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A community based partnership linking organisations in Hutton

Purpose 

The purpose of the Hutton Community Partnership (HCP) is to provide a framework for gathering together organisations representing the residents and social groups of Hutton in the spirit of working together on community based projects and issues.

Community Partnerships have been shown to be successful in reducing anti-social behaviour, crime and graffiti, but also providing better services for the young, elderly and lonely.

Article 1: Aims and Objectives

The aims of the HCP are to:

Bring together community organisations representing a cross section of the community in an open forum.

Work with local agencies such the Police, Fire Service, local councillors, youth workers and health workers.

Identify topics and projects to receive the attention of the HCP, for example the re-establishment of a Hutton Community CentreThe objective of the HCP is to allow organisations and agencies to collaborate for the benefit of the community as a whole without sacrificing their own identity, aims or objectives.

Article 2: Membership

The core of the HCP is the organisations who participate and the HCP is open to any organisation who represents Hutton Residents or is located in Hutton.

The HCP would like every section of the Hutton Community represented.

Article 2a: Ordinary Membership

Participation in the HCP is voluntary and it is expected that participants follow the rules of membership.

Membership to the HCP is by invitation or by application in writing to the HCP Secretary.

For illustrative purposes the HCP may consist of the following organisations:

Local Schools

Local Churches

Mother and Baby Groups

Uniformed Groups (Scouts, Guides, ATC etc)

Local sports clubs

Social Groups (WI, Round Table)

Resident Groups (RA’s, Long Ridings Club)
Members Representing Organisations who attend the HCP on behalf of another organisation should make this clear to other members.

The HCP will:

afford all members representing an organisation the opportunity to consult with the membership of his or her group in advance of any major votes or decision making, providing this can be done in a timely manner.

afford all members representing an organisation adequate supplies of information and/or consultation materials for circulation to his/her organisation.

support the aims and objectives of the member organisation providing they do not contravene the view of the majority of the full HCP membership (being all people living or working or organisations operating, within the boundary of the HCP area)In turn the representative of the member organisation will:

fully inform the membership of his/her organisation of the workings of the HCP and to advertise the Public Meetings and other activities of the HCP amongst their group members

ensure that there is a democratic and transparent process within the organisation to elect their representative to the HCP and that a consensus is sought within the organisation itself on matters before they are raised with the HCP.

ensure that any concerns the member organisation has with the workings of the HCP are raised first and foremost with the Chair person of the HCP and discussed openly within the Executive Committee.

Article 2b: Code Of Conduct

Organisations must not use the HCP for political purposes.

Members of the HCP shall at all times avoid conflicts of interest and conduct business with transparency and honesty.

Intimidation or bullying will not be tolerated and my lead to suspension of membership

The HCP supports the principle of equal opportunities in all areas of their activities and opposes all forms of discrimination.

Organisations which promote violence, hatred or extremism will be denied membership.

Organisations who wish to participate in the HCP will be expected to attend meetings of the HCP and attend the Annual General Meeting (AGM)

The HCP will list participants of the HCP in it register of members.

The HCP may use the names and logos of members in connection with advertising and promoting the HCP, unless consent to do is specifically withheld.

Members of the HCP shall at all times act in good faith and in accordance with the Law and the Community Partnership Code of Conduct. In cases of doubt or difficulty appropriate guidance must be sought from the Partnership Executive Committee.

Article 2c: Consultative Membership

HCP wishes to have a fully consultative relationship with agencies such as, but not restricted to, Police, Fire Service, local councillors, youth workers and health workers. Such agencies are to be invited to participate in the HCP to share their views and to provide advice, guidance and support. They will be entitled to a membership category of ‘Consultative Membership’. This category of membership carries the same rights and obligations of normal membership except that they will not be entitled to vote or to stand for or hold a position on the Partnership Executive Committee, unless they also hold Founding Membership status.

The decision to not allow agencies full membership is to protect the HCP from an inherent conflict of interest.

Article 3: Powers of the HCP

In pursuance of its objectives, the HCP shall have power to:

Operate a bank account and manage investments

Apply for grants and raise money

Publish leaflets, newsletters and use electronic means of distribution

Purchase goods or services

Organise events and functions to the benefit of the Community

Affiliate, liaise or enter partnerships with other organisations sharing similar objectives

Undertake any other lawful activities as approved by the membership.

Explicitly, the HCP do not have the power to borrow or enter into any credit agreements voluntarily or to incur any debt.

Article 3a: Form of indemnity

The Executive Committee and their successors are hereby indemnified against any personal or collective liability from and against all actions, proceedings, costs, claims and demands resulting from the nature of their activities other than where it can be shown that fault was by way of wilful neglect or fraud.

Article 4: Structure and Governance

The HCP will be formed of the Members and Consultative Members and agencies and will be governed by a Partnership Executive Committee.

Article 4a: HCP Meetings

Each organisation should nominate one primary contact and one deputy to represent them at HCP meetings.
All members of the HCP can ask for items to be considered by the HCP subject to the following:
  • any proposed item of business must be notified to the HCP Chairperson, Vice Chairperson or Secretary at least 24 hours before the meeting of the HCP is due to take place.
  • individual or personal complaints or issues cannot be accepted for discussion unless the person asking for the item to be discussed can demonstrate that the issue is of wider concern to the local area.
Urgent items of business can be discussed at meetings provided that the Chairperson agrees that discussion on the matter could not reasonably wait until the next meeting.

The Secretary will publish an agenda listing all of the matters to be considered at the meeting of the HCP at least 5 working days before the meeting is due to take place. Agendas will be widely publicised.

