Swale Seniors Forum (SSF)
c/o Swale CVS
Central House
Central Avenue
Sittingbourne
ME10 4NU

SSF Constitution

1.   NAME

The name of the Forum shall be Swale Seniors Forum (hereinafter referred to as the Forum).

2.   AIMS

The aims of the Forum are to:
a) Promote the welfare and well being of Seniors in the Borough of Swale;
b) Listen to and, as a result, represent the views of Seniors in Swale;
c) Be a source of information for Seniors in Swale;

3.   OBJECTIVES

As a result of 2 above, the Forum will:

a) Provide a platform where Seniors may raise matters of concern,
interest and relevance;
b) As appropriate, make representations to statutory, local, national,
governmental organisations, bodies and individuals;
c) Co-operate with such organisations, bodies and individuals in an
independent capacity and receive and exchange advice and
information;
d) Promote a positive image of Seniors regardless of ethnic origin,
religious or non-religious belief or gender and combat ageism;
e) Campaign for Seniors in a democratic, non-political and non-  
sectarian manner.

4. POWERS

In furtherance of the Aims and Objectives, the Forum shall have the power, through its Management Committee, to:

a) Raise funds and receive grants and donations;
b) Do such things as are lawful and in conformity with all
requirements of the Law.

5. MEMBERSHIP

a) Membership of the Forum shall be available to all Seniors, that is to say                         all persons aged 55 years and over, who are resident in the Borough of  Swale and who are in agreement with the Aims of the Forum.
b) Associate membership shall be available to any individual or to any representative of any local body or organisation interested in the promotion and furtherance of the Aims of the Forum.
c) The Management Committee shall have the right to approve or reject an application for membership or terminate membership for good reason provided that any individual concerned therein shall have the right to be heard by the Management Committee. In the absence of consensus, any decision of the Management Committee may be by majority.
d) The Management Committee shall have the right to levy an annual membership fee, the amount being determined from time to time by the membership at an Annual General Meeting.

6. OFFICERS

a) The Forum shall have the following Officers:

  1. Chair;
  2. Vice Chair;
  3. Secretary;
  4. Treasurer,

such Officers being elected by the membership at each Annual General Meeting of the Forum, each holding office until the conclusion of the next Annual General Meeting after their election.
b) An Officer may stand for re-election for the same or some other office at each Annual General Meeting.

7. MANAGEMENT COMMITTEE

a) Further to 4 above, the affairs of the Forum shall be conducted and controlled by a Management Committee which shall have the power to perform all such acts and do all such things as appear to be necessary or desirable for the proper management of those affairs.
b) The Management Committee shall consist of:

      1. The Officers
      2. Not less than 3 nor more than 11 members, each of whom is to be elected by the membership at the next Annual General Meeting.

c) Elected members shall hold office until the conclusion of the next Annual General Meeting following their election.
An elected member may stand for re-election at each Annual General Meeting.
d) A casual vacancy occurs if a member of the Management Committee:

      1. Dies;
      2. Ceases to be a member;
      3. Resigns office by notice in writing given to the Secretary;
      4. Is removed from office, or
      5. Is absent without the consent of the Management Committee from all meetings of the Committee held during a period of 6 months.

e) In the event of a casual vacancy occurring in the membership of the Management Committee, the Committee may appoint a member of the Forum to fill the vacancy and the member so appointed shall hold office until the conclusion of the next Annual General Meeting following their appointment
f) The Management Committee shall have the power to co-opt.

g) Co-opted members shall not have voting rights.
h) A co-option shall take effect at the meeting at which it is made and shall last until the conclusion of the next Annual General Meeting following the co-option.
i) The Management Committee shall have power to appoint one or more sub-committees as the Management Committee thinks fit for the purposes of furthering any of the Aims of the Forum which, in the opinion of the Management Committee, would more conveniently be undertaken by a sub-committee, provided that at least one member of the Management Committee is also a member of the sub-committee so that all actions and proceedings of the sub-committee are promptly reported to the Management Committee.

8. MEETINGS AND PROCEDURE OF THE MANAGEMENT COMMITTEE

a) The Management Committee shall determine the frequency, time and venue of Management Committee meetings, provided that not less than 4 ordinary meetings shall be held during its term of office.

b) A special meeting of the Management Committee may be called at any time by the Chair or by any 3 elected members, provided that not less than 14 days notice in writing is given to all other members of the Management Committee. Any such notice shall give the reason for calling the meeting.

c) A quorum shall be not less than one third of the elected members.

d) The Chair shall chair meetings of the Management Committee. In the absence of the Chair, the Vice Chair shall chair the meeting. In the absence of both such officers, the elected members present shall choose one of their number to take the chair.

e) Every determination of the Management Committee shall be by a simple majority of votes of the elected members of the Management Committee present at the meeting and voting.
In the case of an equality of votes the person taking the chair shall have a second or casting vote.

f) The Management Committee shall have power from time to time to make, amend or alter rules for the conduct of its business, the calling and conduct of its meetings and the custody of any Forum documents.
No rule may be made which is inconsistent with the Constitution of the Forum.
g) The Management Committee and all sub-committees shall cause minutes of all theirproceedings to be recorded and kept as a true record.

h) Specifically, the Management Committee shall have power to appoint any person as it sees fit, on payment or otherwise, to act as Co-Ordinator to the Forum to assist the Officers and in particular the Secretary in the discharge of the duties appertaining to those Offices.

