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CALC Constitution

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  1. CONSTITUTION AND NAME

    The Association shall consist of Parish and Town Councils ("Councils") in the County of Worcestershire and shall be known as the Worcestershire County Association of Local Councils.
  2. OBJECTS

    The objects of the Association shall be:
    1. to protect and promote the interests, rights, functions and privileges of member councils;
    2. to assist Member Councils in the performance of their duties and seek to improve the quality of life for parishioners and represent their aspirations and concerns at a district, county, regional and national level
    3. to promote a widespread and well-informed interest in local government;
    4. to promote good local government.
  3. MEMBERSHIP

    1. Every Council in the County of Worcestershire is eligible for membership of the County Association.
    2. Each Member Council shall pay to the Association on or before 1 July each financial year ending 31 March a subscription in respect of the current year, the scale to be determined by the Executive.
    3. A Member Council wishing to determine its membership of the Association may do so by giving notice in writing to the Secretary before the 31 March in any year, and the notice shall become effective on the day notice is received by the Secretary. Every council shall continue to be liable for the payment of its subscription and all other liabilities up to and including the date on which notice is given.
    4. In this Constitution the term 'Member Council' excludes any council which at the relevant time has not paid its due subscription.
    5. If a Member Council fails to pay the due subscription by 1 st July, membership of the Association will cease.
    6. The Association shall pay to the National Association on or before 1 August in each financial year such sum as may from time to time be fixed by the National Association.
  4. ANNUAL GENERAL MEETING

    1. There shall be an Annual General Meeting of the Association between 1 August and 30 November in each year as the Executive Committee shall direct. The Secretary shall give to each Member Council and all Officers appointed under 4(b) not less than 21 clear days' notice of the date, time and place of the meeting and shall send with such notice a copy of the agenda, annual report and the accounts for the preceding financial year.
    2. The business of the Annual General Meeting shall be:
      1. To appoint a President
      2. To appoint Vice Presidents
      3. To appoint a representative to the National Association of Local Councils
      4. To appoint an Auditor for the current financial year
      5. To appoint a Treasurer
      6. To confirm the minutes of the previous Annual General Meeting
      7. To consider the Chairman's report
      8. To consider the audited accounts for the previous financial year
      9. To consider the Executive Committee's operating plan for the current financial year and draft plan for the following year
    3. Voting shall be by simple majority of those present and entitled to vote.
    4. Every Member Council shall be entitled to appoint, and be represented by, two Councillors.
    5. The President is accountable to the Association membership through the AGM. A Vice- President may deputise for the President when required. The role of the President is to:
      1. Preside over the AGM;
      2. Act as an ambassador for the Association;
      3. Act in support of the Association as may be requested by the Executive Committee from time to time;
      4. Observe that Executive Committee operates in accordance with the Constitution and AGM decisions.
    6. Each Member Council representative shall have one vote and the person presiding shall have a casting vote.
    7. The quorum at an Annual General Meeting shall be 20 persons present and entitled to vote.
    8. Nominations for the offices of President, Vice-Presidents, Treasurer and Auditor shall be sent to the Secretary 7 clear days before the Annual General Meeting, except in the case of nominations by the Executive Committee.
    9. No Officer appointed under 4(b) (i-iii) may hold office for more than four terms.
  5. EXTRAORDINARY GENERAL MEETINGS

    Extraordinary General Meetings, of which not less than 14 clear days' notice stating the business to be transacted shall be given to each Member Council, may be called at any time by the Executive Committee or by the Secretary after receipt of a written requisition from not less than 7 Member Councils.
  6. AREA ORGANISATIONS

    1. The Executive Committee shall, if requested, establish Area Meetings and may define and from time to time vary the Constitution and terms of references of any such Area Meeting.
    2. No change shall be made to the Constitution of an Area Meeting without a full and direct written consultation of the Member Councils within the area covered by that Meeting.
    3. The membership of each such Area Meeting shall include all the Member Councils within its area.
    4. Subject to the directions of the Executive Committee, each Area Meeting may arrange its own business and procedure. A copy of the minutes of its proceedings shall be forwarded to the Association.
  7. EXECUTIVE COMMITTEE

