A constitution lays out the rules in which an organisation conducts themselves and this is our constitution, the rules in which we run FOFS:
Friends of Fishwick and St Matthews Constitution
The group will be called Friends of Fishwick and St Matthews (FOFS) (Working for Inner East Preston)
FOFS is a local community voluntary organisation set up for the benefit of the residents of Fishwick and St Matthews wards of Preston, Lancashire and here after referred to as the ‘Association’.
1. To improve the image and reputation of Fishwick and St Matthews and make Inner East Preston a better, safer, cleaner place for everyone to live and work in.
2. To ensure resident representation and/or consultation in any decision making (taken by local authority or other agencies) likely to affect in any way living in Fishwick and St Matthews
FOFS intends to meet those aims by:
* Supporting local organisations and residents of Fishwick and St Matthews in activities that will help to achieve the above aims
* Consulting on local issues which affect residents and taking appropriate action in support of the local community
* Engaging all local partners, businesses, elected members and residents in developing priority actions, community activities and projects
* Strengthening community spirit by representing and promoting the interests of all residents
* Improving communication and working relationships between residents and other service providers and businesses within Preston
* Maintaining links with local authority and other statutory and voluntary community engagement agencies
* Keeping up to date with local, regional and national funding opportunities
* Making recommendations to housing associations, committees, local government bodies and other stakeholders
* Exploring training opportunities to any Fishwick and St Matthews residents to assist in achieving FOFS aims and objectives
* Undertaking regular reviews of activities consisting of monitoring, evaluation and feedback
Membership shall be open to all that are interested in actively furthering the aims of the Association. All members must register with the Secretary. A record of all members will be kept by the Secretary.
Corporate members shall be such societies, associations, educational institutions or businesses as are interested in actively furthering the aims of the Association. A corporate member shall appoint one representative to attend meetings as a voting member but before such representative exercises his/her right the corporate member shall give written details of the representative to the Secretary.
Every full member or member organisation shall have one vote.
The Executive Committee may unanimously and for good reason terminate the membership of any individual or member organisation: provided that the individual concerned or the appointed representative of the member organisation concerned (as the case may be) shall have the right to be heard by the Executive Committee, accompanied by a friend, before a final decision is made.
There will be a minimum of three ordinary meetings of the Association each year, the timing of which will be decided by the Executive Committee.
Special General meetings of the Association shall be held at the written request of 25 per cent or more members or by the Officers of the Association.
The Executive Committee shall give at least 30 days notice to members of the Annual General Meeting each year and at least 7 days notice of other meetings.
In the event of equality in the votes cast at an Annual General Meeting or Special General meeting the motion will fall.
The AGM will from time to time consider and approve standing orders for the conduction of meetings and financial regulations. There is a policy on conduct at all meetings.
Nomination for the election of officer shall be made in writing to the Secretary at least 7 days before the Annual General Meeting. To be valid a nomination must be of a member of the Association who is resident of the local neighbourhood, their nomination must be proposed and seconded by other members and the consent of the nominee must be obtained. Nomination forms will be available on request from the Secretary.
If there is no nomination for a particular post received 7 days before the Annual General Meeting nominations shall be accepted from the floor of that meeting.
Nominees for election as officers of Executive Committee members shall declare at the meeting of which their election is to be considered any financial or professional interest known or likely to be of concern to the Association.
The Officers of the Association shall consist of:
Chair Vice Chair
Secretary Vice Secretary
Treasurer Vice Treasurer
All of who shall relinquish their office every year and shall be eligible for re-election at the Annual General Meeting, but no individual may serve more than 3 consecutive years in one post, unless no other member is eligible or nominated. The Executive Committee shall have the power to fill casual vacancies occurring among the Officers from the membership of the Association.
THE EXECUTIVE COMMITTEE
The Executive Committee shall be responsible for the management and administration of the Association.
The Executive Committee shall consist of the Officers and not less than 3 and not more than 12 other individual members, plus up to 3 Corporate members.
The Executive Committee shall have the power to co-opt further members who shall attend in an advisory and no-voting capacity.
In the event of equality in the votes cast at a meeting of the Executive Committee the motion will fall.
Nomination for election to the Executive Committee shall be made in writing to the Secretary at least 7 days before the Annual General Meeting. To be valid nominations must be members who are local residents (with the exception of Corporate members), proposed and seconded by two other members and the consent of the nominee must be obtained. Nomination papers will be available from the Secretary on request.
