TVGPA Constitution
Constitution Version 0.5
Contents
Article1 Title
.
..1
Article 2 Objectives... ..1
Article 4 -Limitations
.4
Article 5 Executive..
.......4
Article 7 Annual General Meeting and Other meetings
......6
Article 8 Finances......
7
Article 9 Interpretation ...
...8
Article 10 Winding up. ... .8
Article 1 Title.
1.1 The organisation shall be known as the Thames Valley Gay Police Association.
1.2 The registered address of the Association shall be Thames Valley Police Headquarters, Kidlington, Oxfordshire.
1.3 No unauthorised use may be made of the Associations address as an accommodation address.
1.4 Within the meaning of the Freedom of Information act the Association shall not be a public body.
Article 2 - Objectives
2.1 The objectives of the Association are to:
(i) Promote equal opportunities for Lesbian, Gay, Bisexual and Transgender police service employees.
(ii) Offer advice and support to Lesbian, Gay, Bisexual and Transgender police service employees.
(iii) To assist
(iv) Contribute to the delivery of the strategic aims and objectives of Thames Valley Police.
2.2 The
Article 3 Membership
3.1 Membership of the Association is not to be taken as an indication of a persons sexual orientation.
3.2 The Thames Valley Gay Police Association supports membership of the National Gay Police Association; in addition to the levels of membership offered by the National GPA the Thames Valley Gay Police Association will offer two further categories of membership; Full and Associate.
3.3 Full membership shall be open to LGBT members of staff and shall include Police Officers, Police Staff, Special Constable and Police Community Support Officers and Volunteers who self identify as Lesbian, Gay, Bisexual or Transgender.
3.4 Associate membership shall be open to all members of staff who are not LGBT or prefer not to identify themselves as such. Associate membership shall be open to Police Officers, Police Staff, Special Constables, Police Community Support Officers, Volunteers and employees of contractors working for Thames Valley Police.
3.5 With regards to employees of contractors of Thames Valley Police; their membership of the Association shall cease when their contract is completed/ terminated or their employers contract is completed/ terminated.
3.6 Membership of the Thames Valley Gay Police Association shall cease when, other than on retirement, a member ceases to be employed by Thames Valley Police.
3.7 On retirement from Thames Valley Police a member will cease to be a Full member but may become an Associate member if they choose.
3.4 Application for membership of the Association shall be in a form approved by the executive committee.
3.5 The executive committee shall maintain a membership list which shall be in the form approved by the committee; the list will remain strictly confidential and will only be used for official Association business.
3.6 In making application to join the Association either for Full or Associate membership; the applicant shall agree to abide by the
Constitution and Objectives of the Association.
3.7 Only Full members of the Association may stand for election and be elected onto the Executive committee.
3.8 Full and Associate members shall be entitled to attend and contribute to the Annual General meeting and/or other general meetings.
3.9 Only Full members shall be entitled to vote at the Annual general meeting and/or other general meetings.
3.10 Members must at all times conduct themselves in such a way that does not bring the association or TVP into disrepute.
3.11 Full or Associate members may be expelled for bringing the association into disrepute subject to the proper process being followed.
3.12 Where an allegation of such conduct is made upon receipt of a complaint in writing the subject of the complaint may be suspended.
3.13 On receipt of a complaint in writing the Executive committee will nominate a sub group of not less than three members of the Executive to hear the complaint, only members of the sub group will be given details of the complaint.
3.14 On receipt of the complaint in writing the subject shall have 14 days in which to respond.
3.15 As soon as practicable after the expiration of the fourteen days period the sub committee shall meet to consider the matter, the sub committee shall vote, by simple majority, on whether the allegation is proven.
3.16 The sub committee may, in order to help them reach their decision, seek expert advice.
3.17 When the allegation is deemed proven the member may be expelled from the association.
3.18 The member may appeal to the full Executive Committee. The executive committee shall consider the appeal at the next available meeting. A vote shall be taken by simple majority on whether the appeal is allowed or not. The Chair shall not vote; in the case of a tied vote the Chair will have a casting vote. If the appeal is not allowed the subject will be confirmed as expelled from the association.
3.19 There shall be no further appeal other than that which is outlined in 3.17 above.
3.20 The Executive Committee may in the light of substantial new evidence reconsider its decision.
3.21 Any member that is expelled will be disqualified from re-admission save in circumstances 3.19 above.
3.22 In the event of a formal discipline enquiry by TVP against a member; the Associations expulsion procedures will not be initiated until the enquiry or discipline hearing is resolved. The member may however be suspended until the enquiry is resolved.
