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Clay Cross Town Centre Group - Constitution

The name of the group shall be “The Clay Cross Town Centre Group” (known hereinafter as the Group).

The overall aims of the Group shall be to develop and strengthen partnership working between large and small private businesses, local authorities and other public bodies, the voluntary sector and the wider community enabling these partnerships to work better together to improve the economy and local community.

The objectives of the Group shall be:
3.1 To create an attractive, vibrant and diverse town centre that will encourage businesses to grow and improve tourism.
3.2 Improve the safety and security for businesses, local people and visitors.
3.3 Promote educational and training opportunities within the local community.
3.4 Increase recreation and leisure facilities in the town centre and surrounding Community.
3.5 To undertake any activities that the group feel will benefit the Clay Cross North and South Wards of the District Council.

In furtherance of the Aims and Objectives, the Group may also:
4.1 Raise funds and apply for, invite, obtain, collect and receive contributions and Donations;
4.2 Buy, take on lease, rent or exchange any property or equipment necessary to achieve the aims and objectives; 4.3 Employ such staff as are necessary for the proper pursuit of the objectives;
4.4 Affiliate to any local or national group or group that the Executive Committee decides is appropriate and disaffiliate from any group or organisation if continued affiliation is not in the interests of the Group.
4.5 Do all such other lawful things as shall further the Aims and Objectives of the Group.

5.1 Membership of the Group shall be open to anyone interested in furthering the Objectives of the Group.
5.2 To become a member of the group an application form must be submitted to an Honorary Officer together with the relevant annual subscription charge.

An annual subscription charge set initially at £5.00 will be requested per member to cover the administration costs including room hire for meetings, papers for meetings etc. The Executive Committee shall have the power to amend subscription charges as they consider necessary.

At the Annual General Meeting of the Group the members shall elect from amongst themselves three Honorary Officers; a chairperson, a treasurer and secretary, who shall allocate between themselves responsibility for:
7.1 All correspondence;
7.2 Acting as signatories to the bank account;
7.3 Monitoring the Group’s finances;
7.4 Putting forward for consideration projects that further the Aims and Objectives of the Group.
The Honorary Officers shall hold office until the conclusion of the next Annual General Meeting of the Group.

The general management of the affairs of the Group shall be directed by an Executive Committee (hereinafter called the Committee) which shall meet not less than 4 times a year. The Committee shall consist of up to five members, being:
8.1 the Honorary Officers specified in the preceding clauses; plus
8.2 two other members of the Group
8.3 If vacancies occur among the Honorary Officers the Committee shall have the power to fill these from amongst its members. Any person appointed to fill a casual vacancy shall hold office until conclusion of the next Annual General Meeting of the Group and shall be eligible for election at that meeting.

An Annual General Meeting of the members of the Group shall be held in September each year. At least twenty one clear day’s notice shall be given in writing by the Secretary to each member. The business shall include
9.1 receiving the Annual Report of the Committee
9.2 considering the Annual Report of the Committee;
9.3 electing Honorary Officers and members of the Committee;
9.4 Appointment of an independent examiner;
9.5 Consideration of any other business of which due notice has been given.
The chairperson of the Committee may at any time at his/her discretion and the Secretary shall within fourteen days of receiving a written request to do so signed by not less than three members and giving reasons for the request to call an Extraordinary General Meeting of the Group. Extraordinary General Meetings shall be called by at least fourteen clear days notice which shall specify the time and place of the meeting and the general nature of the business to be transacted.

10. RULES OF PROCEDURE AT ALL MEETINGS 10.1 Voting - all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote, thereat. No member shall exercise more than one vote notwithstanding that he he/she may have been appointed to represent two or more interests. In case of an equality of votes the Honorary Officer or person presiding at the meeting shall have a second or casting vote. 10.2 Quorum - three members shall form a quorum at meetings of the Committee. Twelve members or one quarter of the members, whichever is the less, shall form a quorum at a General Meeting of the Group.
10.3 Minutes - a brief written record of proceedings and resolutions shall be kept of the meeting.

11.1 All bank and building society accounts will be in the name of the Group and any two of the three Honorary Officers must sign all cheques and withdrawals.
11.2 The financial year shall run from April to March.
11.3 The Honorary Officer designated to do so shall keep proper accounts of the finances of the Group.
11.4 The income and property of the Group, however derived, shall be applied solely towards the Aims and Objectives of the Group as set out in Clauses 2 and 3 above, and no payment shall be made to any member, Honorary Member of Honorary Officer except the repayment of reasonable out of pocket expenses.
11.5 At the end of each financial year, the accounts shall be independently examined by the Examiner appointed at the Annual General Meeting.

If the Committee decides that, on the grounds of expense or otherwise, it is desirable that the Group by giving twenty-one days notice in writing to each member and honorary member stating the terms of any Resolution to be proposed at that meeting. If it is decided at the Special General Meeting by a simple majority of those present and voting that the Group be dissolved, the Committee shall wind up the Group’s affairs. Any assets remaining after the satisfaction of any liabilities properly payable thereof shall not be distributed amongst the members or honorary members, but shall be given to such organisation(s), preferably with similar aims to this Group, for the benefit of the members of the community as the Committee shall decide.

The constitution, with the exception of the Clauses 2 (Aims), 3 (Objectives) and 12 (Dissolution), may be amended by Resolution passed by a simple majority of those present and voting at any General Meeting of the Group, provided that notice of the meeting in writing stating the terms of the Resolution to be proposed at that meeting, shall be sent to all members and Honorary Members of the Group not less than fourteen days before the date of the meeting.
Signed M Giles - Honorary Officer, Chair
Signed A S King - Honorary Officer, Treasurer
Signed I Bexton - Honorary Officer, Secretary

Approved; 25 October 2005