1.
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NAME: The name of the Association shall be the Basingstoke District
Association of Parish & Town Councils (BDAPTC).
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2.
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OBJECTIVES: The aims and objectives of the Association are to take all such
steps as may be necessary or desirable in the interests of Member Councils
consistent with the objectives of the National Association of Local Councils
(NALC) which are:
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a.
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to protect and promote the interests, rights, functions and privileges of
Member Councils;
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b.
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to assist Member Councils in the performance of their duties and to promote
and develop the social, cultural and recreational life of parishes and
villages;
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c.
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to promote a widespread and well-informed interest in Local
Government;
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d.
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to promote good Local Government.
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3.
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MEMBERSHIP: Every Parish/Town Council and Parish Meeting in the District
shall automatically be in membership on payment of their annual subscription to
the County Association. Each subscription shall include an element for the
expenses of the BDAPTC.
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4.
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REPRESENTATION: Each Member Council (which shall include Parish Meeting
Members) shall be entitled to appoint two Councillors as representatives to the
BDAPTC. Other Councillors, and/or the Clerk, may attend BDAPTC meetings as
observers.
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5.
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VOTING: Voting shall be by show of hands. Each Member Council shall be
entitled to ONE vote on any motion. In the event of an equal number of votes
being cast for or against a motion, the person presiding at the Meeting shall
have a second or casting vote.
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6.
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REPRESENTATION ON THE COUNTY EXECUTIVE COMMITTEE: The BDAPTC shall appoint
such representatives to the County Executive Committee as shall be determined
from time to time by the County Annual General Meeting (currently 4 members).
These representatives shall normally be elected at the BDAPTC Annual General
meeting. The Chairman and Vice-Chairman shall automatically represent the BDAPTC
on the County Executive Committee unless they indicate they do not wish to
stand.
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7.
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EXPENSES OF THE BDAPTC: The BDAPTC is granted a sum of money from County
Association funds for running expenses. This sum is fixed from time to time by
the County Executive Committee on production by the BDAPTC of the annual budget
of expenses.
The BDAPTC Treasurer shall be responsible for receiving, banking
and accounting for such funds and shall present accounts made up to March 31
annually to the Annual General Meeting for approval. A copy of the approved
statement, countersigned by the person presiding at the Annual General Meeting,
shall be sent to the Director of the Hampshire Association of Parish and Town
Councils (HAPTC), who will arrange for the BDAPTC to be funded to the prescribed
limit.
The Officers and Secretary will be reimbursed for essential expenses
incurred and the cost of administering the BDAPTC general business shall be met
from the total sum allocated to the District Association.
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8.
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OFFICERS: At the Annual General Meeting of the BDAPTC, a Chairman,
Vice-Chairman and Treasurer shall be elected from among the Members. The
Treasurer may be a Councillor or a Clerk or any other person approved by the
Annual General Meeting. The names, addresses, telephone numbers and e-mail
addresses of all Officers shall be sent to the Director of the HAPTC as soon as
possible after the Annual General Meeting. These details will also be given to
Member Councils.
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9.
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SECRETARY: The Secretary shall be appointed annually by the Officers of the
Association and will be paid an honorarium to be reviewed and agreed at the
Annual General Meeting.
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10.
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MEETINGS: A quorum shall be representatives from NINE Member Councils.
The
BDAPTC shall hold its Annual General Meeting in June of each year and hold as
many meetings during the year as the representatives shall decide; but in any
case there shall be FOUR meetings per year including the Annual General
Meeting.
In the event of the Chairman or Vice-Chairman being absent the
Meeting shall appoint a person to take the chair for that Meeting only.
The
Chairman may call an Extraordinary Meeting if he/she considers it necessary and
shall call one on the written representation of FIVE Member Councils.
Notices
of all meetings shall be sent to Member Councils by the Secretary at least 7
days before the meeting. Accidental failure or omission to give notice of a
meeting of the BDAPTC (or a Committee or a Sub-Committee) to any Council or
person entitled to attend, or the non-receipt of such notice, shall not
invalidate the proceedings of such a meeting.
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11.
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RESOLUTIONS: Member Councils wishing to have a resolution discussed at a
meeting shall notify the Secretary IN WRITING 21 clear days before the Meeting
and include the full text of the resolution and in addition shall ensure that a
representative attends the Meeting ready to propose the resolution. The Chairman
of the Meeting may accept a resolution of an emergency or urgent nature but the
matter shall only be discussed and voted on if at least TWO THIRDS of the
Councils represented and voting agree to such a debate and vote.
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12.
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ALTERATIONS TO THE CONSTITUTION: Any amendment to the Constitution may be
moved at a Meeting of the BDAPTC but must be approved by a majority of TWO
THIRDS of the Councils represented and voting. No amendment shall be made which
is inconsistent with the Constitution of the Hampshire Association of Parish and
Town Councils in force at that time and any such amendment shall be subject to
the approval of the County Executive Committee. Any notice of a proposed
amendment shall be given to Member Councils 28 clear days before the date of the
Meeting.
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13.
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DISSOLUTION: Any proposal that the BDAPTC shall be dissolved shall be subject
to 28 clear days notice by the Secretary to the Member Councils and to the
County Association. In the event of the BDAPTC adopting the proposal (which
shall require a TWO THIRDS majority of the Councils represented and voting) the
facts shall be notified at once to the Director of the HAPTC, together with
particulars of any property held, the balance of funds in hand and an account of
income and expenditure since the last annual statement.
The future of the
property and funds of the BDAPTC shall be determined by the County Executive
Committee.
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This Constitution was adopted as the Constitution of the
Basingstoke District Association of Parish & Town Councils at a Meeting of
the Association held on June 26, 2001.
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Chairman:
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(Signed by Sheila Allen)
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Secretary:
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(Signed by Nicki Berry)
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