The name of the association shall be “Bulphan Village Community Forum”.
Bulphan Village Community Forum is established to represent all those with an interest in Bulphan. By working in partnership with all relevant interest groups, voluntary/community groups, government departments, statutory authorities and individuals, Bulphan Village Community Forum seeks to provide for improvements within the local environs for an involved and valued community.
Bulphan Village Community Forum will:
Anyone who lives or works in Bulphan is automatically a member of Bulphan Village Community Forum. Voting members should express any declaration of interest on financial or other matters and the member will abstain from voting.
4. Community Forum Officers
A Chair, Vice-Chair, Secretary, Treasurer and up to eight committee members shall be elected at the Annual General Meeting of the Bulphan Village Community Forum and shall hold office to the conclusion of the following AGM but shall be eligible for re-election. Councillors are not eligible for appointment as officers.
After the AGM, the chair must inform Thurrock Council’s Community Engagement & Project Monitoring Officer who the new officers are.
5. General committee
The affairs of the Bulphan Village Community Forum shall be directed by a Committee, which shall comprise of the Officers plus up to eight other elected members.
Bulphan Village Community Forum may also co-opt committee members at a general meeting in the event of a vacancy on the committee.
The Committee may establish such sub-committees as it sees fit and all sub-committees shall submit minutes to the Forum
7. Meetings of Bulphan Village Community Forum
An Annual General Meeting shall be held at a time and place determined by the General Committee giving the public at least 21 days notice of such. No more than 15 months shall have elapsed since the preceding AGM.
In times of crisis, the deadline for holding an AGM may be extended or emergency measures may be adopted for remote attendance, proxy voting and/or adjourning, postponing or cancelling the meeting on the basis that it is impossible to hold it.
In exceptional circumstances, the Chair of the Committee may call a Special General Meeting if so requested in writing, signed by a minimum of eight full members of Bulphan Village Community Forum and giving reasons for the request.
The Committee shall meet not less than six times a year, the actual frequency and timing to be determined by the Committee. Committee meetings may be combined with Open public meetings, or may be telephone or video meetings.
Committee members may take decisions by written resolution, including by electronic means.
Open public meetings will take place not less than 4 times a year, the actual frequency and timing to be determined by the Committee.
Quorum – For a valid Open meeting to be held there must be at least 2 of the officers plus 3 other full members in attendance. For a valid Committee meeting to be held, there must be at least 1 officer and 2 other adults in attendance.
Voting – At all times matters shall be decided by simple majority voting. In the case of an equality of votes, the Chair of the meeting shall have a second or casting vote. Councillors have non-voting status.
Minutes – Minutes of all meetings shall be maintained by the Secretary and approved by the Committee
A bank account in the name of Bulphan Village Community Forum shall be opened with a bank approved by the Committee. All cheques must be signed by not less than 2 authorised signatories.
The treasurer shall maintain accounting records and produce an annual summary for the AGM. The accounts will also require an annual examination, by an independent examiner.
A current financial report will be made available at each meeting. Subject to the request of 2 or more committee members, the accounts must be made available on 72 hours notice.
9. Amendments to Constitution
Once adopted, the constitution may only be amended by reference to a Special General Meeting at which a majority of two thirds of those present, and eligible to vote, is required for ratification.
If the Committee decides by a majority vote that Bulphan Village Community Forum is to dissolve, a Special General Meeting shall be called to ratify that decision. A majority of two thirds of those present and eligible to vote will be required to endorse the committee decision. Any excess funds held at that time and available for distribution shall be donated to an agreed charity.
Constitution Ratified by Janet McCheyne, Chair
20th July 2021