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COLCHESTER BOROUGH
NEIGHBOURHOOD WATCH
(Rural and Urban)
CONSTITUTION
RULES AND REGULATIONS
CONSTITUTION
1. NAME:
COLCHESTER BOROUGH NEIGHBOURHOOD WATCH
2.
EXECUTIVE COMMITTEE:
2.1 Colchester Borough Neighbourhood
Watch shall have an Executive Committee to perform all its roles, responsibilities
and actions required within this Constitution, Rules and Regulations.
2.2 The Executive
Committee shall consist of a Chairperson, a Secretary and a non-voting
independent Treasurer with a maximum of 11 (eleven) Area Co-ordinators.
2.3 The Chairperson,
in their absence, may appoint any member of the Executive Committee to
chair a meeting(s).
2.4 In the event
that the Chairperson is unavailable, members of the Executive Committee
can decide who will chair any such meeting(s) as required.
2.5 If the elected Chairperson is unable or unwilling to perform their
duties, the Executive Committee may elect a temporary Chairperson until
such times as a permanent replacement can be identified.
3.
GENERAL COMMITTEE:
3.1 In the event that the Executive Committee exceeds 11 (eleven)
Area Co-ordinators, the Executive Committee may invoke
Section 15 of this Constitution, Rules and Regulations.
4.
AIMS:
4.1 To raise the awareness and profile of Colchester Borough Neighbourhood
Watch (Rural and Town) and to establish close working relationships with
the Police, Colchester Borough Council, Essex County Council and other
agencies or partners.
5 OBJECTIVES:
5.1 To work in collaboration with the Colchester Crime and Disorder Reduction
Partnership to achieve the objectives and actions of the Community Safety
Strategy.
5.2 Increase the number of Area Co-ordinators and coverage of groups,
within the Colchester Borough.
5.3 Develop a structured Tier System of Co-ordination in the named area(s).
5.4 Development of a free interchange of information between all parties
and partner agencies.
5.5 To promote good citizenship and greater public participation in the
prevention and solution of crime so that effective liaison between the
Police, Crime & Disorder Reduction Partnership and public can be achieved
in
order to promote the efficiency of the Colchester Borough Neighbourhood
Watch.
5.6 The Colchester Borough Neighbourhood Watch shall be non- party in
politics and non- sectarian in religion and shall operate Equal Opportunities,
Complaints, Confidentiality and Behaviour practices.
5.7 Provide services for and on behalf of all Neighbourhood Watch Groups
in Colchester Borough.
5.8 Liase with other Neighbourhood Watch Groups, National and County Neighbourhood
Watch, Colchester and Essex Police, Colchester Borough Council, Crime
& Disorder Reduction Partnership and any other agencies or partners
as required.
5.9 Promote and organise co-operation in the achievement of the same nationally,
internally, locally and to that end may bring together in Conference,
representatives of voluntary
organisations, government departments, statutory authorities and individuals.
5.10 Arrange and provide for or join in arranging and providing for the
holding of meetings, seminars and training courses.
5.11 Promote and carry out or assist in promoting and carrying out research,
surveys, investigations and to publish results.
5.12 Collect and disseminate information on all matters affecting the
above purposes.
5.13 Undertake, execute, manage or assist any charitable trust which may
lawfully be undertaken, executed or assisted by Colchester Borough Neighbourhood
Watch.
5.14 Procure, write, print, publish, issue and circulate gratuitously
or otherwise such papers, pamphlets or other document as furthers the
cause of Colchester Borough Neighbourhood Watch.
5.15 Raise funds and invite or receive contributions from any persons
by way of subscriptions and donations/legacies. This is provided that
the Colchester Borough Neighbourhood Watch shall not undertake any permanent
trading activities in raising funds for its primary charitable objectives.
5.16 Colchester Borough Neighbourhood Watch will accept gifts and borrow
or raise money in such a manner as the Executive Committee shall think
fit, subject to such consents as required by law.
5.17 Colchester Borough Neighbourhood Watch will identify funding opportunities
in whatever context for the benefit and furtherment of the organisation
which will include personal or written appeals, public meetings or otherwise.
