CONSTITUTION OF HEBDEN ROYD FLOOD ACTION GROUP

  1. NAME

The name of the association is Hebden Royd Flood Action Group frequently abbreviated to HRFG.

  1. ADMINISTRATION

The association and its property shall be managed by the members of the Committee, as described in clause 7.  In all it does the association, and those working in its name, shall operate within the law.

  1. OBJECTS

These objects are principally for the benefit of individuals, businesses and communities in the Hebden Royd area who are or who may be affected by flooding.

  1. to work alone or with others to reduce the risk of flooding, to minimise its material damage and its social, environmental, health and economic effects, and to assist in recovery from flooding;
  2. to campaign among the citizens and relevant organisations to promote better understanding of the above and to ensure due priority for Hebden Royd’s identified needs;
  3. to carry out any other activities which the Committee considers appropriate.
  1. POWERS

The committee may exercise the following powers:

  1. power to raise funds through subscriptions or otherwise, but not including trading;
  2. power to co-operate with other bodies operating in similar areas of interest and to exchange information and advice with them;
  3. power to establish or support any charitable trusts, associations or institutions formed for any of the objects.
  4. Power to do all such other lawful things as are necessary for the achievement of the objects
  1. MEMBERSHIP

Membership of HRFG shall be open to individuals who are interested in furthering the work of the association and have paid any subscription due.  The committee shall decide whether to require a joining fee and/or an annual subscription, and the necessary amounts for those.  There is no specific membership category for companies or other bodies, but a member who belongs to a relevant organisation may represent its concerns.  The membership base is drawn from those who signified interest in being kept informed or in becoming actively involved.

  1. HONORARY OFFICERS

The committee shall appoint a chairman, a treasurer and a secretary.  It may also appoint a vice-chairman.  The committee shall decide how frequently officer appointments must be reviewed, and may decide an absolute limit to the length of service for any officer position.  These decisions do not require amendment to this constitution.

Officers should not have any potential conflict of interest (for example, could possibly benefit financially/commercially from any decision relating to flooding) and should certainly declare that interest at the time of nomination.

  1. COMMITTEE

The committee shall consist of not fewer than 4 and not more than 10 members including the officers named in F and the nominated representatives.  Members are those who volunteer or are persuaded to serve and who enjoy the confidence of an absolute majority of the existing committee. 

Sub- committees

The Management Committee may appoint such sub-committees as it sees fit.  Each sub-committee will nominate a minimum of 2 and a maximum of 3 representative/s to be a voting member of the Management Committee.  The Management Committee will set the terms of reference for sub-committees and representatives will report on the proceedings of such sub-committees at each Management Committee meeting.

  1. LEAVING THE COMMITTEE

Committee membership ceases on death, incapacity or resignation.  The committee shall decide whether a limit should be set to length of service on the committee and what it should be.

  1. NO PERSONAL INTEREST

No committee member shall be paid for serving the committee.  No committee member shall have any interest in property or funds of HBFG other than a trustee on behalf of HBFG.

  1. MEETINGS AND PROCEEDINGS OF THE COMMITTEE
  2. The committee must meet at least three times in each calendar year.  A minimum of four days written notice must be given of meetings.
  3. The conventions normal to the Conduct of Meetings shall be observed including the publication, circulation and approval of minutes.  The chairman shall if present chair meetings, but otherwise those present shall elect a meeting chair.  A quorum requires at least two officers and at least two other members of the committee.
  1. RECEIPTS AND EXPENDITURE

The funds of HRFG, including all donations, contributions and bequests, shall be paid into an account operated by the treasurer on behalf of the committee at a bank or public body selected by the committee. All payments drawn on the account must be authorised in writing by two officers, or by one officer and the person managing the account if the account holder is a public body. The funds belonging to HRFG shall be applied only in furthering the objects.

  1. PROPERTY

The association shall not under this constitution hold property in the sense of fixed assets, and shall not hold or manage funds beyond what is reasonable for administrative and promotional activities towards the objects.

13. ‚Äč  GENERAL MEETINGS AND NOTICE

This constitution makes no provision for annual or special general meetings.  It encourages meetings for the whole membership when there is substantial news to give, or wide debate needed.

14. ALTERATIONS TO THE CONSTITUTION

This constitution is purposely informal and flexible.  It would need to be more precise and detailed to deal with large funds or property, or to cope with argument among members over policy or conduct which needs disciplined handling.  The constitution must be reviewed if requested by a majority of the officers or a majority of the committee.  Any amendment of this constitution must be approved by a majority of the officers and a majority of the committee.

15. DISSOLUTION

If the committee decides that it is necessary or advisable to dissolve the association it shall call a meeting of all members of the association giving 21 days notice of the meeting and of the intention.  If the proposal is confirmed by two thirds majority of those present and voting the committee shall have power to realise any assets held by or on behalf of the association and to disperse them to like-minded not-for-profit organisations.  The name of HRFG is reserved and the stood down officers shall resist the use of the name by others.

16. ASSENTS

The officers and committee members shall sign a copy to indicate their assent to this constitution and their consent to be bound by it.  As soon as practicable its existence shall be made known to members through an edition of the newsletter, which must indicate where a copy can be seen.