    1. The primary purpose of the Executive Committee is to set the strategic direction of the Association and to provide effective oversight of the operation and administration of the Association.
    2. There shall be an Executive Committee with membership in accordance with the provisions of the Schedule to this Constitution. Voting members of the Executive Committee must be Councillors of Member Councils.
    3. The quorum at a meeting of the Executive Committee shall be six appointed members.
    4. Voting shall be by a simple majority of those present and entitled to vote. The person presiding shall have a casting vote.
    5. The Executive Committee shall hold an annual meeting each year at which it will appoint a Chairman, Vice-Chairman and other appointments as required. The Chairman and Vice-Chairman may each hold office for a maximum of 4 consecutive terms.
    6. The role of the Chairman is to chair meetings of the Executive Committee in accordance with the Constitution and to fulfill any "Executive Committee Chairman Terms of Reference" that the Executive Committee may define. In the absence of the Chairman the Vice-Chairman shall deputise for the Chairman. If at any meeting both the Chairman and the Vice-Chairman are absent, the Executive Committee shall elect from amongst voting members a Chairman for that meeting.
    7. The Executive Committee shall appoint a Secretary to the Association (who may be also be referred to as the 'Executive Officer'). The Secretary to the Association shall be accountable to the Executive Committee to conduct the affairs of the Association in accordance with this Constitution and the 'Secretary to the Association Terms of Reference' as defined and notified by the Executive Committee. The Secretary to the Association may be paid as decided by the Executive Committee..
    8. The Executive Committee shall have power to:
      1. Delegate its powers to sub committees and to determine their terms of reference. The Executive Committee shall not delegate its responsibility in relation to oversight of the affairs of the Association. The Executive Committee at all times remains accountable to the Membership of the Association for the strategic direction of the Association.
      2. Appoint sub-committees which may include Councillors of Member Councils as well as members of the Executive Committee.
      3. Fill casual vacancies for Auditor and Treasurer.
    9. The Secretary shall give to every person entitled to receive the same, not less than four clear days' notices in writing of the time and place of meetings of the Executive Committee or of any subcommittee, specifying in such notice the business to be transacted.
    10. Subject to the provisions of this constitution, the Executive Committee will provide for the conduct, management, control, funding and administration of the affairs of the Association and may take such steps, incur such expenses, acquire and dispose of such property, enter into such commitments or arrangements and employ such servants or agents as may be suitable in pursuance of the objects of the Association.
    11. The Executive Committee shall establish terms of reference, processes and procedures that ensure the efficient and effective management and oversight of the Association's business.
  8. OMISSION TO GIVE NOTICE OF MEETING

    The accidental omission or failure to give notice of any Annual General Meeting, Extraordinary General Meeting, Area Meeting or any meeting of the Executive Committee or of any sub-committee to any Member Council or person entitled to receive the same or the non-receipt of any such notice shall not invalidate the proceedings at any such meeting.
  9. EXPENSES OF REPRESENTATIVES AND MEMBERS

    At the discretion of the Executive Committee, the necessary travelling, subsistence and other expenses incurred by the representatives or members in the following circumstances will be reimbursed:
    1. Approved attendance at Meetings of the National Association of Local Councils and of any subcommittee thereof where such expenses are not reimbursed by NALC central office.
    2. Approved attendance of meetings of the County Association (other then the Annual General Meeting), of the County Executive Committee and of any sub-committees thereof.
    3. In circumstances where additional approved duties are carried out by members of the Executive and or others in conjunction with and for the benefit of the Association and its members, approval will be given by the Executive Committee, the Chairman or the Secretary.
  10. ALTERATIONS TO THIS CONSTITUTION

    1. Any alteration to, or amendment of, or addition to the Constitution or dissolution of the Association may be made at an Annual General Meeting or Extraordinary General Meeting if approved by not less than two-thirds of the persons present and entitled to vote.
    2. Notice of any motion for such alteration, amendment, addition or dissolution other than a notice given pursuant to a resolution of the Executive Committee, must be given in writing to the Secretary and a copy of every such notice, including those given pursuant to a resolution of the Executive Committee, shall be sent by the Secretary to every Member Council at least 21 clear days before the meeting at which it is to be considered. No alteration, amendment or addition shall be made which is inconsistent with the Constitution for the time being in force of the National Association.
  11. SCHEDULE

    [Clause 7 - Executive Committee]

    The Executive Committee shall comprise voting and non-voting Executive Committee Members in accordance with the Table:

    Executive Committee Voting Member

    Appointed to Executive Committee by

    Purpose in Relation to Executive Committee

    NALC Representative CALC AGM Represent W-CALC to NALC and provide informative reports to W-CALC Executive Committee
    Area Chairman â" Bromsgrove Bromsgrove Area Meeting Represent agreed position of Area Meeting to Executive Committee
    Area Chairman â" Malvern Hills Malvern Hills Area Meeting Represent agreed position of Area Meeting to Executive Committee
    Area Chairman â" Wychavon Wychavon Area Meeting Represent agreed position of Area Meeting to Executive Committee
    Area Chairman â" Wyre Forest Wyre Forest Area Meeting Represent agreed position of Area Meeting to Executive Committee
    2 Cllr from each Area Meeting (excluding Cllr from Councils whose electorate exceeds 4000) Area Meeting Represent agreed position of Area Meeting to Executive Committee
    One Cllr from each Member Council whose electorate exceeds 4000 Member Council Represent Member Council to Executive Committee
    Executive Committee Non- Voting Member Appointed to Executive Committee by Purpose
    President (or a Vice President if the President is not available) AGM To observe Executive Committee operates in accordance with the Constitution and AGM decisions.
    Treasurer AGM Accountable to the Executive Committee for financial oversight of the Association business.
    A maximum of 2 other non-voting Members that the Executive Committee may choose to invite to attend, and whose purpose may be defined, at its discretion in furtherance of the Aims and Objects of the Association

    All Members (voting and non-voting) of the Executive Committee shall

    1. Be subject to the Code of Conduct as published by the Standards Board for England.
    2. Constructively contribute to, and support the efficient and effective operation of the Executive Committee in accordance with this Constitution.
    3. Support the Aims and Objects of the Association and act in furtherance of the interests of the Association.
 

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Internal Audit

The council must have an adequate and effective system of internal audit of the council's accounting


records and control systems, as well as carrying out a review of its effectiveness.


This should be undertaken on a regular basis.