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Norwood Action Group – 2nd revised constitution August 2013
NAME The name of the association is the Norwood Action Group (NAG hereafter in this constitution).
OBJECTIVES The objectives of NAG are to promote the regeneration of West Norwood and Tulse Hill whilst seeking to protect the character and historic assets of the area. There shall be no party-political bias and will be equal opportunity in all matters.
ADMINISTRATION NAG and its assets will be managed in accordance with this constitution by the committee.
MEMBERSHIP and MEETINGS
a) Membership is open to those over the age of 18 who wish to further the objectives of NAG and have paid the annual subscription.
b) Affiliation is open to any organisation which is interested in furthering NAG’s work, has paid an annual subscription and has been accepted by a majority vote of the committee.
c) Each member, or affiliated organisation authorised sole representative, has 1 vote; no proxy votes permitted.
d) Members will pay an annual subscription of £3 for individuals, affiliated organisations and businesses. This is intended to cover costs of hall hire, stationery, postage and similar. These rates are to be reviewed at each AGM.
e) NAG will meet at least bi-monthly other than August at a venue agreed by the committee. Meetings will be open to non-members who are encouraged to join. Open meetings will normally be on the second Wednesday of each month.
f) Public meetings on specific issues may be called by NAG or the committee.
g) Meetings should be conducted with mutual respect otherwise the chair may require offenders to leave. Repeated or major disregard of this or of this constitution will result in action under 4. i) below.
h) Anyone wishing to speak may only do so through the chair. The chair’s rulings will be respected. As time is always limited, speakers should be brief and the chair may impose time limits. The chair will try to ensure that everyone who wishes to speak can do so before others make further contributions.
i) The committee for express reason may by a majority vote terminate membership or affiliation, such party having the right to attend and speak prior to the vote.
COMMITTEE and SUB-GROUPS
a) A committee will be elected from the membership, comprising chair, vice-chair, secretary, treasurer and membership secretary and up to 4 other active members who are willing to participate in campaigns.
b) Committee meetings may be called by the chair or any 2 members of the committee at a time convenient to most committee members.
c) All members of the committee will retire at each annual general meeting but may be re-elected. Vacancies during the year may be filled by election at open NAG meetings.
d) The proceedings of the committee will not be invalidated by any vacancy among their number.
e) Committee members must act in the interests of NAG.
f) A committee member will cease to hold office if he or she is absent from all meetings over a period of 3 months without good reason, or notifies their resignation to chair and secretary, or has their membership terminated by the committee under 4.i) above, or loses a vote of confidence at an open meeting.
g) No committee member shall acquire any interest in assets belonging to NAG or receive remuneration or be involved in any contract entered into by NAG from which that member would benefit.
h) Campaigning work of NAG may be carried out by sub-groups, drawing on the whole membership and other interested members of the community. Sub-groups should report regularly to open or committee meetings.
i) The committee has powers to:
Raise funds and invite and receive contributions provided that in raising funds it shall not undertake any substantial permanent trading activities and will conform to the law.
Affiliate or cooperate with voluntary bodies, charities or statutory bodies operating in furtherance of the objects of NAG.
Constitute such sub-groups as the committee thinks fit.
CONDUCT OF COMMITTEE Whilst committee members may not always agree with one another, it is expected that committee members will not publicly undermine each other or NAG.
Communications on behalf of NAG must be approved by the chair or secretary, who should each approve any sent by the other. In the event of disagreement, the matter will be put to the committee.
Those attending will sign to record their presence at the meeting.
Voting at committee meetings will be on the basis of 1 vote per committee member. In the event of a tie, the chair or acting chair will have a second (casting) vote. No proxy votes will be admitted. Voting at open meetings will be on the basis on 1 vote per member with a second (casting) vote going to the chair or acting chair. No proxy votes will be admitted.
The committee will consider proposals from open and public meetings. Agenda items must be in writing (email preferred) to the secretary 2 weeks in advance of meetings. The secretary will compile the agenda for the next open meeting and send to members by email at least a week in advance. The secretary will also draft brief minutes of
each meeting (for approval at the next meeting) and send to members by email normally within a week of that meeting.
The quorum at open meetings will be the higher of 7 or 10% of membership. At committee meetings, the quorum will be 5 committee members.
All subscriptions, donations and any other income will be paid into an account or accounts operated by the committee in the name of Norwood Action Group at such bank as the committee shall from time to time decide. Where there has been or is to be more than one account, the opening or closing of such an account or accounts by the treasurer shall be as directed or authorised by the committee. All cheques drawn on the account must be signed by the treasurer and by 1 of 3 other committee members appointed by the committee or, in the absence or unavailability
of the treasurer, by 2 of the appointed members.
The funds shall be applied only in furthering the objects of NAG and only with the specific approval of the committee or in accordance with a budget agreed by the committee.
The treasurer will prepare an annual statement of accounts for NAG’s annual general meeting. The statement of accounts will be audited or independently examined.
ANNUAL GENERAL MEETING
Once a year the committee shall convene an annual general meeting to provide a report and accounts for the preceding year and elect officers and committee.
The secretary shall give at least 14 days’ notice of the AGM to all paid-up members of NAG. All members shall be entitled to attend and vote at the meeting.
Nominations for election can be made at the meeting. If nominations exceed vacancies, election shall be by vote.
The committee may call a special general meeting of NAG at any time. If at least 10 members or 10% of the total paid-up membership, whichever is larger, request such a meeting in writing, stating the business to be considered, the secretary shall call such a meeting. At least 1 week’s notice must be given stating the business to be discussed.
chair: to chair open, committee and public meetings and to take a lead in coordinating the work of NAG.
vice-chair: to replace the chair in his or her absence or when requested by the chair.
secretary: to compile agendas and keep brief minutes of all meetings, conduct correspondence and ensure meetings are notified to the membership and venues booked (or delegate such work to other members).
treasurer: to keep the accounts, maintain the bank account, prepare annual accounts for the annual general meeting, make payments and advise on spending.
membership secretary (could be combined with treasurer): to collect subscriptions, issue membership acknowledgements and maintain a database of members which can be used for emails.