5.18 Colchester Borough Neighbourhood Watch will invest such funds whole
or in part not immediately required for its purposes, in any such investments,
securities as may be thought fit.
5.19 The Executive Committee shall appoint and constitute such Steering
Groups as required.
5.20 Do all such other lawful things as are necessary for the
attainment of the said purposes and on behalf of Colchester
Borough Neighbourhood Watch.
RULES
AND REGULATIONS
6
SUBSCRIPTIONS:
6.1 These may be charged where applicable to individual Colchester Borough
Neighbourhood Watch groups.
7 MEMBERSHIP:
7.1 Membership of the Colchester Borough Neighbourhood Watch shall be
open to Area Neighbourhood Watch Groups within the Rural and Urban Police
Division, who are interested in furthering the work of Colchester Borough
Neighbourhood Watch.
7.2 Any organisation or person who wishes to start up a Neighbourhood
Watch Group in the Colchester Rural or Urban area must submit an application
in writing signed by the designated Area Co-ordinator and send it to the
Borough Co-ordinator. All applicants would be subject to Police and Security
checks.
7.3 All Area Co-ordinators, members and Groups must conform to the Colchester
Borough Neighbourhood Watch Constitution, Rules and Regulations.
7.4 Only one Area Co-ordinator will be allowed for each area and must
reside in that area.
7.5 The Executive Committee may request reasonable information from an
applicant before granting membership.
7.6 Any new Area Co-ordinator accepted on to the Colchester Borough Neighbourhood
Watch Executive Committee or General Committee will not be privy to the
Minutes of past Colchester Borough Neighbourhood Watch Executive Committee
and General Committee Meetings.
8
RESIGNATION AND TERMINATION OF MEMBERSHIP:
8.1 A Colchester Borough Neighbourhood Watch Executive Committee member,
General Committee member or Area Co-ordinator may resign by giving 14
(fourteen) days written notice to the Executive Committee.
8.2 A resignation or termination of membership is final and binding and
cannot be rescinded, changed or altered by the person resigning or any
group they are part of or represent without Executive Committee approval.
Furthermore, if after resignation a person wishes to remain as a Street
Watcher they may do so with the approval of their new Area Co-ordinator.
8.3 Any Area Co-ordinator who resigns from their membership of the Executive
Committee will automatically be deemed to have resigned from their Area
Co-ordinator post at the same time.
8.4 Any Area Co-ordinator who resigns from their role as Area Co-ordinator
will automatically be deemed to have resigned from the Executive Committee
post at the same time.
8.5 The interface between the Area Co-ordinator and Executive Committee
is vital and neither role can exist without the other for the effective
functioning of the Colchester Borough Neighbourhood Watch.
8.6 If an Area Co-ordinator resigns from their role, or subsequently moves
to another Colchester Neighbourhood Watch Area, and stands for re-election
as an Area Co-ordinator their nomination will be strictly subject to Executive
Committee approval. This also applies to any person or persons who have
had their role terminated by the Executive Committee.
8.7 A replacement Area Co-ordinator must be found by the Group within
the designated area who has been subject to the votes of all the existing
members within that Group. If this is not possible the Executive Committee
may authorise the appointment of a temporary area co-ordinator from outside
of the immediate group pending the appointment of a permanent replacement.
8.8 The Executive Committee may propose a vote of no confidence in any
member or members of the Colchester Borough Neighbourhood Watch Executive
Committee, General Committee, Area Co-ordinator or Co-ordinator where
their behaviour, and or, conduct reflects negatively, impedes upon the
role and function of Colchester Borough Neighbourhood Watch or brings
the organisation into disrepute.
8.9 In the event of 8.8 above, a vote can be held by the Executive Committee
to suspend that member or members and further investigate their behaviour
or conduct.
8.10 Two Executive Committee members will undertake the investigation
but will not be allowed to vote on the decisions reached by the remainder
of the executive committee. All such information will be confidential
to the committee. Subsequent to this process the person or persons may
whole or in part:
a) Be given a written warning with an effective time scale decided by
the Executive Committee.
b) Temporary suspension with an effective time scale decided by the Executive
Committee.
c) Advice, support or training.
d) Have their membership cancelled with immediate effect.
