AIMS
Stratford Voice operates as a co-ordinating organisation representing and supporting, where appropriate, views and activities of residents and residents' organisations in the town and surrounding area who are seeking to safeguard the heritage, integrity and dignity of
CRITERIA
· Stratford Voice is a campaigning organisation which employs established campaigning methods: lobbying and making representations to councillors, councils, government and government agencies etc.
· Stratford Voice is run by a committee comprising representatives from areas of the town and surrounding area. Officers are appointed by this committee. Committee meetings are held as required.
· Stratford Voice is not associated with any political party.
OBJECTIVES
1.0 To develop a vision for Stratford-upon-Avon and be a voice of the community consistent with the principles underlying that vision, which include:-
– the control of further expansion of the built-up area of the town on to new Greenfield Sites;
– better planning for amenities and services (including schools, medical and community facilities) to match recent and future population growth;
– more vigorous protection of conservation areas and historic structures from unsuitable development:
– better public transport and traffic management to reduce congestion and improve the town environment.
2.0 To review development applications for new developments to ensure the proposals safeguard the integrity of the townscape
3.0 To input where able to the Local and
4.0 To assist individual residents in their pursuit of planning matters consistent with the aims of the Group
5.0 To benefit residents through lobbying for better administration and the elimination of waste within the Local Government structures
METHOD
To represent and promote the interests of
MEMBERSHIP
Membership of Stratford Voice shall be open to all residents of Stratford Town and surrounding area.
Residents of
a) Agreement to this Charter on joining Stratford Voice.
and
b) Paying a membership fee of £5.00 per annum or such sums as agreed at the AGM (see below) or Extraordinary Meeting held for the purpose of varying this amount.
All members shall have voting rights.
Matters to be put to the vote will be at the Committee’s discretion or when there is a simple majority on the floor requesting a vote.
All members will have access to the association’s website.
AFFILIATED ORGANISATIONS
Organisations which represent the interests of groups of residents within
Members of Affiliated Organisations who wish to participate in Stratford Voice may become members in the normal way.
VOTING
Matters put to the vote at a meeting of members, AGM or Extraordinary Meeting will be agreed by a simple majority of those attending.
Proxy voting will be permitted on the presentation of signed authorisation from a member unable, for any reason, to vote in person.
A quorum will consist of twenty members.
EQUAL OPPORTUNITIES STATEMENT
This association wants to involve qualifying residents in matters covered by this Constitution and will try to overcome any obstacles to people giving their views or getting involved in meetings and events. All members of Stratford Voice will behave in a reasonable manner at Association events. The chair may ask members to leave if their behaviour is inappropriate. Stratford Voice will take positive action to reach those people that are under-represented at meetings and events and will ensure that all members have equal opportunities to attend and take part in the association and its events.
MANAGEMENT COMMITTEE
Stratford Voice will be run by a Management Committee elected at the Annual General Meeting.
The Committee will be made up of Officers, including a Chairman, Deputy Chairman, Secretary, and Treasurer, and approximately 5 other members. All Affiliated Organisations will be entitled to nominate one committee member, subject to that person being a Stratford Voice member. Other committee members will be elected at the Annual General Meeting.
A quorum of the committee will consist of five voting members.
The Committee will meet at least quarterly and more often when circumstances require it.
If vacancies occur among the officers between AGMs, the Committee shall have the power to fill those vacancies except where three or more vacancies occur at the same time in which case an Extraordinary General Meeting, advertised for that purpose, must be called.
Committee members who miss more than three consecutive meetings without giving reasonable apologies may be asked to resign their post. A member of the committee may be removed or suspended from their post if they bring the good name of the association into disrepute. A full meeting of the committee will be called to consider evidence from all sides and a majority vote will be necessary to remove or suspend.
The Committee will have power to co-opt members with skills and knowledge useful to the association who can advise and support the Association. Co-opted members of the Committee can take part but will have no voting rights at Committee meeting.
Committee members will not make representations on behalf of Stratford Voice except in the following circumstances
a) In writing to any agency or 3rd party (including, but without limitation, Stratford Town Council, Stratford District Council, Warwickshire County Council and any local newspapers or other media) unless the written communication has been agreed by at least one other member of the committee;
b) Orally to any agency or 3rd party as above unless the content of the communication falls within an area of responsibility vested in the committee member concerned. If the subject matter reflects the agreed policy of Stratford Voice as minuted at a Committee Meeting this will be deemed to be approval for an oral communication.
