Constitution of the Somerset Association of Local Councils

Transcription

1 Constitution of the Somerset Association of Local Councils Edgar Hall Somerton Business Park Somerton Somerset TA11 6SB Tel: Website: Affiliated to the National Association of Local Councils September 2015

2 Constitution of the Somerset Association of Local Councils 1. Constitution and Name The association shall consist of city, town and parish councils and parish meetings in the administrative county of Somerset and shall be known as the Somerset Association of Local Councils (the county association). 2. Definition of Member Council In this constitution the term local council means a council of a civil parish or a group of parishes (and includes the parish meeting of a parish not entitled to elect a parish council) and the term member council excludes any such council which at the relevant time has not paid its affiliation fees for the current financial year 3. Objectives The aims and objectives of the association are to take all such steps as may be necessary or desirable in the interest of local councils:- i) To protect, further and promote the interests, rights and functions of member councils. ii) To assist member councils in the performance of their duties and in the promotion and development of the social, cultural, environmental and recreational life of their area. iii) To promote a widespread and well informed interest in the first tier of local government. iv) To promote high standards of governance. 4. Membership Every local council in the administrative county of Somerset eligible for membership of the National Association of Local Councils (the national association) shall be eligible for membership of the county association. Membership of the county association confers membership of the national association. 5. Affiliation Fees Each member council shall pay to the county association, on or before 1 st July in each financial year starting 1 st April, an affiliation fee which shall be based upon the electorate of the parish as disclosed on the electoral roll; the scale to be decided annually by the County Committee, provided that no member council shall pay less than the amount due to the national association.

3 6. Contribution to the National Association The county association shall pay to the national association such affiliation fees as may be fixed by the national association. 7. Office Holders of the County Association There shall be an honorary president, chairman and vice chairman of the association and an auditor, all of whom shall be elected at the annual meeting in each year and shall be eligible for re-election, subject to any rules regarding the length of terms of office agreed by the County Committee. The president shall preside at the annual meeting; in his or her absence, the meeting shall appoint some other person to preside. Nominations for the above offices shall be sent to the County Executive Officer 28 clear days before the annual meeting, except in the case of nominations made by the County Committee. Casual vacancies in any office may be filled by the County Committee. 8. Annual Meeting There shall be an annual meeting of the county association held as the county committee shall direct. The County Executive Officer shall give to each member council not less than 21 days notice of the date, time and place of the meeting and shall send with such notices, a copy of the annual report and the accounts for the preceding financial year. Every member council shall be entitled to send two voting representatives to the annual meeting (one of whom may be the clerk). The quorum at the annual meeting shall be 30 member councils. If at an annual meeting no quorum is present within half an hour of the time appointed for the commencement of business, the meeting shall stand adjourned until such time as it can be reasonably reconvened, when the quorum shall be 20 member councils. 9. Special Meetings Special meetings, of which not less than 14 days notice shall be given to each member council of the county association, stating the business of the meeting, may be called at any time by the County Committee and shall be called by the County Executive Officer after the receipt of a requisition in writing signed by not less than 30 member councils. 10. The County Committee (a) There shall be a County Committee consisting of: (i) The president of the association (ii) The chairman and vice chairman of the county association (iii) The chairman of each area meeting

4 (iv) Two other councillors from member councils, to be appointed by each area meeting. (b) The County Committee may co-opt up to four additional individuals. The number of such additional members shall not exceed one quarter of the total membership of the committee. (c) Casual vacancies on the County Committee shall be filled (i) in the case of persons appointed by an area meeting, by that area meeting; (ii) in the case of other persons, by the County Committee. (d) A member of the County Committee retires at the moment when the election of his or her successor is declared duly elected by the person presiding at the appropriate meeting. (e) The chairman and vice chairman of the county association shall also serve as chairman and vice chairman of the County Committee. The chairman shall take the chair of the County Committee whenever he is present. The vice chairman shall perform the duties of the chairman in his or her absence. If at any meeting the chairman and vice chairman are absent, the County Committee shall elect a chairman for that meeting from among their own number. (f) The County Committee shall have power: (i) To appoint sub-committees as and when required (ii) To make rules for the transaction of its business and (iii) To delegate any of its functions to such sub-committees. The chairman and the vice chairman of the County Committee shall be exofficio members of every sub-committee. A sub-committee may be given power by the County Committee to co-opt individuals who are not members of the County Committee but who shall be a councillor in a member council. (g) Functions of the County Committee: (i) Subject to this constitution, the County Committee may establish the rules of the association and may provide for the conduct, management, control and administration of the affairs of the county association and may take any steps, incur any expenses, acquire and dispose of any property, enter into any commitments or arrangements and employ any servants or agents to carry out the policy of the county association. (ii) The County Committee shall monitor the banking and investment of the county association s funds. (iii) No money shall be borrowed by or on behalf of the county association without the consent of the County Committee. (iv) The County Committee shall present an annual report and submit the audited accounts to the annual meeting of the county association. (v) The County Committee shall direct any liaison with the principal authorities covering the county administrative area, unless this function has been delegated to a specific area committee.

5 (vi) The County Committee has the power to appoint such paid officers as are deemed necessary to discharge its functions and may delegate any of its powers and functions to such officers. (h) The County Executive Officer shall give to every individual entitled to receive the same, not less than 7 days notice in writing of the time and place of meetings of The County Committee or of any sub-committee, specifying the business to be transacted. 11. Area Meetings (a) The County Committee may establish area meetings for such areas as it may deem necessary. The membership of each such meeting shall include all the member councils within its area and each member council shall be entitled to have two representatives, one of whom may be the clerk, at its area meeting. (b) The functions of the area meetings (if any) shall be determined from time to time by the County Committee. (c) Subject to any directions of the County Committee, each area meeting may arrange its own business and procedure and may appoint such local officers as it may require to conduct its business. A copy of the minutes of the proceedings of an area meeting shall be forwarded to the county association. 12. Omission to give Notice of Meeting The accidental omission or failure to give notice of any meeting of the association or any meeting of the County Committee, or of any sub-committee, to any member council or person entitled to receive the same or the non-receipt of any such notice shall not invalidate the proceedings at any such meeting. 13. Voting (a) At all meetings every question shall be determined by a show of hands, except in any case in which not less than one-third of the persons present and entitled to vote, demand a ballot when the voting on that question shall be by written ballot. (b) In all cases, the person presiding at any type of meeting shall, in addition to any vote in the first instance, have a second or a casting vote to be exercised in the case of an equality of votes. (c) Member councils may have no more than two voting representatives at each area, annual or special meeting.

6 14. Expenses of Representatives and County Committee Members Subject to sufficient money being available, the necessary and reasonable travelling, subsistence and other incidental expenses of the representative(s) attending any meetings or conference: of the national association, or of the county association (other than the annual meeting), of the County Committee or any subcommittee thereof, or an event organised by an appropriate body and directly relevant to the activity of local councils; may be met wholly or partly from the funds of the county association, unless such expenses can be legitimately claimed from another source. 15. Alterations of Constitution Any alteration to, or amendment of, or addition to this constitution may from time to time be made at the annual meeting or a special meeting, if approved by a majority of not less than two-thirds of the persons present and voting. Notice of any motion for such alteration, amendment, or addition, other than a notice given pursuant to a resolution of the County Committee, must be given in writing to the County Executive Officer not less than two calendar months before the meeting and a copy of every such notice, including those given pursuant to a resolution of the County Committee, shall be sent by him to every member council at least 21 days before the meeting at which it is to be considered.