8.11 The person or persons will be notified in writing with the reasons
for 8.10 above within 7 (seven) days of the Executive Committee decision(s)
or action(s)
8.12 The person or persons may put in writing within 7 (seven) days an
appeal together with their reasons against the decision(s) or action(s)
as recommended by the Executive Committee.
8.13 The Executive Committee will consider such an appeal and vote to
alter or confirm the original decision(s) or action(s) if appropriate.
This binding decision will be confirmed in writing to the person or persons
involved.
9
ACCOUNTS:
9.1 The Colchester Borough Neighbourhood Watch shall invite an independent
body to inspect and audit the accounts.
9.2 An independent non-voting Treasurer shall be appointed in the interests
of good Management and Business Practice for Colchester Borough Neighbourhood
Watch.
9.3 The financial year will run from 1 April to 31 March.
10
CHAIRPERSON:
10.1 The uniqueness and complexity relating to the position of Chairperson
is recognised. In particular, the Chairperson is solely approved and trained
by the Police to access the S.T.O.R.M. computer system. Current checks
by the Police and M.O.D. take an average of 3 (three) months which has
to be considered when electing a new Chairperson. Such a long process
could cause significant disruption to the roles, functions and responsibilities
of Colchester Borough Neighbourhood Watch.
10.2 The Executive Committee may prior to the AGM without the Chairperson
present, have the authority to whole or in part, decide any of the following:
a) That the current Chairperson does not need to be re-elected at the
next Annual General Meeting.
b) That the Chairperson will be subject to re-election.
c) Invoke 2.4, and or, 2.5 of this Constitution, Rules and Regulations
if required.
d) That the current Chairperson, if not re-elected at the Annual General
Meeting, will be expected to co-operate fully with the newly elected Chairperson
pending the completion of all Police and M.O.D. checks plus training as
required.
10.3 The Chairperson will be subject to all of the Constitution, Rules
and Regulations as required of the role.
11
EXECUTIVE COMMITTEE MEMBERS:
11.1 Having due consideration for 10 -10.2 above all of the Executive
Committee and Officers will be required to stand for re-election at the
Annual General Meeting subject to the provision(s) of this Constitution,
Rules and Regulations.
12
ELIGIBILITY TO VOTE AT THE AGM:
12.1 Those eligible to vote at the AGM will be Area Co-ordinators only.
12.2 The election of the Executive Committee and officers will be by a
majority vote at the AGM, or a Special General Meeting, by a show of hands.
In the event of a tie, a second, written vote will be taken. The person
acting as chairperson at the said meeting may have the casting vote where
there are an equal number of votes.
13
ELECTION OF AREA CO-ORDINATORS:
13.1 Area Co-ordinators will be elected by a majority vote undertaken
of all the local members annually no less than one month prior to the
Annual General Meeting.
13.2 Each Neighbourhood Watch Area shall appoint one Area
Co-ordinator to represent and vote for their Group at the Borough Neighbourhood
Watch Annual General Meeting and no other person from that Area shall
be entitled to vote.
13.3 The election of an Area Co-ordinator will be by a majority vote by
a show of hands. In the event of a tie, a second, written vote will be
taken. The person acting as chairperson, providing that person is not
for election, at the said meeting may have the casting vote where there
are an equal number of votes.
13.4 For an election to be valid an Executive Committee Officer must be
present at the election of an Area Co-ordinator to ensure that the Constitution,
Rules and Regulations have been correctly adhered to.
13.5 Notice of the said election must be provided to the Executive Committee
no less than one month prior to the election.
14
GENERAL MANAGEMENT:
14.1 The general management and business of Colchester Borough Neighbourhood
Watch shall be solely directed by the Borough Executive Committee which
shall meet not less than 4 (four) times a year and shall consist of not
more than 11 (eleven) elected Area Co-ordinators.
14.2 Any matter not dealt with by the Constitution, Rules and Regulations
shall be dealt with by the Executive Committee who's decision shall be
deemed final and binding.
14.3 Any serving member of the Executive Committee, General Committee
or an Area Co-ordinator must declare any conflict of interest caused by
their business, political responsibilities (elected councillors) or employment.
This is to avoid any misinterpretation that could be seen as directly
or indirectly influencing Colchester Borough Neighbourhood Watch and its
aims, objectives or partnership working for combating crime and disorder.
