1. Title and status
1.1 The name of the Party shall be the Suffolk Together Party which shall be subject to this Constitution.
1.2 The geographical remit of Suffolk Together Party is that of the County of Suffolk.
2. Aims
2.1 The aims of the Suffolk Together Party shall be:-
2.1.1 To seek the implementation of Suffolk Together Party policies by recruiting new members and achieveing electoral success at all levels;
2.1.2 To ensure that Local Government within Suffolk listens closely to individual communities plus their Parish and Town Councils and works with them in close partnership.
2.1.3 To ensure that local communities receive best practice and value for money from their local councils.
2.1.4 To ensure sustainable economic development and improved future prosperity for the people of Suffolk by developing a 21st century economy.
2.1.5 To develop sustainable local policies that promote and protect the environment and ecology; protect the rich diversity of Suffolk; its countryside its tranquil places; its rich complexity of buildings and architecture; its historic market towns, country villages and farm hamlets - its special character.
3. Membership
3.1 Membership of the Suffolk Together is open to anyone who supports the aims and objectives of the Suffolk Together Party.
3.2 Members of Suffolk Together Party shall accept its constitution and the principles and philosophy of the Suffolk Together Party as expressed through its manifesto.
3.3 Only members of Suffolk Together Party may vote at meetings or hold office in it.
4. The Annual General Meeting
4.1 An Annual General Meeting (AGM) of Suffolk Together Party shall be held each year between September and November inclusive, the exact date to be determined by the Committee.
4.2 All members shall be notified of the date of the AGM in writing at least 28 days in advance. Items for the agenda should be submitted to the Secretary at least 14 days in advance. The agenda for the AGM shall be circulated to all members at least 7 days in advance.
4.3 The AGM shall have the purpose of:
4.3.1 The presentation of a report of work carried out over the year;
4.3.2 Presentation of the accounts for approval by the meeting;
4.3.3 Consideration of any amendments to the Constitution;
4.3.4 Election of the Committee to serve an annual term;
4.3.5 Determining any other business on the agenda (in the same way as for a Monthly Meeting).
4.3.6 The meeting will be considered quorate if it has at least ten members present, or a quarter of the (combined national and local) membership, whichever is fewer.
4.3.7 The meeting should normally be chaired by the retiring Co-ordinator.
5. Extraordinary General Meetings
5.1 Any seven members, or a quarter of the membership (whichever is fewer), may call an Extraordinary General Meeting (EGM), by stating in writing in a letter to the Committee, with signatures appended, the business to be conducted. The Committee itself also has the power to call an EGM.
5.2 Except where noted elsewhere in this constitution, any business that can be conducted at an AGM may be conducted at an EGM.
5.3 Except where noted elsewhere in this constitution, the rules and procedures for the calling and running of an EGM shall be the same as that for an AGM.
5.4 The Committee shall ensure that the EGM being called takes place within 21 days of the receipt of the call to hold it. All members shall be notified of the date of, and agenda for, the EGM at least seven days in advance.
6. Committee
6.1 The Committee shall be responsible for the co-ordinating the business of Suffolk Together Party.
6.2 The Committee shall comprise the following Officers:
· Chairman, who shall co-ordinate the running of the Party, the Committee and election campaigns, who shall chair meetings, and who shall act as Local Party Contact;
· Election Agent, who shall act as the Election Agent for external elections;
· Treasurer, who shall be responsible for the Party's accounts;
· Election Campaigns Officer, who shall help co-ordinate election campaigning
· Membership Secretary, who shall co-ordinate recruitment and deal with membership administration;
· Press Officer, who shall co-ordinate communications with the media;
· Communications Officer, who shall be responsible for the development of the Party's website and who shall co-ordinate the preparation of regular members' newsletters;
· Fundraising & Events Officer, who shall co-ordinate the organisation and publicising of fundraising and social events.
6.3 Election of Officers may only take place at an AGM or an EGM.
6.4 Election of Officers shall be by a simple majority of those voting. Re-Open Nominations shall be a candidate in all such elections.
6.5 Posts may be left vacant if no suitable nominations are forthcoming. Where a post is left vacant, the Committee shall be responsible for ensuring that the essential functions of that post are fulfilled.
6.6 Members standing for election shall be proposed and seconded by members of the Local Party and may hold more than one post.
6.7 If an Officer wishes to resign, such resignation should be in writing to the Committee.
6.8 A motion of no confidence to remove an Officer may be put only at an AGM or EGM and will require a two-thirds majority of those voting.
6.9 The Committee shall aim to meet regularly in furtherance of the efficient and effective running of the Party. Minutes of Committee meetings shall be available to members upon request.
6.10 The Committee shall operate by consensus where possible. Where agreement cannot be reached by consensus, a vote shall be taken of all Committee members and a two-thirds majority of those voting shall be deemed to be agreement.
