Constitution
CONSTITUTION AS APPROVED ON 11 OCTOBER 2007
1.
Aims & Purpose
|
a)
Public Affairs Cymru (PAC) is
responsible for:
·
advising
on professional practice in public affairs in
·
raising
awareness, and
·
enhancing
the reputation of public affairs in
b)
To
achieve this PAC will:
·
Provide
members with regular opportunities to hear and discuss views and case histories
with relevant speakers
·
Hold
social events to encourage networking.
·
Communicate with members of PAC who live or work within the
geographical area of
·
Support
bilingualism and endeavour to treat Welsh with equality to English in
communications to Members
·
Respond
to or initiate statements on policy issues affecting public affairs
·
Create
and maintain a website, with a minimum of details of the organisation, events
and officers
·
Encourage and facilitate professional development
activities for members
c)
PAC
supports bilingualism, recognising that the Executive Committee will be
responsible for maintaining a website, including information about the
organisation, events and contact details of the officers.
|
2.
Membership |
a)
Definition
(i)
Membership is open to all individuals within public affairs
and government relations in
(ii)
Members
join either as private individuals or organisation members, and must indicate as
such on the membership form, and remain equal in status and voting rights.
(iii)
Individual members are responsible for paying their own
membership fee and any organisation for which they work will not be listed on
the website.
(iv)
Organisation members must arrange payment for their
membership via their employer. The membership is retained by the organisation
and may be transferred within that organisation to another individual. The
organisations concerned will be listed on the PAC website.
b)
Fees
(i) The membership fee is paid annually and is due after each AGM. The membership period is a year from the day of joining.
(ii)
The
level will be agreed each year at the AGM by a majority of the whole membership.
For 2007/8 this figure will be set at £35.
|
3.
Annual General Meeting |
a)
Procedure
(i)
The
Executive Committee must make provision for an Annual General Meeting.
(ii)
There
will be 25 working days notice of an AGM, notification of which will be sent to
all members and posted on the website.
(iii)
In order
to proceed an AGM must have a quorum of 25% of the membership.
(iv)
Any
proposals to amend the constitution can only be accepted and voted on during an
AGM. Proposals must be submitted in writing up to and before 7 days prior to the
AGM and can be passed by a simple majority.
b)
Agenda
(in required chronological order)
(i)
The
Executive Committee shall complete and present a report on its activities during
the previous year.
(ii)
The
Executive Committee from the previous year shall complete and present a
Financial Statement to the membership.
(iii)
Elections to the Executive Committee will be held as per
section 4 of the Constitution.
(iv)
A vote
will be taken on Section 2b(ii)
regarding the membership fee for the coming year.
(v)
Amendments to constitution.
(vi)
Debate
and votes on any motions.
c)
Extraordinary General Meeting
(i)
An
Extraordinary General Meeting (EGM) can be called on the receipt of a petition
signed by 25% of the membership, handed to the Chair or Vice-Chair.
(ii)
An EGM
called for in this way must be held within one month of the petition being
received, which must include a written 10 working days notice period.
(iii)
The
content of the petition defines and confines the remit of the EGM to that
issue(s) alone.
|
4.
Election Procedures |
a)
Timetable
(i)
A
Returning Officer will oversee a secret ballot of members for election to Chair
and the Executive Committee.
(i)
The
Returning Officer will be elected from the Executive Committee by the Executive
Committee and be announced in the first AGM notification to members.
(ii)
Nominations must be requested by the Returning Officer 25
working days before the date of the AGM. Notification must be emailed to all
members as well as posted on the website.
(iii)
Nominations will close 5 working days before the AGM.
b)
Nominations
(i)
Candidates must be a paid-up member in order to stand for
election.
(ii)
Candidates must self nominate and be seconded by exactly
two paid-up PAC members.
(iii)
A valid
nomination must be emailed to the Returning Officer at Elections@publicaffairscymru.org with the
two seconder’s emails attached. The Returning Officer will acknowledge receipt
of the valid nomination within 5 working days by email.
(iv)
All the
names of validated candidates will posted on the website on the day the
nominations close.
(v)
A
candidate may submit a 250 word maximum statement before the close of
nominations, which the Returning Officer will post on the PAC website in
bilingual format.
(vi)
Candidates may stand for both Chair and/or Executive
Committee and use the same nominators. A candidate’s nomination email must
specify which or both positions they wish to stand for.
c)
Election
(i)
At the
AGM the Returning Officer will appoint two scrutineers from the general PAC
membership that are not Executive Committee Members nor where possible
Candidates or nominators. Nominations for scrutineers will be taken from the
floor and voted on through a show of hands if necessary. Scrutineers will retain
their right to vote.