14.4 The Colchester Borough Neighbourhood Watch Executive Committee shall
be solely responsible for all statements, and or, press releases to the
media.
15
GENERAL COMMITTEE:
15.1 In the event that the number of Area Co-ordinators exceeds 11 (eleven)
the Executive Committee can invoke the following:
a) To form a General Committee consisting of all area
Co-ordinators not on the Executive Committee which will meet no less than
3 (three) times per year.
b) The Executive Committee will provide 3 (three) Officers to co-ordinate,
Minute and Chair any General Committee meeting(s).
c) The said Executive Officers will act as a liaison between the Executive
and General Committee having due regard and consideration to the views
and opinions of the General Committee.
d) The Executive Committee, in consultation with the General Committee,
will be empowered to decide how members will be elected to the Executive
Committee and for what length of time.
16
ATTENDANCE AND HOLIDAYS:
16.1 An Executive Committee member who misses 3 (three) consecutive meetings
may be asked to resign from the Executive Committee making a vacancy for
a more active Area Co-ordinator.
16.2 If, for personal reasons, an Executive Committee member is unable
to attend 3 (three) consecutive meetings for good and sufficient reason,
they may, at the discretion of the Chairperson, and or, other Executive
Committee members, be granted a sabbatical of 6 (six) weeks to 3 (three)
months leave of absence. This can be extended if required.
16.3 Any Area Co-ordinator
taking a holiday for more than 7 (seven) days will need to have a Deputy
Area Co-ordinator who can act for them in their absence to receive Crime
Sheets etc. It would not be expected for that person to attend the Executive
Group as appropriate security checks may not have been undertaken.
17 STEERING GROUPS:
17.1 Colchester Borough Neighbourhood Watch Chairperson may appoint a
Steering Group as deemed necessary and shall determine their terms of
reference, powers, duration and composition.
17.2 All actions and proceedings of a Steering Group(s) shall be reported
back to the Chairperson and Executive Committee promptly and within a
designated time determined by the Executive Committee.
18
RULES OF PROCEDURE AT ALL MEETINGS:
18.1 The quorum at a meeting of the Colchester Borough Neighbourhood Watch
Executive Committee shall be 7 (seven) executive members or one quarter
of the membership of the Executive Committee whichever is the greater
but no less than 3 (three).
19
VOTING AT MEETINGS:
19.1 All questions arising at any meeting shall be decided by a
simple majority (by way of a show of hand) of those present who are entitled
to vote. No person shall exercise more than one vote but in the case of
any equality of votes the chairperson of the meeting shall have the deciding
vote. The election of all Executive Committee members and Officers shall
be by a show of hands or secret ballot if deemed appropriate.
20 MINUTES:
20.1 The Secretary of the Executive Committee shall keep a hard-backed
Minute book wherein a record of all proceedings and resolutions of said
meeting(s) shall be kept.
20.2 The contents
and decisions of all Colchester Borough Neighbourhood Watch Executive
and General Committee Meetings are confidential and must not be divulged
to anyone outside of the meetings. This includes other people who are
no longer members of the Colchester Borough Neighbourhood Watch Executive
or General Committee, unless otherwise agreed by the Executive Committee.
21 STANDING ORDERS:
21.1 The Executive Committee and its Chairperson may make, repeal or amend
the Constitution, Rules and Regulations for the conduct of its business
as and when it may deem necessary to maintain good management and business
practice. This Constitution, Rules and Regulations must be consistent
with the aims and objectives of Colchester Borough Neighbourhood Watch.
22
ANNUAL GENERAL MEETINGS OF COLCHESTER BOROUGH NEIGHBOURHOOD
WATCH:
22.1 There shall be an Annual General Meeting of Colchester Borough
Neighbourhood Watch which shall be held in the month of April in each
year or as soon as practicable thereafter and at such a venue as the Chairperson
shall determine. At least 21 (twenty-one) clear days notice shall be given
in writing by the Secretary to each member and Area Co-ordinator.