6.11 The Committee shall agree procedures to ensure that members' personal data is safeguarded in accordance with data protection principles and legislation.
6.12 The Committee shall agree procedures to ensure that all significant communications and decisions are reviewed and recorded.
7. Meetings and procedures
7.1 Suffolk Together Party will aim to hold a business meeting every month (a 'Monthly Meeting') open to all members, the dates of which shall be advertised to members.
7.2 Policies of Suffolk Together Party shall be determined by its membership at a Monthly Meeting, an Annual General Meeting or an Extraordinary General Meeting.
7.3 Monthly meetings are for members only. However, meetings and social/fundraising events open to potential new members shall also be held.
7.4 Any votes taken at a meeting will be on the basis of a simple majority of those voting, except where stated otherwise in this constitution. The Chair has the right to vote. Abstentions will be recorded but will not influence the vote. The exact wording of any motion shall be recorded in the minutes.
7.5 Any member at a meeting may request that a vote being taken at that meeting be conducted by secret ballot.
7.6 In the event of a key decision needing to be made before a meeting, this may be made by the Committee. This decision must be presented to the next meeting.
7.7 Officers of the Committee should aim to attend meetings where possible. Officers who fail to attend three consecutive meetings without apology shall be deemed to have resigned.
7.8 Members will be included on the distribution list for agendas and minutes of meetings upon request.
7.9 A special meeting will be held within seven days of a local election in which the Suffolk Together Party has won seats, if there is no scheduled meeting within that period. The meeting will discuss political options in the light of the election results.
8. Finance
8.1 The Party shall operate a current account and, if appropriate, a savings account. At least three elected Officers shall act as signatories, to include the Treasurer and Co-ordinator.
8.2 Two signatures shall be required on each cheque drawn from an account.
8.3 No person may sign a cheque payable to themselves.
8.4 Expenditure may be incurred on behalf of Suffolk Together Party provided prior approval is obtained at a Meeting or from the Committee. This expenditure is subject to certification by the Treasurer that there are sufficient funds to cover it. During election periods, candidates may not incur expenditure without authorisation as defined in section 10.
8.5 Any donation to another group or organisation must have the approval of a business Meeting as defined in section 7.
9. Representing the Party
9.1 Members intending to issue material in the name of the Suffolk Together Party (whether written or electronic), must ensure that such material is approved by the Committee or at a monthly meeting.
9.2 An imprint, bearing the name of the Election Agent, shall appear on all publicity.
9.3 Members undertaking to represent the Party in the media or on public platforms must ensure that they communicate its agreed policy.
9.4 Letters to the press should be approved by a member of the Committee.
10. Local elections
10.1 The term 'Candidates' here refers to all Suffolk Together Party candidates contesting an election for public office within Suffolk.
10.2 Candidates must be a member of Suffolk Together Party and agree to abide by Suffolk Together Party‘s agreed electoral strategy.
10.3 Suffolk Together Party 's Election Agent shall normally act as the legal Election Agent for all Candidates.
10.4 The procedure for the selection of Candidates will be according to the Party's procedure for the Selection of Suffolk Together Party Local Authority Candidates, which shall be appended as Standing Orders. Where there is requirement for an Electoral Returning Officer (ERO) / Elections Organisation (EO), these shall be the Co-ordinator and the Suffolk Together Party Committee respectively.
10.5 During election periods, publicity material must additionally be approved by the Election Agent for the candidate(s), who shall ensure that it conforms to any relevant election legislation. The requirement for an imprint, bearing the name of the Election Agent, is additionally a legal requirement during election periods.
11. Dispute resolution
11.1 Suffolk Together Party will initially seek to resolve any disputes between members through discussion and reconciliation. However, Suffolk Together Party has the right and responsibility to initiate disciplinary action against any member who has acted against the aims and agreed policies or strategy of the Party.
11.2 Where appropriate, Suffolk Together Party will work with the national Party, including its Disputes Resolution Committee in relevant cases, in handling disciplinary matters.
11.3 Where the Suffolk Together Party wishes to initiate disciplinary action, this shall require a vote of a Meeting and shall require a two-thirds majority of those voting.
11.4 Proceedings relating to disciplinary action, of whatever form, including informal warnings, are to be documented, and this and other related correspondence kept on file and copied to all parties where appropriate.
12. Constitution
9.1.1 This Constitution may only be changed at an AGM or EGM and shall require a two-thirds majority of those voting. Any proposed changes to the constitution shall be listed within the agenda for that meeting.
9.1.2 Copies of this Constitution shall be available to members upon request to the Committee.
9.1.3 Dissolution of Suffolk Together Party may only take place by agreement of an AGM (but not an EGM). In the event of winding up, the balance of funds shall be transferred to an appropriate charity.