Draft minutes of each meeting of the HCP will normally be finalised within 10 working days of the meeting approved by the Chairperson and be published electronically, with copies circulated to members. Minutes will then be formally approved (with any appropriate amendment) at the next meeting of HCP.

The HCP will meet in public every quarter. The dates and times to be agreed by the Executive Committee and will be widely publicised. The Executive Committee will meet as deemed appropriate by the surviving members of that Executive Committee

The venue of the meetings of the HCP will be determined by the Executive Committee.

Article 4a (1): Decision Making
The Executive Committee will make every effort to engage the wider community on an issue before a decision is made - either through one of the public meetings or using alternative means - such as a questionnaire to residents, door-knock, exhibition, roadshow visiting other groups etc. A show of hands may be requested at public meetings.

Motions requiring voting will require a majority of votes to be passed, where the majority required shall be 60% of those in attendance.

The HCP is not formal decision making body according to statute and con only make recommendations to its members, the community and other parties including local authorities and statutory decision making bodies

Article 4a (2) Quorum 

A quorum is required for all meetings and requires that 4 no less than 3 or 50% (whichever is the greater) of the Executive Committee are present.

If a quorum is not achieved the meeting shall be rescheduled.

Article 4b: Annual meeting

At least annually a general meeting (AGM) of the HCP will be held on or near the 1st day of November.
The AGM shall include the following mandatory elements:
  • Report from the Chair
  • Report from the treasurer including presentation of the annual accounts and budget.
  • Report from the secretary including details of current membership and changes within the year.
  • Election of the Partnership Executive Committee
Article 4c: Partnership Executive Committee

The Partnership Executive Committee which will comprise at least 3 persons.

After the initial term, all members will be invited to sit on the Executive Committee and applications shall be decided by a vote at the Annual General Meeting. Existing Executive Committee members will be permitted to stand for election for an additional term.

Members of the HCP may be co-opted onto the Executive Committee at any time by a majority vote. Co-opted members will have full voting rights.

The ‘Founders’ mentioned in Article 6a will retain ongoing membership of the partnership even if not re-elected, if they so choose.

Should an individual wish to resign from the executive group their position will be advertised as vacant for application from within the membership for the remainder of the term until the next AGM.

The Executive Committee may only consist of member representatives or Founders and should an organisation leave the partnership then any representative of that organisation serving on the Executive Committee shall be forced to resign their position.

Members of the Executive Committee will be expected to attend Executive Committee meetings and Member Meetings, but if unable to attend must give apologies in advance of the meeting. If no apology is received for more than three consecutive Executive Committee meetings, it will be understood that the member no longer wishes to remain on the Executive Committee and may be removed by consent of the remaining Executive Committee members. In the case there are insufficient remaining Executive Committee members to hold a quorum then an extraordinary meeting of the Partnership will be required..
Executive Committee members are required to declare any conflicts of interest relating to issues being discussed or recommendations being made by the HCP.

Article 4d: Officers of the HCPThe Executive Committee will between themselves agree which positions are held between the elected members.
The Chairperson will preside at meetings of the HCP.

In the absence of the Chairperson (and the Vice Chairperson), those present will elect a temporary Chairperson for that meeting.

The Chairperson and Vice Chairperson of the HCP have five main responsibilities:
  • to co-ordinate the arrangements for meetings of the HCP, and ensure that the meetings of the HCP are conducted efficiently, fairly and harmoniously
  • to ensure the Executive Committee engages with the wider community and can effectively represent their views
  • to represent the HCP with stakeholders and at meetings
  • to report back to the Executive Committee on all HCP matters
  • to identify and support a replacement Chairperson and Vice Chairperson
The Secretary has four main responsibilities:
  • to prepare and issue agendas, notes, minutes and reports for HCP meetings
  • to maintain a database of HCP membership
  • to report to the Executive Committee on all related administrative activities
  • to liaise closely with other members of the Executive Committee
The Treasurer has five main responsibilities:
  • maintain proper accounts
  • maintain an appropriate bank account in the name of the HCP
  • prepare end of year accounts (31/03 annually) for audit purposes
  • make available the accounts at any time for inspection by a member
  • liaise with the other Executive Group members
The members of the Executive committee may be invited to liaise with other Community Partnerships within the Brentwood area as a whole, and if so, will, from time to time, act together as a consultation group on community matters.
Article 4e: Variation and Suspension

Two thirds of the Executive Committee present at any meeting of the HCP may vote to vary or suspend this Constitution for that meeting.

Article 4f: Alterations and Amendments

The HCP can amend this Constitution to better serve the Community it represents by adding clauses to it. It cannot delete any clauses in this Constitution. Changes can be made at a public meeting following a properly submitted resolution and agreed by a majority vote. Changes need to be ratified by the Executive Committee.

Notwithstanding the above, the HCP may also suggest alterations and amendments at any time in consultation with its membership.

Article 4g: Dissolution

The HCP may be dissolved and wound up if its not fulfilling its objectives by a majority decision of the Executive Committee at a public meeting called specifically for that purpose.

After settlement of all outstanding liabilities, the net assets of the HCP will be distributed for local charitable purposes as defined at the dissolution meeting, and in accordance with the donors' criteria.

Article 5: Date of Formation

The Hutton Community Partnership was formed on the 1st November 2013 by the founding members.

Accounts and papers will be prepared to this date representing the period 01 November to 31 October annually.

Article 6: Founding Members

The following individuals are founding members:
  • Jason Manning
  • Jackie Elliot,
  • Rebecca Davies
  • Graham Soames
  • Claire Flood
  • Kevin Lorkins
  • Steve Dunstone
  • Dani West
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