If any committee member acts in breach of the above he or she will be deemed to be making a personal representation and, at the discretion of a majority vote of the committee, will be required to ensure that the recipient of the written or oral communication is made aware of that fact.
ANNUAL GENERAL MEETING
Once a year (and no later than after 15 months) the Committee will call an Annual General Meeting (AGM). Written notice of the meeting must be sent at least 14 days in advance to every member and members should be made aware that they will have the opportunity to make nominations for election or stand for election themselves and to vote for the officers and committee at the meeting.
· The minutes of the previous AGM, The Chairman’s report and The Treasurer’s report will be presented and approved.
· Any proposed amendments to the constitution will be voted on.
· The existing committee will stand down.
· Election of the Committee members, Chairman, Deputy Chairman Treasurer and Secretary: Retiring committee members shall be eligible to stand again. Approval will generally be through a simple majority demonstrated by a show of hands but provision will be made for a secret ballot should any matter be of a particularly sensitive nature. Only paid up members will be entitled to attend and vote at the AGM. If there is nobody willing to stand, the committee will decide whether to start procedures to close the association down. Alternatively the committee can continue in office to try and redevelop the association for up to six months. It is the responsibility of the committee to recruit a new committee or formally dissolve the association within that period.
· Any changes proposed to the Annual Subscription will be agreed.
· Any other business.
The Committee may invite other persons to attend the meeting.
EXTRAORDINARY GENERAL MEETING
Extraordinary General Meetings (EGM) to discuss urgent matters of exceptional concern may be called either by:
a) Written notice proposed by not less than fifty members;
or
b) resolution of the Committee.
The notice period for an EGM shall be the same as for an AGM.
Only paid up members will be entitled to attend and vote at an EGM
MEETING PROCEDURES
Stratford Voice will be democratic and open. The committee will hold at least quarterly meetings or events and will publicise general meetings and public events to all households in
All members of the committee should be consulted on the dates and venues of meetings. The committee will try to work by general agreement but where this is not possible decisions will be taken by majority vote.
Minutes will be kept of all meetings of the association. The minutes will be presented to the next meeting to be approved. The minutes should be made available to any member of the association on request.
FINANCE
The expenses of Stratford Voice will be financed through a subscription payable by members and Affiliated Organisations.
The Treasurer will open a Bank Account, keep proper records of income and expenditure and present the
The Treasurer and the Chairman (or Deputy Chairman in his/her absence) will be authorised to sign cheques; each cheque will require 2 signatories.
The committee can raise money on behalf of Stratford Voice as they see fit, as long as they spend it in line with the aims and objectives of the association.
The accounts will be audited or independently checked at least once a year and the audited accounts presented to the Annual General Meeting.
The Committee shall be the arbiters of how funds are expended. No committee member may commit more than £50 without the prior approval of the committee.
If the committee deems that additional funds are required for a specific reason, such as a fighting fund in relation to a planning objection then the Committee shall ask the members to contribute to that fund. Any remaining monies left in the fund will be returned to the contributors in a fair and equitable way. In the event of any dispute the committee will appoint an accountant to arbitrate and his or her decision shall be final.
ALTERATIONS TO THE CONSTITUTION
This constitution may only be amended at an Annual General Meeting or at an Extraordinary General Meeting. Any proposal to alter the Constitution should be should be sent to the Secretary at least twenty eight days before the meeting. Notice of the proposal to alter the constitution should be included in the publicity for the meeting. Any alteration to this constitution requires a two-thirds majority of those present and voting.
DISSOLUTION
Stratford Voice may only be dissolved at an AGM or EGM by a majority of two thirds of the membership. Any surplus funds will be returned to the membership in a fair and equitable manner as determined by the Committee or if approved to a specified local charity. In the event of any dispute the matter shall be referred to an accountant appointed by the Committee for arbitration, whose decision will be final.
This Constitution was adopted as the Constitution of Stratford Voice at a General Meeting of its members held at
Signed Chair: ………………………………………………………………….
Martyn Luscombe
Signed Secretary: ……………………………………………………………..
Maggie Lewis