CONSTITUTION

 

Constitution of the St. Margaret’s with St. Nicholas’ Ward Forum

The constitution was amended and approved at the Extraordinary General Meeting held on 27th February, 2019.

 
1. NAME
The name of the Forum shall be the St. Margaret’s with St. Nicholas’ Ward Forum (hereinafter referred to as the Forum)
 
2. AIMS
The aims of the Forum shall be to encourage and secure the advancement of the economic, social and environmental well-being of the electoral ward.
 
3. OBJECTIVES
In the furtherance of the aims, the objectives of the Forum shall be to —
i.
raise matters relevant to the area of the Forum
ii.
note concerns raised by members and deal with accordingly
iii.
encourage constructive debate and discussion
iv.
invite speakers for the dissemination of information and ideas on relevant issues
v.
co-operate with, involve, offer comment and advice to other voluntary, charitable or statutory bodies as is deemed appropriate
vi.
consider relevant planning applications and make representation, if appropriate
vii.
seek to raise funds and invite contributions, as required
viii.
where resources allow, to support projects and initiatives deemed to be of benefit to the ward
ix.
publicise the Forum’s activities
 
4. THE FORUM
i.
shall hold four meetings, which shall normally be held in the months of February, May, September (with the AGM) and November, in any given year
ii.
Twenty one days notice of meetings shall be given
iii.
attendance shall be open to anyone living and/or working in the ward interested in helping to achieve its aims
iv.
those attending a meeting shall have one vote at the meeting
v.
voting at a Forum meeting shall be by show of hands with the chairman having a casting vote, if necessary
vi.
elected ward councillors, of this ward, shall be invited to attend meetings in an ex-officio role
 
5. COMMITTEE
The Forum shall be administered by a committee consisting of chairman, vice chairman, secretary and treasurer (hereafter referred to as the ‘officers’) and up to seven other persons living and /or working within the ward, with the two ward councillors in attendance ex-officio.
The —
i.
period of office and committee membership shall be four years in the first instance and the officer or committee member may be re-elected for a further four years.
ii.
procedure for election
    a. nominations shall be in writing, on the nomination form distributed, by email, six weeks before the AGM with an explanatory letter.
    b. candidate must be nominated and seconded and the nomination form returned to the secretary three weeks before the AGM.
    c. Names of candidates must be sent to the membership three weeks before the AGM with the notice of the AGM.
    d. if there is only one candidate nominated for an office, there must still be an election to ratify the candidature.
iii.
committee shall normally meet four times a year, one month before each Forum meeting
iv.
committee may co-opt up to 2 persons living and/or working within the ward.
v.
quorum for a committee meeting shall be six, one of whom shall be the chairman or vice-chairman
vi.
voting at a committee meeting shall be by show of hands with a simple majority of those attending to approve a motion — with the chairman having a casting vote, if required
vii.
if an item requires a committee decision between committee meetings, voting may take place by email, but the vote must be recorded by the secretary and reported back to the committee.
 
6. DUTIES OF OFFICERS
a.
The duties of the chairman shall be to —
    i. preside at meetings of the committee and Forum
    ii. act as the principal spokesman on public occasions or when representations are being made on behalf of the Forum to external bodies
b. The duties of the vice-chairman shall be to —
    i. deputise for the chairman as required
c. The duties of the secretary shall be —
    i. in consultation with the chairman, to prepare notifications and agendas for the meeting of the committee and Forum and distribute them
    ii. to maintain a record of all meetings
    iii. to prepare, draft and send correspondence in conjunction with/on behalf of the chairman
    iv. to collect and disseminate information on matters directly pertinent to the business of the forum
    v. to maintain a secure list of names and contact details for those who attend the meetings of the forum
d. The duties of the treasurer shall be to —
    i. monitor, record and safeguard the financial assets and affairs of the Forum
    ii. maintain proper accounts of all monies received by and paid out with the permission of the committee

7. Finance
It shall be noted that —
i.
any monies owed or received shall only be used for the aims of the forum
ii.
any payments made to officers, other members of the committee or those attending the meetings shall be only for reimbursement of expenses associated with the work of the Forum and which shall be strictly conditional on prior approval by the committee
iii.
only minor, non recurring expenses up to £25 shall be paid without resort to approval by the whole committee
iv.
any bank accounts opened by the Forum shall be in the name of the Forum
v.
all cheques issued shall be signed by two of three designated officers who are the chairman, secretary and treasurer — subject to prior approval of the officers
vi.
the accounts shall be independently examined annually by an appropriate person who has been ratified by the AGM
 
8. Annual General Meeting (AGM)
The Forum shall hold an AGM which shall normally be held in September for which —
i. twenty one days notice shall be given by public notices and email
the agenda shall include —
    a. chairman’s report on the Forum’s activities over the twelve months since the last AGM
    b. secretary’s report
    c. treasurer’s report
    d. notification of conflicts of interest
    e. the appointment of a independent examiner for the accounts
    f. consideration of other business which must be notified to the secretary 14 days prior to the AGM.
    g. the quorum required for voting at the AGM shall be twelve.
    h. voting will be by a show of hands.
    i. the results of the election of the committee, including officers, will be circulated within three weeks.
 
9. Extraordinary General Meeting (EGM)
An EGM may be called by the committee if deemed necessary, or by a written request of a minimum of thirty persons who have attended the Forum. The meeting must be held within one month of the request.
 
10. Alterations to the constitution
Revisions to the constitution may be proposed by the committee or persons attending the Forum. They must be received in writing by the secretary, two weeks before the meeting, and will be voted upon by those present at an AGM or EGM and shall be adopted conditional upon reaching a simple majority. The quorum required shall be thirty.
 
11. Dissolution
i. The Forum may be wound up at any time if ratified by two thirds of those attending an EGM called for this purpose — see section 10 of this constitution
ii. In the event of winding up, the Borough Council of King’s Lynn and West Norfolk shall be contacted
and, with their permission, the remaining funds, after all debts have been paid, shall be given to another group or groups with similar objectives or to a cause or causes as determined by the committee and/or those present at the EGM with the adoption of any resolution being conditional upon reaching a simple majority with the chairman having a casting vote, if necessary.
 
Amended and approved at the Extraordinary General Meeting held on Wednesday, 27th February, 2019