Norwood Action Group: Constitution

As amended at AGM on 3 August, 2000

1. NAME
The name of the association will be the Norwood Action Group

2. ADMINISTRATION
Subject to the matters set out below, the group and its assets shall be administered and managed in accordance with this constitution by the members of the executive committee.

3. OBJECTIVES
The overall aim of the group is to promote the regeneration of Norwood by creating better living and environmental conditions, business and job opportunities and improving retail, educational and recreation facilities.

4. MEMBERSHIP
Membership of the association will be open to all people over the age of 18 who live, work in or use Norwood, who are interested in furthering the objects of the group and who have paid the annual subscription agreed by the annual general meeting.
Affiliation is also open to any body which is interested in furthering the group's work and has paid an annual subscription.
Every member or affiliated body shall have one vote.
The executive committee may by unanimous vote and for good reason terminate the membership of any individual and by a two-thirds majority terminate the committee status of an 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.
Members will pay a subscription of £3 for individuals and affiliated voluntary organisations, £5 for businesses and £1 for unwaged. This is intended to cover the costs of hall hire, stationery and postage. These rates are to be reviewed at each AGM.

5. COMMITTEE
A committee will be elected from the membership, comprising the officers and other postholders described below. It will usually meet at least once a month to decide the group's policy and progress its business. A special meeting may be called at a time convenient to most members by the chair or any two members of the committee upon not less than four days' notice of the matters to be discussed.
The main campaigning work of the group would be carried out by sub-groups, drawing on the whole membership and other interested members of the community. Each sub-group will be coordinated by a committee member.
The committee may in addition appoint not more than 4 co-opted members, but so that no-one may be appointed as a co-opted member if, as a result, more than one third of the members of the committee would be co-opted. Each co-option shall be made at a special meeting of the committee and shall take effect from the end of that meeting, or from the date when the post it is replacing becomes vacant.
All members of the 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.
The proceedings of the committee shall not be invalidated by any vacancy among their number or by any failure to appoint or any defect in the appointment or qualification of a member.
No-one shall be entitled to act as a member of the committee until they have signed a declaration of acceptance and willingness to act in the interests of the group.
A committee member shall cease to hold office if he or she is absent without having notified the executive committee from all their meetings over a period of six months or notifies a wish to resign.
No committee member shall acquire any interest in assets belonging to the group or receive remuneration or be interested in any contract entered into by the executive committee from which that member would benefit.

6. POWERS OF COMMITTEE
The committee has the powers to:
raise funds and invite and receive contributions provided that in raising funds it shall not undertake any substantial permanent trading activities and shall conform to the law.
co-operate with other voluntary bodies, charities and statutory authorities operating in furtherance of the objects of the group and exchange information and advice with them.
appoint and constitute such sub-groups as the committee thinks fit.
A public meeting, open to members and non-members, will usually be held at monthly intervals. At such a meeting, public discussion will be encouraged and, where desired, speakers invited. The committee would report to such a meeting.
The chair shall have the discretion to appoint another committee member to chair a meeting or agenda item.
Minute taking shall be rotated among the secretaries and their nominees.
All meetings should be conducted in an atmosphere of politeness and mutual respect. Members should treat each other as equals and must not indulge in racist, sexist, homophobic or other discriminatory or derogatory remarks or actions, or behaviour that intimidates people who are speaking or wish to speak or prevents people from expressing their views.
Anyone wishing to speak must do so through the chair. The chair's rulings should be respected. The chair may request a person to leave the meeting if they fail to respect the rules on conduct. Persistent disregard of this code of conduct will result in termination of membership under section 4 above.
Unless making a presentation, a speaker or item should be as brief as possible . The chair may impose time limits if necessary.
The chair will endeavour to ensure that everyone who wishes to speak can do so before others make a second contribution.
Meetings should aim to finish by 9.30pm.

