Renaissance Knaresborough Constitution

1. Name

The name of this group will be Renaissance Knaresborough hereinafter called the ‘Organisation’.

2. Objectives

 The objectives of the Organisation shall be:-

2.1 To provide the necessary framework, structure and organisation to reinforce the role of Knaresborough as a service centre for residents, businesses and for the surrounding rural communities, and in particular to:-

(a) Identify, develop and deliver projects which are part of the Knaresborough Renaissance Programme and which improve the town of Knaresborough. These projects will cover issues relating to: the local community; business and commerce; transport; sport, culture and leisure; heritage; the built environment; and tourism. All projects will also focus on opportunities for access, learning, conservation and participation where appropriate.

(b) Establish the priorities and work programme for delivery of the Knaresborough Renaissance programme.

(c) Lobby for additional resources from other organisations to implement the Knaresborough Renaissance Programme.

(d) Act in partnership with Yorkshire Forward, Harrogate Borough Council, North Yorkshire County Council, Knaresborough Town Council, other public, private, voluntary and community sectors, to achieve Knaresborough Renaissance objectives. 

(e) Ensure community involvement in all aspects of the process.

(f) Promote the activities of the organisation.

2.2 To contribute in the widest possible way, to improving the quality of life for the benefit of the local community.

 

3. Powers

3.1 In furtherance to the above, but not otherwise, the organisation shall have the following powers:-

(a) To initiate, consider and where agreed, endorse projects prior to submission to Yorkshire Forward and other funders.

(b) To consider and where agreed, endorse annual delivery plans and business plans for the Knaresborough Renaissance Programme.

To monitor programme and project delivery in accordance with delivery plans.

To raise funds and to invite and receive grants, donations and other contributions;

To buy or lease and to maintain any equipment or materials necessary for the achievement of the objectives;

To buy, take on lease or in exchange any property necessary for the achievement of the objectives and to maintain and equip it for use:

To sell, lease or dispose of all or any part of the property of the Organisation;

To borrow money and to charge all or any part of the property of the Organisation with repayment of the money so borrowed;

To commission or employ the labours of others to undertake work on contract as necessary and appropriate;

To publish books, periodicals, pamphlets and other materials in printed, recorded or electronic format and to hold intellectual property rights in any such material;

To organise conferences, debates, seminars and such other special events as the Executive Committee may determine;

To co-operate with other organisations in furtherance of any of the objectives or of similar purposes;

To provide indemnity insurance cover for the members of the Executive Committee (or any of them) out of the funds of the Organisation:  Provided that any such insurance shall not extend to any claim arising from any act or omission which the members of the Executive Committee (or any of them) knew to be a breach of duty or breach of trust or which was committed in reckless disregard of whether it was a breach of duty or breach of trust or not.

To do all such other lawful things as are necessary for the achievement of the objectives.

4. Status 

Not For Private Profit Organisation,

5. Application of Income

 Income and assets will only be used for the furtherance of the Organisation’s objectives and do not belong to the members of the Organisation. 

6 Membership

6.1 Membership of the Organisation shall be open to any resident of Knaresborough or the surrounding rural community and to others who are interested in furthering the work of the Organisation.

7. Executive Committee

7.1 The business of the Organisation shall be managed by an Executive Committee, hereinafter referred to as the ‘Executive’.

7.2 Membership of the Executive will not exceed 17 people made up as follows:-

Harrogate Borough Council (1 representative)

North Yorkshire County Council (1 representative)

Knaresborough Town Council (2 representatives)

Knaresborough Civic Society (1 representative)

Knaresborough Chamber of Trade (1 representative)

King James' School (1 representative)

Chairs (or other nominated representative) of all Theme Groups (the number and focus of such groups to be agreed on an annual basis)

Two individuals aged under 21 yrs will be co-opted.  Other individuals may also be co-opted, provided that the total membership of the Executive does not exceed 17 people

7.3 If a consensus is not achieved in meetings each member of the Executive will have one vote and the Chair shall have a casting vote.

7.4 Substitutes will be allowed to attend meetings with full voting rights.

8. Officers of the Executive

8.1 A Chair and Vice-Chair must be elected by and from the membership of the Executive.

8.2 The Executive will appoint the following additional Officers (which may be ex-officio to the Executive) if appropriate to the business of the Organisation:- 

Treasurer

Secretary

Communications Officer

8.3 Secretarial duties for the Executive will be undertaken with the assistance of Harrogate Borough Council Officers, all Minutes will require ratification by the Executive.