3.23 With regard to paragraph 3.21 above, subject to force policy, the Association may provide a supporter for the member to act as a point of contact and provide support. The supporter may not act as a representative or advocate for the member.
3.24 Any sanction decided upon shall not preclude any further disciplinary action by TVP
Article 4 Limitations.
4.1 The association shall be non political and will take no active part in party politics.
4.2 The Association will seek to support all members and non members; it will not seek to be a representative body or to act as a replacement for any other Staff Association or other representative body.
4.3 The Association will not act as a spokesperson on behalf of TVP or seek to represent its views as being those of TVP.
Article 5 Executive Committee
5.1 The Association shall elect a National Executive Committee consisting of not less than 6 members.
5.2 Membership of the executive is open to all who hold full membership of the association.
5.3 The executive may also co-opt members who hold Associate membership subject to the specific needs of the association.
5.4 Co-opted members will have full voting rights on the executive for the term of their co-option.
5.5 The executive will consist of the following roles:
§ Chair.
§ Deputy Chair.
§ General Secretary.
§ Membership Secretary.
§ Treasurer.
§ Social Secretary Networking and Internal.
§ Social secretary Events and Engagement.
§ Welfare Secretary.
§ Communications and Marketing Secretary.
§ Association Development Officer.
The number of representatives and structure of the Executive may be varied without reference to the AGM or General meeting to meet any developments of or change in structure of the force.
5.6 The executive committee shall have at least 5 members present as a quorum and will take decisions on a simple majority; in the event of an even vote the Chair of the meeting will have one additional vote.
5.7 Any member of the association may attend an executive meeting and contribute to any discussions. Participation in any vote will be limited to members of the executive committee.
5.8 Members of the Executive who cannot attend a meeting may vote by proxy; the proxy vote must be provided in writing, signed by the non attending member and delivered to the Chair prior to the commencement of the meeting.
5.9 The executive committee may vote to exclude any or all non-executive committee members from a meeting or part of a meeting on a majority vote.
5.10 The executive committee will meet as a minimum four times a year; additional meetings may be called where necessary.
5.11 The executive committee may appoint sub groups as required. The sub groups may include non-executive members.
5.12 Persons elected to the executive committee shall sign a letter undertaking to carry out the duties of their role with due diligence and professionalism.
5.13 The executive shall operate a policy of cabinet responsibility; all members of the executive shall agree to follow the agreed decisions and policies of the executive once a majority vote of the executive has been taken. This will include supporting the agreed majority decision.
5.14 Any member of the executive who fails to comply with 5.12 and 5.13 above may be removed from the Executive on a majority vote. The decision of the Executive is final.
5.15 Any elected or co-opted member of the executive, who fails to attend three or more consecutive executive meetings without good reason or fails to submit apologies for non-attendance in advance on 3 occasions, may be removed from the executive on a majority vote. The decision of the Executive is final.
5.16 In the event of resignation from the committee or 5.14 or 5.15 above a full member may be co-opted with full voting rights to the Executive until the next AGM.
Article 6 Elections to the Executive Committee
6.1 An election for the Executive Committee will be held every two years at the Annual General Meeting of the Association.
6.2 Votes may be cast by postal ballot or personally.
6.3 All nominees must have a proposer and a seconder who are full members of the Association.
6.4 The method of voting will be by majority vote.
6.5 All candidates for election to the executive shall complete a pro-forma curriculum vitae which will be posted to all association members with the ballot papers.
6.6 Only Full Members of the Association may vote at the AGM.
6.7 Ballot papers will be sent out to all full members of the association at least one calendar month before the election date.
6.8 The Executive committee will appoint a returning officer who will be responsible for posting ballot papers, counting ballots and identifying spoilt ballots. The returning officer shall be a member of the association whose name does not appear on the ballot paper.
6.9 The offices of Chair, Treasurer and Secretary will be held by separate individuals. A member may stand for election in more than one office but must stand aside for election in the remaining posts if they are elected to one of the offices. Any remaining proxy votes for the office(s) the member is no longer seeking election for will be deemed invalid.
Article 7 Annual General Meeting and other Meetings.