If fewer nominations are received by the deadline than there are vacancies, nominations may be taken from the floor of the meeting up to the number of vacancies available.
Members of the Executive Committee shall be elected annually at the Annual General Meeting of the Association; outgoing members may be re-elected up to a maximum of 6 consecutive years, unless no other member is eligible or nominated.
The Executive Committee shall meet not less than 2 times a year. The Secretary shall give all members not less than 7 days notice of all the meetings.
The quorum shall be 5 Members of the Executive Committee.
The Executive Committee shall have the power to fill casual vacancies occurring between General Meetings from amongst the members of the Association.
In furtherance of the objects but not otherwise the Executive Committee may exercise the following powers:
(i) powers to raise funds and to invite and receive contributions provided that in raising funds the Executive Committee shall conform to any relevant requirements of the law;
(ii) power to buy, take on lease or in exchange any property necessary for the achievement of the objects and to maintain and equip it for use;
(iii) power subject to any consents required by law to sell, lease or disposeof all or any part of the property of the Association;
(iv) power subject to any consents required by law to borrow money and to charge all or any part of the property of the Association with repayment of the money so borrowed;
(v) power to employ such staff (who shall not be members of the Executive Committee) as are necessary for the proper pursuit of the objects and to make all reasonable and necessary provision for the payment of pensions and superannuation for staff and their dependants;
(vi) power to co-operate with charities, voluntary bodies and statutory authorities operating in furtherance of the objects or of similar charitable purposes and to exchange information and advice with them;
(vii) power to establish or support any charitable trusts, associations or institutions formed for all or any of the objects;
(viii) power to do all such other lawful things as are necessary for the achievement of the objects.
If more than one valid nomination for an officer post is received within the time specified, or if the number of valid nominations for members of the Executive Committee received within the specified time exceeds the numbers of places available, election shall be by secret ballot at the Annual General Meeting.
Only those members of the Association present in person at the meeting may vote.
The votes will be counted during the meeting, scrutineers appointed by the meeting and the results announced before the end of the meeting.
The Executive Committee may constitute such subcommittees from time to time as shall be considered necessary for such purposes as shall be thought fit in pursuit of the aims of the Association.
The members of each sub- committee shall be appointed by the Executive Committee from amongst the members of the Association. Subcommittees may, with the approval of the Executive Committee, co-opt members who are not members of the Association but they shall advise in an advisory and nonvoting capacity only.
In the event of an equality of votes cast at any meeting of any subcommittee the motion will fall.
Members of the Executive Committee may be members of any subcommittee.
Subcommittees shall be subordinate to and may be regulated or dissolved by the Executive Committee.
DECLARATION OF INTEREST
It shall be the duty of every member who is in any way, directly or indirectly, interested financially in any item discussed at any meeting of the Association (including any meeting of any committee or subcommittee) at which s/he is present to declare such interest and s/he shall not discuss such item (except by invitation of the Chair) or vote there on.
The Treasurer shall keep an accurate record of the financial affairs of the Association by:
* the keeping of accounting records for the Association,
* the preparation of annual statements of accounts for the Association
* the auditing or independent examination of the statements of account of the Association
A bank account shall be named Friends of Fishwick and St Matthews.
Payments to be made by cheque shall be signed by two out of three of the authorised signatories. The financial year shall be from 1 April to 31 March each year.
The Executive Committee shall, out of the funds of the Association, pay all proper expenses of administration and management of the Association.
After the payment of the administration and management expenses and the setting aside to reserve of such sums as may be deemed expedient, the remaining funds of the Association shall be applied by the Executive Committee in furtherance of the purposes of the Association.
This constitution may be amended by a 2/3rds majority of the members voting at an Annual General Meeting or Special General Meeting of the Association confirmed by a simple majority of the members voting at a further Special General Meeting held not less than 28 days after the previous meeting, providing that at both meetings the majority of those present and voting are residents of the local neighbourhood.
If a motion for dissolution of the Association is to be proposed at an Annual General Meeting or a Special General meeting this motion shall be referred to specifically when notice of the meeting is given.
In the event of dissolution of the Association the available funds of the Association shall be transferred to another body with similar objectives.
On dissolution the minutes and other records of the Association shall be deposited with the Local Studies Section of the Central Reference Library.