8.4 All officers appointed by the Executive shall hold office until the conclusion of the next AGM.

9. Meetings of the Executive

9.1 The quorum shall be 50% persons with voting rights.  In the absence of a quorum the meeting may either:-

(i) After 15 minutes of the appointed time, dissolve at the direction of the Chair (such meetings may be rescheduled to the earliest convenient date or at another date so directed by the Chair);

or

(ii) Discuss issues but not take a binding vote.

9.2 The Secretariat, in conjunction with the Chair, will ensure that Agendas, Minutes, Reports etc are prepared in accordance with agreed timescales.

9.3 The Agenda will be determined by the Chair and distributed one week prior to each meeting, with previous Minutes, Reports and any other relevant papers attached. 

9.4 The Chair shall have the authority to call additional meetings with the agreement of 2 other voting members. 

9.5 Members are expected to attend scheduled meetings or to send a substitute.  Any member failing to attend or give apologies or nominate a substitute for 3 consecutive meetings will have his or her membership referred back to the appointing body with a request that an alternative nomination be made.  Where non-attendance concerns a co-opted member, he or she will have their position reviewed by the Executive and may be removed from membership.

9.6 In the absence of the Chair or Vice-Chair at an Executive meeting, the first item of business will be to appoint a Chair for the meeting.

10. Sub-Committees

10.1 The Executive may appoint such sub-committees as it thinks fit for conducting the business of the Organisation.  Sub-committee meetings will be minuted and reported to the Executive on a regular basis.

11. Annual General Meeting

11.1 An AGM must be held in June each year.  This must involve the wider Knaresborough community.

11.2 The business of each AGM shall be to receive the Annual Report for the year ended 31 March and to receive the Accounts for the preceding financial year.

12. Attendance by Members of the Public

12.1 All meetings of the Organisation, including the Executive, will be open to the press and members of the public.

13. Declarations of Interest

13.1 Executive members will be required to declare any interest in an agenda item and/or a project for appraisal.  Declarations of Interest should be made in accordance with the Code of Practice adopted by the Executive (Appendix 1).

14. Dissolution 

14.1 If members of the Executive decide that it is necessary or advisable to dissolve the Organisation it shall call a meeting of all members of the Organisation, of which not less than 21 days’ notice (stating the terms of the resolution to be proposed) shall be given.  If the proposal is confirmed by a two-thirds majority of those present and voting the Executive shall have the power to close the Organisation.

14.2 On dissolution any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to a charitable or not for profit organisation with similar objectives as the Executive may determine.

15. Amendments

15.1 This constitution may be amended by the Executive, provided that:-

(a) Formal notice of changes are given no less than 2 weeks prior to the meetings at which changes will be proposed.

(b) The key stakeholder groups (Harrogate Borough Council, North Yorkshire County Council, Knaresborough Town Council, Knaresborough Chamber of Trade and Knaresborough Civic Society) have been consulted regarding any proposed amendments to the Constitution and a majority of those organisations have agreed to any changes.

 

Signatories

Chair: Date:  

Vice Chair: Date:  

 

APPENDIX 1

DECLARATIONS OF INTEREST PROCEDURE

 

An Executive Committee Member with a personal interest in a matter under discussion/consideration should declare this at the commencement of the discussion.

There are 2 declarations of personal interest (i) personal or (ii) personal and prejudicial.  These are defined below.

Subject to disclosure a member with a personal (but not prejudicial) interest may continue to contribute to discussion and debate and may, if applicable, vote in relation to the issue.

A member with a personal and prejudicial interest should declare this and then withdraw from the meeting during consideration of the relevant item.  Members of the Executive Committee will agree not to use their position to further their personal interest.

Personal Interest (definition)

You have a personal interest in a matter if it affects your wellbeing or financial position (or that of your relatives and friends) more than it would affect other people.  In particular you should consider how any decision would affect:-

Your and their jobs, businesses and employers

Corporate bodies in which you/they have a beneficial interest

Organisations in which you or they hold a position of general control or management (this may include public authorities, companies, charities, trade unions, professional organisations, lobbying organisations)

You need only declare interests you know about.

Personal and prejudicial interests (definition)

A prejudicial interest is one, which a member of the public who knows all the relevant facts, would reasonably think is so significant, that it is likely to adversely affect your judgement.