quorum when at least four members of the Executive Committee are present at a meeting.
(4) Every matter shall be determined by a majority of votes of the members of the Executive Committee present and voting on the question, but in the case of equality of votes the Chair of the meeting shall have a second or casting vote.
(5) The Executive Committee shall keep minutes, in books kept for the purpose, of the proceedings at meetings of the Executive Committee and any sub-committee.
(6) The Executive Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
(7)The Executive Committee may appoint one or more sub-committees consisting of three or more members of the Executive Committee for the purpose of making any inquiry or supervising or performing any function or duty which in the opinion of the Executive Committee would be more conveniently undertaken or carried out by a sub-committee: provided that all acts and proceedings of any such sub-committees shall be fully and promptly reported to the Executive Committee.
8. Receipts and expenditure
(1) The funds of the Organisation including all donations, contributions and bequests, shall be paid into an account operated by the Executive Committee in the name of the Organisation at such bank as the Executive Committee shall from time to time decide. All cheques drawn on the account must be signed by at least two members of the Executive Committee.
(2) The funds belonging to the Organsiation shall be applied only in furthering the objects.
9. Accounts
The Executive Committee shall keep accounting records for the Organisation and prepare annual statements of account, together with a balance sheet which shall be presented to members of the Organisation at the financial year ending 5th April.
(3) The Organisation shall ensure that there is the auditing or independent examination of the statements of account of the organisation.
10. Annual General Meeting
(1) There shall be a annual general meeting of the Organisation which shall be held in the month of October in each year or as soon as practicable thereafter.
(2) Every Annual General Meeting shall be called by the Executive Committee. The Secretary shall give at least 21 days’ notice of the annual general meeting to all the members of the Organisation. All the members of the Organisation shall be entitled to attend and vote at the meeting.
(3) Before any other business is transacted at the first annual general meeting the persons present shall appoint a Chair of the meeting. The Chair shall be the chair of subsequent annual general meetings, but if he or she is not present, before any other business is transacted, the persons present shall appoint a chair of the meeting.
(4) The Executive Committee shall present to each annual general meeting the report and accounts of the Organisation for the preceding year.
(5) Nominations for election to the Executive Committee must be made by members of the Organisation in writing and must he in the hands of the Secretary of the Executive Committee at least 14 days before the annual general meeting. Should nominations exceed vacancies, election shall be by ballot.
11. Special General Meetings
The Executive Committee may call a special general meeting of the Organisation at any time. If at least ten members request such a meeting in writing stating the business to be considered the Secretary shall call such a meeting. At least 21 days’ notice must be given. The notice must state the business to be discussed.
12. Alterations to the Constitution
Proposals to be submitted in writing, to the Secretary by notice of motion, 14 days before the annual general meeting for consideration and, if appropriate, approval at that meeting.
13. Dissolution
If the Executive Committee decides that it is necessary or advisable to dissolve the Organisation it shall call a meeting of all members of the Organisation, of which not less than 21 days’ notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two thirds majority of those present and voting, the Executive Committee shall have power to realise any assets held by or on behalf of the Organisation. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Organisation as the members of the Organisation may determine or failing that shall be applied for some other charitable purpose.
This constitution was adopted on the date mentioned above by the persons whose signatures appear at the bottom of this document.
Chairperson …Alun Lewis…………………………….
Secretary …Phil Owen………………………….
Treasurer …Yvonne Kelly………………………….