The Constitution
The Constitution of the
Littleborough Events and Associations Forum (LEAF)
A. Littleborough Events and Associations Forum (hereinafter referred to as “LEAF”)
Title and constitution adopted at the 1st Annual General Meeting held on 7th January 2009 by the persons whose signatures appear at the bottom of this document.
B. Administration
Subject to the matters set out below “LEAF” shall be administered and managed in accordance with this constitution by its Members.
C. Objectives
The chief aim and objective of the members of “LEAF” is:
To encourage and develop the participation, appreciation and education of the community of Littleborough in creative, cultural and recreational activities in the Littleborough area.
In furtherance of this it shall be the role of “LEAF” to:
1. To encourage and promote communication, co-operation and the sharing of expertise and resources between clubs, classes, associations and organisations based within the Littleborough area.
2. Work with local people to assess needs, enable appropriate responses to be made, and support the development of new groups and initiatives.
3. Develop community involvement in creative, cultural and recreational programmes throughout the Littleborough area.
4. Collaborate with local community groups and organisations in the development of community activities and cultural initiatives.
5. To participate in the planning, organisation and conducting of social, cultural and recreational events, in Littleborough, throughout the year as deemed appropriate by the members.
D. Powers
In furtherance of the objectives, but not otherwise, “LEAF” may exercise the following powers:
1. To raise funds and to invite and receive contributions provided that in raising funds “LEAF” shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.
2. To work with other charities, voluntary bodies and statutory authorities operating in furtherance of the objectives or of similar purposes and to exchange information and advice with them.
3. To appoint and constitute such advisory committees as “LEAF” may think fit.
4. To collect and disseminate information on all matters relating to its objectives, and to exchange such information with other bodies having similar objectives whether in the United Kingdom or elsewhere.
E Membership
Membership shall be open to clubs, classes, associations, organisations and businesses based within the Littleborough area, which support or further the objectives of “LEAF”, and who shall be known as Affiliated Groups”.
The Members may elect individuals to be “non voting members” when this is considered to be beneficial to achieving the objectives of LEAF
Voting Procedures
If an issue arises that requires a vote to be taken the following will apply.
1. There shall be no limit to the number of members of the said Affiliated Groups entitled to attend meetings and participate in discussions but each Affiliated Group will have the right to only one vote
2. Each Affiliated Group will appoint one of its members to represent it and to vote on its behalf at meetings of “LEAF”; and will appoint another of its members to replace its appointed representative at any meeting of “LEAF” if the appointed representative is unable to attend.
3. Each Affiliated Group shall notify the name and address of the representative appointed by it and of any alternate representative to the secretary. If the representative or alternate resigns from or otherwise leaves the Affiliated Group, he or she shall forthwith cease to be the representative of the Affiliated Group and another representative shall be appointed by the Affiliated Group
4. A motion will have to be proposed and seconded before the vote can be taken by a show of hands of eligible members present.
5. A simple majority of those present and eligible to vote will suffice.
6. The Chairman will not normally vote on issues but will have a casting vote should voting be equal
F Termination of Membership of “LEAF”
1. The representative of an Affiliated Group of “LEAF” or a non voting individual member shall cease to be a member if he or she:
1.1 Becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs.
1.2. Is absent without the permission of “LEAF” from all their meetings held within a period of three months and “LEAF” resolve that his or her office be vacated.
1.3. Notifies to “LEAF” that he or she wishes to resign.
1.4. Has a pecuniary interest in any provision or activities under discussion and fails to declare it and to take no further part in the discussion
The Members present at a meeting called for that purpose may, by an resolution passed at its meeting by a simple majority, terminate or suspend the membership of any person or Affiliated Group if in its opinion such a person or Affiliated Group is considered to have conducted themselves prejudicial to LEAF or its objectives.
Notice of at least 21 days of such meeting shall be given in writing to that person or their affiliated group who shall have a right to address the meeting before a final decision is made.
G Meetings and proceeds
1. “LEAF” shall meet monthly meetings, usually on the first Wednesday of the month unless otherwise determined by circumstances
2. A special meeting may be called at any time by the Chairman, or by any four Members of “LEAF” upon :-
a. not less that 14 working days notice being given to the other Members of “LEAF” of the matters to be discussed or
b. not less than 21 days notice if these include the termination or suspension of membership or the appointment to membership of another Affiliated Group.
3. The Chairman shall act as Chairman at meetings of “LEAF”. If the Chairman is absent from any meeting, the vice Chairman will conduct the meeting. Should the vice Chairman also be absent then the members of “LEAF” present shall choose one of their number to be Chairman of the meeting before any other business is transacted.
4. For Monthly, Special and Annual General Meetings, there shall be a quorum when at least four voting members of “LEAF” (including two elected officers) are present to conduct business at a meeting.
5. “LEAF” shall keep minutes, in books kept for the purpose, of the proceedings at meetings of “LEAF” and any sub-committee.
