Herefordshire for Europe Constitution – adopted 18th June 2020

CONSTITUTION FOR UNINCORPORATED ASSOCIATION

HEREFORDSHIRE FOR EUROPE

  1. NAME

The name of this association is Herefordshire for Europe, sometimes abbreviated to Herefordshire4EU or H4EU.

  1. FOUNDING BELIEFS AND OBJECTS

Herefordshire for Europe is a cross-party, collaborative group campaigning democratically for the UK to rejoin the European Union and working with others to champion human rights, peace, prosperity and respect for the environment at home in Europe and around the globe.

We aim to celebrate our shared European history and culture and to defend the many achievements of the European project, including peace, human rights, the free movement of peoples, environmental concerns, workers’ wellbeing and the many shared political, historical and cultural institutions.

  1. EUROPEAN MOVEMENT AFFILIATION

Herefordshire for Europe is a Group affiliated to the European Movement UK and, as such, it is expected that it will encourage its members and supporters to become individual members of the European Movement and to participate in its activities at both local and regional level.

The Chair of Herefordshire for Europe will represent the Group at the European Movement’s Branches Forum which meets at least once per annum. Along with one other Executive Committee member, the Chair will also represent the Group at the West Midlands Regional Meetings held from time to time.

  1. MEMBERSHIP

Membership of Herefordshire for Europe is open to any individual who:

  • lives in or has an interest in Herefordshire
  • supports the aims of Herefordshire for Europe
  • is on the mailing list of Herefordshire for Europe held by the Secretary.

Herefordshire for Europe recognises that individual members may form groups located in a particular town in Herefordshire including: Hay on Wye (by agreement with Wales for Europe) Hereford, Kington, Ledbury, Leominster and Ross on Wye. Other groups  may be formed from time to time.

Membership is free but we welcome donations by members. Membership donations are not refundable.

A list of all members will be kept by the Secretary.

Members may resign at any time in writing to the Secretary or by unsubscribing from the newsletter

A member may be removed from the list of members if he/she:

  • does not support the founding beliefs or objects of Herefordshire for Europe
  • exhibits any offensive behaviour to other members
  • contravenes the equality policy.

A member will be notified if the Executive Committee considers that there are grounds for removing him/her from the list. The member will be given an opportunity to provide an apology or explanation in writing to the Secretary for consideration by the Executive Committee before a final decision is made.

  1. EQUALITY POLICY

Herefordshire for Europe will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.

  1. EXECUTIVE COMMITTEE

The Executive Committee will consist of a minimum of three elected officers:

  • a Chair who will set the agenda and chair meetings
  • a Secretary who will take minutes of decisions and maintain other records as provided for in this constitution 
  • a Treasurer who will be responsible for maintaining the accounts

The officers will be elected at the Annual General Meeting. The list of officers will be maintained by the Secretary.

If an officer stands down during the year or fails to attend more than five Executive Meetings without an apology, the remaining members of the Committee may agree another member to replace that officer until the next Annual General Meeting. Temporary officers may be appointed ad hoc to perform the role of absent elected officers or to perform other specific roles.

The Executive Committee will carry out the business of Herefordshire for Europe. The Committee may form such sub-groups and include other members in those sub-groups as is expedient for its work.

An executive member may stand down at any time by notifying the Secretary. The Executive Committee, acting reasonably, may decide to remove an executive member from the Committee.

  1. MEETINGS

7.1 Annual General Meetings (AGMs)

An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM

All members will be notified at least two weeks before the date of the meeting, giving the venue, date, time and agenda. Notification may be by telephone, email or post.

The quorum for the AGM will be 5% of the membership or six members, whichever is the lower number.

The Executive Committee will nominate an officer or member to present at the AGM:

  • a report of the work of Herefordshire for Europe over the year
  • the strategy and plan of work for the next year
  • a financial report of Herefordshire for Europe over the previous year.

The officers of the Executive Committee for the next year will be elected at the AGM by the members.

Nominations for the Executive Committee must be made to the Secretary at least 3 days before the AGM.

The strategy for the next year will be adopted at the AGM by the members.

Other proposals by members will be discussed at the AGM where these have been notified to the Secretary at least seven days in advance of the AGM.

7.2 Special General Meetings

The purpose of Special General Meetings will be to address, as a matter of urgency, matters that would usually be considered at an Annual General Meeting or urgent matters of significance to Herefordshire for Europe.

The Secretary will call a Special General Meeting at the request of the Executive Committee or at the request of least six members giving a written request to the Secretary stating the reason for their request.

The meeting will take place within twenty-one days of the request.

All members will be given seven days’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post.

7.3 Executive Meetings

Executive Committee Meetings will be held to make day-to-day decisions as to the business of Herefordshire for Europe.

Executive Committee Meetings will take place as often as required but at least every two months.

Executive Meetings will be open to any member of Herefordshire for Europe wishing to attend but members may not vote at Executive Meetings.

7.4 Periodic Members’ Meetings

The Executive Committee will convene periodic meetings for members to discuss policies and actions.  Periodicity to be determined in the light of the business to be discussed: weekly, fortnightly or monthly.

  1. RULES OF PROCEDURE FOR ALL MEETINGS

All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.

The Chair, or another officer nominated by the Chair, will chair meetings.

If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.

  1. FINANCES AND AUTHORITIES

All money raised by or on behalf of Herefordshire for Europe is only to be used to further the founding beliefs and objects of Herefordshire for Europe, as specified in item 2 of this Constitution.

A bank account and signatory(ies) will be maintained on behalf of Herefordshire for Europe at a bank agreed by the Executive Committee from time to time.

Herefordshire for Europe shall not be permitted to borrow, to charge against its assets or to loan any money.

Any financial expenditure of funds held by Herefordshire for Europe requires prior approval of the Executive Committee. The Executive Committee may provide prior approval by setting a budget for the Executive or individual executive members to manage and spend.

The Treasurer will be responsible for recording approvals of budgets and the Treasurer will report to the Executive Committee any instances of non-compliance.

Records of income and expenditure will be maintained by the Treasurer and a financial statement provided at the request of any member of the Executive Committee.

The entry into contracts (other than for purchasing goods) for the benefit of Herefordshire for Europe and the terms of those contracts shall be approved by the Executive Committee. Without prejudice to any other insurance policies that may be desirable in respect of the activities of Herefordshire for Europe, the Executive Committee may approve the provision of officers’ insurance to cover the personal liability incurred by the officers in respect of their duties.

  1. AMENDMENTS TO THE CONSTITUTION

Amendments to the Constitution may only be made at the Annual General Meeting or a Special General Meeting.

Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting.

Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.

  1. DISSOLUTION

If the Executive Committee decides that it is necessary to dissolve Herefordshire for Europe, it may call a Special General Meeting to do so.

The sole business of the meeting will be to dissolve Herefordshire for Europe.

If it is agreed to dissolve Herefordshire for Europe, all remaining money and other assets will be donated to one or more charitable organisations to be agreed at the meeting which agrees the dissolution. This will include the possibility of a donation back to the European Movement in recognition of its initial start-up grant of £250.

  1. ADOPTION OF THIS CONSTITUTION

This Constitution was agreed by the interim officers of the Executive Committee pending adoption by the membership at the inaugural general meeting.

 

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