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Constitution

AREA OF INTEREST:

To include the area within the boundary of the Harrow Road Ward designated as a Neighbourhood Area by Westminster City Council in January 2014

a) To prepare in partnership with the local planning authority a Neighbourhood Plan for the area.

b) To encourage the goodwill and involvement of the wider community in the preparation, production and implementation of a Neighbourhood Plan.

c) For the express purpose of promoting or improving the social, economic and environmental wellbeing of the Neighbourhood area.

2. PURPOSE

a) The Maida Hill Neighbourhood Forum (here after also referred to as the Forum) shall be for the express purpose of promoting or improving the social, economic and enviornmental well-being of Maida Hill. to produce a Neighbourhood Plan to further the social, economic and environmental well-being of individuals living, or working, in the designated area shown on the attached plan (or as amended by agreement with the local authority) and such other purposes as the Membership may from time to time decide.  It is also to respond and react to planning issues affecting our designated area.

b) All members of the Forum shall act in the best interests of the Forum and the residents, workers and businesses of the area and shall follow the good governance guidelines set out in the attached guidance (or any updating thereof). http://www.goodgovernancecode.org.uk/

c) The Forum shall act in accordance with best practice in the preparation of Neighbourhood Plans and in accordance with government guidance for such preparation and shall seek to work collaboratively with the Local Planning Authority to achieve this.

3. FORUM STRUCTURE AND MEMBERSHIP

a) Membership is open to all residents of the area, and people who work or have businesses in the area of the Forum. Maida Hill Forum will seek the widest possible membership of the designated area, which will include constituted organisations, and informal voluntary groups and associations.

b) Membership is open to elected Council Members who represent the Ward in the area of benefit of the Forum.

c) Membership shall be drawn from different places in the area of benefit and different sections of the community in the area of benefit.

d) The Forum shall have a minimum of 21 members at all times

e) The Secretary shall keep and maintain a register of membership at all times.

4. MEETINGS

General Meetings

a) All the members of the Forum shall be invited to general meetings at least twice a year. For general meeting business to be conducted, the quorum will be on a sliding scale according to the size of the membership - for example, with a membership of between 21 and 49, five members must be present at the meeting. If there are 50 or more members, a quorum of 15 must be present.

b) At least 7 days notification of a general meeting must be given to Forum members

c) The meeting will share and discuss current issues with the wide

membership.

d) The meeting will deal with the specific issue for which the general meeting has been called.

e) Voting shall be by a show of hands – with a simple majority winning a vote. The Chairperson shall not vote unless there is a tied vote, in which case s/he will have the casting vote.

Annual General Meetings/Special Meetings

One of the general meetings of the Forum shall be its annual general meeting (AGM) where

a) the committee will be elected, and if necessary dismissed. The committee will include a Treasurer, Secretary, Chairperson and Vice-Chairperson.

b) a report of activities will be provided by the Chairperson for the meeting to receive.

c) a statement of income and expenditure will be presented by the Treasurer.

d) at least 14 days notification must be given to its members for an AGM or Special Meeting.

e) adopt constitutional amendments - any proposed amendments must go out in writing from the Secretary at least 7 days in advance of the meeting, providing the current clause and proposed amendment. 

f) confirm the identity of the community organisations entitled to be members.

g) voting shall be by a show of hands - with a simple majority winning a vote. The Chairperson shall not vote unless there is a tied vote, in which case s/he will have the casting vote.

5. COMMITTEE

a) The committee shall have up to 21 members.

b) The committee will undertake its work as defined in Objectives and Purposes as it sees fit and may delegate powers on specific matters to such persons as it sees fit.

c) The committee shall have the responsibility for managing and implementing the day-to-day activities of the Forum.

d) The committee shall be responsible for responding to planning issues on behalf of the Forum.

e) The committee’s actions shall be guided and informed by the Neighbourhood Plan.

f) The Chairperson of the committee shall:

  • Call and chair regular meetings of the committee (for which a quorum will be one half of its members) and have a casting vote on elections and resolutions.
  • Act as joint signatory on the Maida Hill Neighbourhood Forum bank account.

g) The Treasurer shall:

  • Be responsible for maintaining the accounts of the Maida Hill Neighbourhood Forum.
  • Be responsible for presenting a budget, annually for the following year to an Annual General Meeting.
  • Act as a joint signatory on the Maida Hill Neighbourhood Forum account.
  • Take the chair at meetings if the Chairperson and Secretary are absent.
  • Take the minutes if the Secretary is absent or in the chair.

h) The Secretary shall:

  • Be responsible for organising meetings, maintaining the minutes and constitution of the Maida Hill Neighbourhood Forum and making them available to members.
  • Take the chair at meetings if the Chairperson is absent.
  • Act as joint signatory on the Maida Hill Neighbourhood Forum account.
  • The cheques or other financial transactions of the Forum must require two signatories.

6. WINDING UP THE FORUM

A majority of the members of the committee shall decide the distribution of any money in the event of a wind-up. Any assets / money remaining shall go to local community-based organisations.

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