6. The ”LEAF” may appoint one or more sub-committees consisting of three or more members of “LEAF”. for the purpose of organising a specific event or making any inquiry, supervising or performing any function or duty, which in the opinion of the members would be more conveniently undertaken or carried out by a sub-committee. Provided that all acts and proceedings of any such sub–Committee’s shall be controlled by and fully and promptly reported to “LEAF”
H Receipts and expenditure (re: external funding)
1. Any funds of ”LEAF”, including all donations contributions and bequests, shall be paid into a bank account operated by ”LEAF”. All cheques drawn on the account must be signed by at least two of the elected officers of ”LEAF”.
2. The funds belonging to ”LEAF” shall be applied only in furthering the objectives.
I Accounts
“LEAF” shall keep accounting records to arrange for the preparation of annual statements of account for “LEAF” to the 31st December in each year and arrange for the auditing or independent examination of the same which will be presented for approval by “LEAF” at its next Annual General Meeting
J Annual General Meeting
1. There shall be an Annual General Meeting of “LEAF” that shall be held in March of 2010 and then in each year or as soon as practicable thereafter, but not more than fifteen months from the date of the previous AGM.
2. The secretary shall give at least 21 days notice of the Annual General Meeting to all the Members of “LEAF”
3. All the Members of “LEAF” who have complied with membership requirements shall be entitled to attend and vote at the meeting.
3. The Chairman of an Annual General Meeting shall be the Chairman of LEAF, or if the Chairman is not present shall be the Vice Chairman , or if the Vice Chairman is not present shall be another person approved by the Members of “LEAF” at the meeting
4. “LEAF” shall present to each Annual General Meeting the report and accounts of “LEAF” for the preceding year and shall elect the Officers for the following year to take office from the closing of the meeting.
The Officers of LEAF shall consist of:-
A Chairman
A Vice Chairman
A Treasurer
A Secretary
All such Officers shall carry out the duties usually associated with such position on behalf of LEAF
5. Nominations for election of the Officers of “LEAF” should be made by Members of “LEAF” in writing and should be in the hands of the secretary of “LEAF” at least 14 days before the Annual General Meeting. If no nominations are received before the AGM commences the Chairman can seek nominations from the floor of the meeting for any of the said offices of: from those present at the meeting.
6. Should nominations exceed vacancies, election shall be by ballot. If no nominations are received for any one of the above posts the residing post holder should (if willing) remain in post until a further AGM or Special General Meeting provides an elected replacement.
K Special General Meetings
“LEAF” may call a Special General Meeting at any time. If at least a quorum of Members request such a meeting in writing stating the business to be considered the secretary shall call such a meeting. At least 21 days notice must be given. The notice must state the business to be discussed.
L Procedure at General Meetings
1. The secretary or other person specially appointed by “LEAF” shall keep a full record of proceedings at every general meeting of LEAF.
M Notices
1. Any notice required to be served on any member of “LEAF” shall be in writing. The secretary shall serve it either personally, or by sending it through the post by 1st class prepaid letter addressed to such member at his or her last known address and any letter so sent shall be deemed to have been received within 3 days of posting.
2. If any member of “LEAF” shall have registered an e.mail address with the Secretary of “LEAF” then such notice may be served by e.mail instead of in writing. Any such e.mail shall be deemed to have been read within 3 days of dispatch
3. The inadvertent failure to serve notice of any member shall not invalidate the decisions of the meeting
N Alterations to the Constitution
1. This Constitution may be altered by a resolution passed by not less than two thirds of the Members present and voting at a general meeting. The notice of the general meeting must include notice of the resolution, setting out the terms of the alteration proposed.
2. No amendment may be made to clause F 1.4 (reference pecuniary interest) or clause O (dissolution).
O Dissolution
1. If the members of LEAF decide that it is necessary or advisable to dissolve “LEAF” it shall call a meeting of all Members, giving not less than 21 days notice in writing (stating the terms of the resolution to be proposed). If the proposal is confirmed by a two-thirds majority of those present and voting “LEAF” shall be dissolved and the officers shall thereafter have power to realise any assets held by or on behalf of LEAF.
2. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such not for profit institution or institutions chosen by the members having objectives similar to those of LEAF and operating In the Littleborough area, or, failing this, shall be applied for some charitable purpose to be chosen by the officers for the time being.
LITTLEBOROUGH EVENTS AND ASSOCIATIONS FORUM
This constitution was adopted on the date mentioned above by the persons whose signatures appear at the bottom of this document.
Elected Position - Name
CHAIRMAN - STEVEN LISTER
VICE CHAIRMAN - VERA PALMER
SECRETARY - JEANETTE SHAW
TREASURER - JOHN F KAY
Affiliated Groups - Signature
ROCHDALE MORRIS - D Monks
LITTLEBOROUGH CIVIC TRUST - R Johnson
FRIENDS OF HARE HILL PARK - M McCormick
LITTLEBOROUGH COACH HOUSE - A H Gudgeon
ROCH VALLEY RADIO - R Chadwick
LITTLEBOROUGH NSPCC - Elisabeth Kay
LITTLEBOROUGH LIONS - Steven Lister
LITTLEBOROUGH CANALSIDE DEVELOPMENT GROUP - John F Kay