 9. ELECTION OF OFFICERS AND MANAGEMENT COMMITTEE MEMBERS

a) Nominations of candidates for election as Officers or members of the Management Committee must be:

      1. Made in writing

      2. Delivered to the Secretary not less than 14 clear days before the date fixed for the Annual General Meeting at which the election is to take plac

b) If insufficient nominations are received to fill all vacancies, the candidates nominated shall be taken to be elected and further nominations to fill outstanding vacancies may be received from the membership attending the Annual General Meeting.

c) If insufficient further nominations are received any vacancies shall be taken as casual vacancies.

d) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated shall be taken to be elected.

e) If the number of nominations received exceeds the number of vacancies to be filled, a ballot shall be held.

10. RECEIPTS AND EXPENDITURE

a) The funds of the Forum shall be paid into an account operated by the Management Committee in the name of the Forum at such bank as the Management Committee decides.
b) All cheques drawn on the account shall be signed by 2 members of the Management Committee, one of whom shall be either the Treasurer or Chair.
c) The funds of the Forum shall be applied only to the furtherance of the Aims andObjectives of the Forum.
d) Out of pocket expenses necessarily incurred in the furtherance of the Aims and Objectives of the Forum shall be reimbursed to members of the Forum.

11. ACCOUNTS

The Management Committee, through the Treasurer, shall keep accounting records of the Forum and shall prepare an Annual Statement of accounts for the Annual General Meeting. The Statement shall be examined by an independent examiner.

12. ANNUAL REPORT

The Management Committee shall prepare an Annual Report of the activities of the Forum for the Annual General Meeting.

13. ANNUAL GENERAL MEETING

  1. An Annual General Meeting of the Forum shall be held within 4 months

of the end of the financial year.

b)  The Management Committee shall call each Annual General Meeting.

  1. The Secretary shall give not less than 21 days notice of the Annual

General Meeting to all registered members of the Forum

  1. All registered members shall be entitled to attend and vote at the

Annual General Meeting.

The business of the Annual General Meeting shall be to:

  1. receive the minutes of the previous Annual General Meeting;
  2. consider the Annual Report;
  3. consider the Statement of Accounts;
  4. elect the Officers;
  5. elect members of the Management Committee;
  6. consider motions of which notice has been given in writing to the secretary not less than 14 days before the Annual General Meeting;
  7. consider any other relevant matter.

14. SPECIAL GENERAL MEETINGS 

a) The Management Committee may call a Special General Meeting at any time.

b) If not than less than 10 registered members request a Special General Meeting in writing stating the business to be considered, the Secretary shall give notice of the meeting to all registered members.

c) Not less than 21 days notice shall be given of the Special General Meeting and the notice shall state the business to be considered.

15. PROCEDURE AT GENERAL MEETINGS

a) The Secretary shall keep a full record of the proceedings of each General Meeting.

b) A quorum for the transaction of business at a General Meeting shall be not less than one fifth or 20 registered members.

c) Every registered member shall be entitled to one vote. In the event of an equality of votes the Chair shall have a second or casting vote. 

16. NOTICES

Any notice to be served on any registered member of the Forum shall be in writing
and shall be served by the Secretary either personally or by post in a prepaid letter dressed to such member at his or her last known address.
Any letter so sent shall be deemed to have been served within 5 days of posting.

17. ALTERATION’S OF THE CONSTITUTION

The Constitution may be altered by a special resolution passed by not less than two thirds of the registered members present and voting at a General meeting. The notice of the General Meeting shall include notice of the resolution setting out the alteration or alterations proposed.

18. DISSOLUTION

a) If the Management Committee decides that it is necessary to dissolve the Forum it shall call a Special General Meeting of the Forum. 

b) The proposal shall be confirmed if accepted by a two thirds majority of the registered members present and voting.

c) The Management Committee shall have power to realise any assets held by or on behalf of the Forum. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other institution or institutions having aims and objectives similar to those of the Forum as the registered members of the Forum shall determine or failing that shall be applied to some other charitable purpose.

19. DEFECTS

No proceedings of the Forum or of the Management Committee shall be invalidated by reason of any defect in membership, vacancy in numbers or by any failure to appoint or defect in the appointment or qualification of a member.

This Constitution was adopted by resolution of the Forum on

Date……26/02.2010…

(Signed)

Chair………P. J. Morgan…

On behalf of the registered members of the Forum present and voting thereon.