7.1 The Association shall hold an Annual general meeting at a time, date and place to be set by the executive. The Annual General meeting will be held at the end of the financial year or as soon as practicable thereafter.
7.2 The executive committee shall call each AGM giving at least six weeks notice, that notice will include the agenda for the meeting, along with the time date and venue of the meeting.
7.3 All members are entitled to attend and contribute but only Full members may vote.
7.4 The agenda of the AGM will include:-
(i). The Executive committees report.
(ii). The Treasurers report.
(iii). Election of Executive Committee.
(iv). Any business directed by the Executive or the constitution.
(v). Any other Business.
7.5 Any Annual General Meeting may vote by simple majority to agree to consider any other urgent business which has arisen since the notice of the meeting was given.
7.6 The Executive Committee shall call an Extraordinary General meeting if more than 10 members request such a meeting in writing stating the business to be considered.
7.7 An Extraordinary General Meeting will only consider the business stated in the notice convening it.
7.8 The quorum for the AGM or any other general meeting will be 10 members or one fifth of the total membership, if less.
7.9 Any member may seek to amend the constitution. This may be proposed at an Extraordinary General Meeting (see 7.6 above) or at an Annual General Meeting.
7.10 In the case of the AGM the member must give the Executive committee a minimum of one calendar month notice, in writing, stating the amendment to be proposed in the meeting.
Article 8 Finances
8.1 An income and expenditure account shall be maintained showing the financial position of the Association, this account will be published each year. The financial year of the Association will end on 31st March each year.
8.2 The audited accounts will be presented to the Annual General Meeting.
8.3 The funds will be overseen by the Treasurer.
8.4 Any donations made to the Association or funds raised will be used at the discretion of the Executive in furtherance of the published delivery plan to deliver the aims of the Association.
8.5 A bank account will be opened in the name of the association. All monies however contributed must pass through this account. The monies may only be obtained by cheque. All cheques must be signed by not less than two authorised signatories who must be members of the executive, one of which must be the Treasurer or Chair.
8.6 The Executive may accumulate non public funds with a view to later expenditure; the funds may by majority vote of the Executive be transferred to a suitable interest bearing bank account pending expenditure.
8.7 Any expenses will be paid in accordance with published TVP policy.
8.8 The Treasurer and one other member of the executive may authorise properly receipted ad-hoc travelling and refreshment expenses provided they are incurred in the pursuance of the objectives of the Association or at the request of the Executive.
8.9 All other expenses must have prior approval of the Executive and will be settled on production of a valid receipt or invoice.
8.10 Following ratification by the AGM, all members may be required to pay an annual subscription fee, the rate of which shall be set by the Executive and ratified by the AGM.
8.11 Fund raising activities on behalf of the AGM may only take place with the prior approval of the Executive.
8.12 The Association may receive gifts, donations and contributions from individuals and outside organisations. It must be made clear to the contributor that in making the contribution neither the association nor TVP incurs any obligation or advantage in any form whatsoever.
8.13 The Executive committee must vote to accept any gifts, donations or contributions.
8.14 No member shall accept personal gifts or contributions in exchange for furthering the cause of an outside body or individual with either the Association or TVP.
Article 9 Interpretation.
9.1 In the event of any question of interpretation or any question on which the constitution is silent, the Executive Committee reserves the right to act according to its interpretation of the constitution or at its discretion.
Article 10 Winding Up.
10.1 Following the decision by the Executive or the Annual General Meeting or Extraordinary General Meeting to wind up the Association a postal ballot of all full members of the National GPA will be held.
10.2 A 2/3 majority will be required to wind up the Association.
10.3 If, following a majority vote of the Executive a decision is made to merge with another Association then an Extraordinary General meeting will be called.
10.4 The case for and against will be put to the meeting in a time limited debate of an hour which shall include the financial implications and the effect on partnership work and others involved with the association. A vote shall be taken; the motion must be confirmed by two thirds of those present.
10.5 If the motion to merge is within the time frame laid in 7.2 above, then the proposal to merge may be dealt with at an AGM. The same procedure laid out in 10.4 above shall apply.
10.6 On agreement to merge the outstanding liabilities and debts of the Association will be met and the remaining monies transferred to the merged Association.
10.7 On winding up the Association any remaining monies will, in the case of public money be returned to the originating authority. In the case of donated funds these shall be donated to a registered charity or charities of choice of and by the Executive on a majority vote.
Ends