Y A R N F I E L D   F O R U M  C O N S T I T U T I O N (Revision 3)

1.  Name 

The name of the Association shall be The Yarnfield Forum. 

2. Membership 

Membership of the Forum shall be open to all Yarnfield residents aged 18 years and over, interested in furthering the aims and objectives of the Forum.  Equal opportunity shall be given to all, irrespective of political party, nationality, race, colour, religious belief, sexual orientation, marital status and disability. 

Junior membership shall be open to all persons under the age of 18 years interested in furthering the aims and objectives. Junior members will not be entitled to vote at meetings or become members of the Executive Committee, but are entitled to attend and speak at Forum Meetings. Junior members can appoint an adult representative to present their views and vote on their behalf. 

3.  Aims and Objectives

 To work for and represent the residents of Yarnfield village; to uphold equal opportunities and foster good relations among residents; to promote an on-going process of consultation between residents, service-providers and other organisations; to organise social activities which will be open to all residents; to create a safer community; to create a better sense of community and to improve the environment. 

In furtherance of the aims and objectives, but not otherwise, the Executive Committee may exercise the following powers: 

a) to raise funds and invite and receive contributions;

b)  to organise activities, events, lectures, discussions and to produce leaflets and other publicity material;

c)  to consult the residents by arranging meetings and surveys;

d)     to co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance with the aims and objectives of the Forum;

e)    to do all such other lawful things as are necessary for the achievement of the aims and    objectives of the Forum.

 4. Equality and Diversity Statement

The  Forum shall ensure that it does not discriminate against any person on the grounds of disability, gender, marital status, age, sexuality, nationality, race, ethnic or national origins, colour, political or religious belief, class or any other matter which might cause people to be treated with injustice.

 5. Harassment 

The  Forum will not tolerate any form of harassment.  

6.  Management 

a)     The Forum shall be managed by the Executive Committee to be elected  annually at the  Annual General Meeting (AGM)

b)       The Executive Committee shall consist of a Chairperson, Vice-Chairperson, Minute Secretary, Correspondence Secretary, Treasurer and a maximum of eight (8) other members

c)         If vacancies occur among officers of the Executive Committee, the Committee shall have the power to fill them from the membership without waiting for the AGM.  The Executive Committee and/or its Chairperson may co-opt members of other groups represented in the village to the Committee and its working parties with the aim of making the Committee more representative of residents and to encourage equal opportunities.

d)         All members of the Executive Committee shall retire from office at the AGM following the date on which they came into office but they may be re-elected or re-appointed.

e)         The Forum shall remain at all times independent of political organisations or activities, but shall not be prevented from accepting support from such organisations. 

7.  Executive Committee Meetings 

a)         The Executive Committee shall hold at least three ordinary meetings each year;

b)         There shall be a quorum when at least one third of the members of the Committee are present at a meeting;

c)         Every matter shall be determined by a majority of the members of the Executive Committee present and voting. In case of equality of votes, the Chairperson shall have a second or casting vote;

d)         Minutes shall be kept as a record of the proceedings of each meeting of the Executive Committee and any of its sub-committees;

e)         The Executive Committee may appoint one or more sub-committees providing all acts and proceedings of the sub-committee are fully and promptly reported to the Executive Committee and may in addition co-opt further members; 

8.  General Meetings

 The Executive shall arrange to hold a minimum of three General Meetings per year which shall be open to all residents. Minutes shall be kept as a record of the proceedings of each General Meeting. Representatives from outside bodies or organisations, representatives from local businesses operating in the village and its vicinity, and others with an interest in the village and  in furthering  the aims of the group, may also attend the meetings,but will not be entitled to vote. 

A quorum shall consist of nine (9) voting members. 

9.  Annual General Meeting 

The Executive Committee shall call an Annual General Meeting for the purpose of presenting the annual report, an audited statement of accounts for the preceding year, electing a new Committee and voting, where necessary, on proposals to amend the Constitution. The AGM shall be held as soon as practicable after the end of the Forum’s financial year. Residents shall be given at least fourteen (14) days’ notice. The quorum will consist of nine (9) voting members. 

10.  Special General Meeting 

The Chairperson or Secretary may at any time call a Special Meeting either for the purpose of altering the Constitution or for considering any matter that the Committee decides should be referred to the  residents in general.  The meeting shall be called at the written request of not less than three-quarters of the Executive Committee or nine (9) other residents, each of whom should sign the written request.

 11.       Finance 

a)         All monies raised by or on behalf of the Forum shall be applied to further the objects of the Forum and for no other purpose;

b)         The funds of the Forum, including all donations, contributions, bequests and grants shall be paid into an account operated by the Executive Committee;           

c)         The Treasurer shall keep proper accounts of the finances of the  Forum which shall be audited once a year by an auditor appointed at the AGM;

d)         Two out of three Executive Committee signatories to the account shall sign cheques on behalf of the  Forum;

e)         No  two signatories can be from the same household;

 12.  Dissolution 

a)         The Forum may only be dissolved at a Special General Meeting called for that purpose and if notice is given not less than twenty-one (21) days before the meeting;

b)         A proposal to dissolve the Forum shall take effect only if agreed by two-thirds of the members present at the meeting;

c)         Any assets remaining after the satisfaction of any proper debts and liabilities shall be  applied towards charitable purposes of the residents of Yarnfield as the Executive Committee shall decide;

d)         Any remaining assets or funds which were provided by Stafford and Rural Homes should be returned to them;

 13.  Amendments 

Any amendment to the Constitution shall require the approval of a two-thirds majority of those present and voting at the General Meeting at which it is discussed.  Twenty-one days’ notice of the Meeting is required in writing giving the wording of the proposed alteration.

The separate appendix overleaf lists the appointed members of the Committee