22.2 At the Annual General Meeting the business of Colchester Borough
Neighbourhood Watch shall include:
a) The appointment of an Independent person to Audit the Accounts.
b) The consideration of an Annual Report of the work done by or under
the auspices of the Executive Committee and of the audited accounts.
c) When necessary, consideration may be given to voting or adopting any
such amendments to the Constitution, Rules and Regulations for the furtherment
of Colchester Borough Neighbourhood Watch.
22.3 The Chairperson and the Executive Committee may at any time at their
discretion call a Special Annual General Meeting of the Colchester Borough
Neighbourhood Watch, and or, any other special or additional meeting(s)
as deemed necessary.
23
GENERAL FINANCE:
23.1 All funds, grants contributions raised
by or on behalf of the Colchester Borough
Neighbourhood Watch shall be deposited in
a Bank Account and all cheques must be signed
by 2 (two) authorised Officers of the Executive
Committee. Any payment under £200.00 shall
not need to be referred to the Executive Committee.
Before any payment above £200.00 is issued,
this must be referred to the Executive Committee.
23.2 The Chairperson can only spend above this amount in exceptional circumstances
after consultation with the Treasurer and/or Secretary. However, this
must be notified to all Executive Committee members as soon as practicable.
23.3 The Accounts shall be audited at least once a year by an Independent
person appointed at the Annual General Meeting.
23.4 The Treasurer shall keep proper accounts of the Finances of Colchester
Borough Neighbourhood Watch.
23.5 An audited statement of the accounts for the last financial year
shall be submitted by the Executive Committee to the Annual General Meeting.
23.6 The property of the Colchester Borough Neighbourhood Watch, other
than cash at the bank, shall be held and controlled by the Chairperson
of the Executive Committee.
24
TRAINING
24.1 The Executive Committee will decide and agree all such training needs
or materials as required for the furtherment of Colchester Borough Neighbourhood
Watch. No other member or members may organise or administer training
without the express permission of the Executive Committee.
25 ALTERATION TO THE CONSTITUTION RULES AND REGULATIONS:
25.1 Any alterations, changes or amendments to the Colchester Borough
Neighbourhood Watch Constitution, Rules and Regulations shall receive
the assent of not less than two-thirds of the Executive Committee.
25.2 Such alterations, changes or amendments may be put into practice
with immediate effect and will be adopted at the following Annual General
Meeting.
25.3 The adoption of any revised Constitution, Rules and Regulations by
the Executive Committee immediately invalidates all previously adopted
Constitutions, Rules and Regulations.
26
DISSOLUTION OF COLCHESTER NEIGHBOURHOOD WATCH:
26.1 If the Committee by a single majority decides at any time that on
the ground of expenses or otherwise it is necessary or advisable to dissolve
the Colchester Borough Neighbourhood Watch it shall call a meeting of
the Executive Committee members of the Colchester Borough Neighbourhood
Watch who have the power to vote, giving not less than 21 (twenty one)
days notice.
26.2 If such decisions shall be confirmed by a two-thirds majority of
those present and voting at such meeting, the Executive Committee shall
have the power to dispose of any assets held by or on behalf of Colchester
Borough Neighbourhood Watch.
26.3 Any assets remaining after the satisfaction of any proper debts and
liabilities shall be given or transferred to such other charitable institution
or institutions having objects similar to the objects of Colchester Borough
Neighbourhood Watch as the Executive Committee may decide or failing that
may be applied for some other charitable purpose.
27 CONCLUSION:
27.1 This Constitution, Rules and Regulations has been adopted to enhance
the good Practice and Management of Colchester Borough Neighbourhood Watch.
27.2 This Constitution, Rules and Regulations has been adopted on the
date and time indicated below by the person or persons whose signature(s)
and name(s) appear at the bottom of this document©.
This Constitution, Rules and Regulations came into effect on the 1st March
2002 at 9.00 a.m.
SIGNED: ……………………………………
Name
SIGNED: ……………………………………
Name
SIGNED: ……………………………………
Name
SIGNED: ……………………………………
Name
SIGNED: ……………………………………
Name
SIGNED: ……………………………………
Name
No part of this Constitution, Rules and Regulations can be
copied or reproduced in any format or by computer, electrical and mechanical
mechanism without the written permission of the Colchester Borough Neighbourhood
Watch Executive Committee.
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