Alresford District Partnership

CONSTITUTION OF ALRESFORD TOWN PARTNERSHIP

1. Constitution and Name

The Association shall consist primarily of residents of the Alresford area and shall be known as 'Alresford Town Partnership'.

2. Aims and Objects

The aims and objects of the Association are to include but are not limited to the following:

1. to function in partnership with local organisations and other interested parties to work towards goals that cannot be achieved separately
2. to identify, survey and respond to the current needs of the town and the neighbouring parishes
3. to represent those needs and their possible solutions to others as appropriate
4. to appoint and facilitate Working Groups concerned with specific local issues such as traffic, housing and youth
5. to prepare and administer bids for project funding.

3. Membership

Voting membership at General Meetings shall be open to residents and organisations active in the Alresford area and shall also be open to elected members and officers of local government whose responsibilities include Alresford.

4. Annual General Meeting

There shall be an Annual General Meeting of the Association.
1. Every Working Group shall be represented at the Annual General Meeting by its chair or another member of the Group delegated by the Chair.
2. The Annual General Meeting will normally be held during the month of September each year, or as the Steering Committee direct, and may be held prior to or as part of a General Meeting.

5. General Meetings

1. General Meetings may be called at any time by the Steering Committee. Not less than ten working days' notice shall be given to each Working Group. Every Working Group shall be entitled to appoint, and be represented at a General Meeting by its chair or a person delegated by its chair.
2. General Meetings will normally be held at least twice between Annual General Meetings, in a location open to the general public, and more often as the Steering Committee shall direct.
3. Additional General Meetings shall be called by the Chair or Administrator after the receipt of a requisition in writing signed by voting members numbering not less than twice the number of Working Groups.

6. Group meetings

1. Working Groups within the Town Partnership (e.g. for Youth) shall have a Chair and a specified membership. Member Groups shall have an obligation to report progress and actions to the Steering Committee.
2. The Steering Committee can propose one or more working parties for tasks of limited duration (e.g. to undertake specific local research). The terms of reference of any new working party must be approved at a General Meeting of the Partnership.

7. Voting

1. At all General Meetings, the quorum shall be not less than twice the number of Working Groups. If at an Annual General Meeting no quorum is present within half an hour of the time appointed for the commencement of business, any voting shall be adjourned to a subsequent General Meeting.
2. At all meetings voting shall normally be determined by a show of hands or exceptionally by secret ballot if not less than one third of those present demand such a ballot.
3. The Chair presiding at a General Meeting shall not normally vote but shall have a casting vote in the case of equality of votes.

8. Officers of the Association

1. The Association shall, at the Annual General Meeting, appoint a Chair, Treasurer, Administrator and other Officers of the Steering Committee. The Steering Committee shall consist of the Chair, the Administrator, the Treasurer, the Chairs (or their delegate) of the Working Groups, two New Alresford Town Council members nominated by the Town Council, two nominees from the parishes around Alresford, and a representative from the Chamber of Commerce. There is also the power for the Steering Committee to appoint one other member. This totals twelve Officers to be on the Steering Committee. The Officers shall each hold office during the pleasure of the Association and, once appointed, shall respectively be eligible for re-election at the Annual General Meeting.
2. The Chair shall take the chair of the meetings whenever s/he is present. If at any meeting the Chair is absent, a member of the Steering Committee shall be elected as Chair for that meeting from among those present.
3. Nominations for the posts of Chair, Treasurer and Steering Committee membership must be submitted in writing to the Administrator of the Association not less than seven days before the Annual General Meeting. Any such nominations must have the prior approval of the person being nominated.
4. In the absence of any nominations as set out above, the current post holders will be re-elected.
5. Casual vacancies shall be filled at the next General Meeting of the Association.

9. Administrator

1. The Association shall appoint an Administrator to carry out the administrative work involved in maintaining the Association including the preparation of agendas, the taking of minutes, the writing of correspondence and other administrative work approved by the General Meeting and under the day-to-day supervision of the Chair.
2. The Administrator will be hourly paid under a contract approved by the Steering Committee.
3. All out of pocket expenses for the provision of stationary, postage and telephone calls will be reimbursed from Association funds where a claim form with appropriate records and receipts is submitted.

10. Examiner of Annual Accounts

The Association shall appoint an Independent Examiner of Accounts for the forthcoming year.

11. Functions of the Chair and Treasurer

1. Subject to the provisions of this Constitution, the Chair and Treasurer may provide for the procedures, management, control and administration of the affairs of the Association and may take such steps to raise funds, incur such expenses, enter into such commitments or arrangements and employ such servants or agents as may be suitable for carrying the policy of the Association into effect
2. The Chair and Treasurer shall control the banking of the Association's funds, using a bank account named 'Alresford Town Partnership'. The Association's bank account shall be operated on signatures from any two signatories of the three approved at a General Meeting from among Executive Committee members.
3. The Chair shall present a report to the Annual General Meeting.
4. The Treasurer shall present independently examined accounts to the Annual General Meeting.
5. The financial year of the Association will end on 31st March each year.

12. Omission of Due Notice of Meeting

The accidental omission of, or failure to give, due notice of any meeting of the Association shall not invalidate the proceedings of any such meeting.

13. Agendas and Minutes of Meetings

1. Whenever possible, Notices and Agendas for meetings shall be sent to those on the mailing list and other interested parties at least fourteen days before the meeting.
2. Whenever possible, minutes of meetings shall be circulated to all committee members within twenty-eight days of the meeting taking place.
3. The target dates contained in items (a) and (b) above are set as a guide to good practice only and failure to comply strictly with these targets will not invalidate any proceedings of the Association.

14. Resignation from Membership

Any member who wishes to terminate her or his membership of a Working Group or of the Steering Committee may do so in writing to the relevant Chair. Failure to attend a Town Partnership Steering Committee or Working Group within a twelve-month period will be taken as a resignation from that committee or group.

15. Amendment of this Constitution

1. Notice of a proposed amendment to the Constitution must be given in writing to the Administrator of the Association not less than one calendar month before the Annual General Meeting. A copy of such notice shall be sent to every Steering Committee member at least fourteen days before the meeting at which it is to be considered. The wording of any proposed amendment shall be stated in full on the agenda of the Annual General Meeting.
2. Any amendment to the Constitution shall be made at an Annual General Meeting by the approval of a majority of not less than two-thirds of the voting members present.