7. CONDUCT OF COMMITTEE
While it is understood that committee members will not always agree with one another, it is to be expected that committee members will not publicly undermine each other, or the views and actions of NAG.
Communications on behalf of NAG from members of the committee should be approved by the chair or secretary, who should each approve any communications sent by the other.

8. PROCEDURE
Voting at committee meetings will be on the basis of one vote per committee member. The chair or any person acting as chair will have a second or casting vote in the event of a tie.
Voting at open meetings will be on the basis on one vote per member, including committee members, with a casting vote going to the chair or person acting as chair. Minutes of each meeting will be kept in a minute book and those attending will sign as a record of their presence at the meeting.
The committee should consider proposals from the open meeting. In the event of conflict, votes at open meetings can, if supported by at least 10 members or 10 per cent of the total membership, whichever is the larger, overturn the vote of the committee. But if the committee remains opposed to the move and the decision represents a significant change of policy, the committee may ballot the membership or call a special public meeting.
The quorum will be the highest of 10 people or 10 per cent of members, or, in the case of committee meetings, five committee members.
The members responsible will aim to make the agenda for the next monthly meeting available a week and two days before the meeting in question along with the minutes of the last ordinary open meeting, even though such documents may be distributed to all members closer to the date of the next meeting.

9. FUNDS
The funds of the group, including all donations, subscriptions and other contributions, shall be paid into an account or accounts operated by the executive committee in the name of the 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 one of two other committee members appointed by the committee, or, in the absence or unavailability of the treasurer, by both of those two appointed members.
The funds shall be applied only in furthering the objects of the group and only with the specific approval of the committee or in accordance with a budget agreed by the committee.
The treasurer will prepare annual statements of account for the group's annual general meeting.
The statements of accounts will be audited or independently examined.

10. ANNUAL GENERAL MEETING
Once a year the committee shall convene an annual general meeting to provide an annual report and accounts and elect a committee.
The secretary shall give at least 14 days' notice of the AGM to all the members of the group. All members shall be entitled to attend and vote at the meeting.
Nominations for election can be made at the meeting. Should nominations exceed vacancies, election shall be by ballot.

11. SPECIAL MEETINGS
The committee may call a special general meeting of the group at any time. If at least 10 members or 10 per cent of the total 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 21 days' notice must be given. The notice must state the business to be discussed.

12. OFFICERS AND OTHER COMMITTEE MEMBERS
The officers will comprise:
Chair, vice-chairs (2), secretary and treasurer.
In addition to officers, the committee will comprise: assistant secretary, membership secretary, press officer/newsletter editor, communications officer, distribution manager, business coordinator, youth coordinator, environment coordinator, transport coordinator, safety and crime coordinator and coordinators for such other matters as may from time to time be determined by the committee.

COMMITTEE MEMBERS' JOB DESCRIPTIONS
Chair: to chair public and committee meetings or delegate such work to other committee members and to take a lead in coordinating the work of the group.
Vice chair: to replace the chair in her/his absence or when requested by the chair.
Secretary: to write and keep minutes of all meetings and agendas or delegate such work to other members, conduct correspondence and ensure meetings are arranged, with venues booked.
Assistant secretary: to support the secretary.
Treasurer: to keep the accounts, look after the bank account, pay cheques and advise on spending.
Membership secretary: to maintain an up-to-date database of members which can be converted into printed labels, collect subscriptions and issue membership cards. Could be combined with treasurer. Needs computer.
Press officer/newsletter editor: to take responsibility for the main communications with public and press by writing press releases, speaking to journalists and editing the newsletter. Needs computer.
Communications officer: to support the press officer/newsletter editor.
Distributions manager: to ensure that the monthly minutes and agendas are delivered to members either by post or through a network of distributors. Also to help the newsletter editor plan the distribution of newsletters.
Coordinators: to investigate, make contacts and keep up-to-date on local developments in their topic, coordinate sub-groups where these would be helpful, make suggestions for improvements and follow these through with the relevant authorities. The group currently (as at 3. 8. 00) has coordinators for business, transport, safety and crime, youth, and the environment.