(ii)
Ballot
papers will be coded by the Returning Officer and not divulged to anyone else
other than to the scrutineers should an election’s validity be questioned by a
PAC member.
(iii)
Each
member will be issued with two ballot forms. One will be for Chair and one will
be for the Committee. Name of the validated nominees will be on each of the
papers. Members will get one vote for Chair and eight votes for Committee.
Excess votes will invalidate the ballot paper. This should be explained on the
ballot paper.
(iv)
Both
elections (for Chair and for Executive) will be conducted using First Past the
Post.
(v)
Ballot
papers will only be issued to, and signed for by, each paid-up PAC member on the
night of the election. There will be no proxy or postal votes allowed.
(vi)
In the
event of a discrepancy the majority verdict of the Returning Officer and two
scrutineers will be final.
(vii)
A
validated candidate may be elected in absentia. Should this be the new Chair,
the Chair of the AGM will continue in post for the duration of that meeting.
(viii)
The
election of the Chair will be taken first and he/she will take up their post
immediately following the subsequent election of the remaining eight Executive
Committee positions.
|
5.
Executive Committee |
a)
General
(i)
The
daily management of the PAC is the responsibility of the Executive
Committee.
(ii)
The
Committee will ensure the aims and purposes of PAC are implemented and
maintained to the highest standard.
(iii)
All Executive Committee members must undertake that when
participating in PAC activities, activities associated with PAC or when
representing PAC that they will conduct themselves properly and with care toward
themselves, the good name of PAC and all other persons and property.
(iv)
Any
member of the Executive Committee not attending a meeting of the Executive
Committee for three consecutive meetings without due reason which is accepted by
the Committee, may be deemed to have resigned from the Executive Committee and
such vacancy may be filled by co-option.
(v)
PAC
shall have a bank account, maintained by the Treasurer, who will provide annual
accounts to the Annual General Meeting. The account will have three signatories
to include the Chair and Treasurer.
b)
Roles
(i)
The
Executive Committee shall consist of a Chair, Executive Committee Secretary,
Membership Officer, two Events Officers, Treasurer, Internal Communications
(Website) Officer, External Communications (PR) Officer and Policy Officer.
(ii)
All
Executive Committee roles are defined in Appendix A to the constitution.
(iii)
At the
first Executive Committee meeting (following the AGM) an election, using First
Past the Post, will be held to allocate the eight roles within 5.b(i).
(iv)
The
Chair will act as Returning Officer and may hold a secret ballot if an Executive
member requests this. The Chair will ask for nominations. It is therefore
imperative that any candidate standing for Chair at the AGM is aware they must
attend the first meeting of the Executive.
(v)
Once the
Executive Committee roles have been filled, a subsequent election will be held
to elect one of the Executive to the additional role of Vice-Chair.
(vi)
No
member of the Executive Committee may serve as an officer in the same position
for more than two consecutive years.
c)
Business
procedure of Exec Committee
(i)
The
quorum for any meeting of the Executive Committee shall be five.
(ii)
The
Executive Committee will meet on the second Thursday every month. The Executive
Committee Secretary will, taking the Committee’s views, book a venue for each
Committee meeting, and take the minutes of each meeting. Minutes will be written
up and circulated to all Committee members within 10 working days.
(iii)
The
Executive Committee Secretary will send out an Agenda item request to all
Committee members two weeks before each meeting. An Agenda, plus the actions
points from the previous meeting, will be sent one week before each meeting.
(iv)
PAC
members, not on the Executive Committee, can submit agenda item requests through
the Secretary.
(v)
Key
decisions and announcements from the Executive Committee will be regularly
posted on the website.
d)
Vacancies and co-option.
(i)
The
Executive Committee shall have the power to co-opt members to fill any necessary
vacancies and/or increase the size of the Committee, until the next AGM.
(ii)
It is
obligated to use this power to co-opt should the directly elected Executive
Committee members drop below five.
Appendix A - Executive Committee Job Descriptions
|
Generic
responsibilities – these will apply to all Executive members
|
All
Executive Committee Members
1)
Attend PAC Executive meetings and contribute to its
work. 2)
To
work to safeguard the good name and values of the organisation 3)
Help promote the work of PAC to the broad membership
and attract potential members. 4)
Take an active role in PAC’s objectives 5)
To contribute to the effective and efficient
administration of the organisation 6)
Represent the organisation at functions, meetings
etc 7)
Must utilise individual PAC email addresses (i.e.Chair@publicaffairscymru.org)
for all PAC business to ensure continuity between Committees elected
annually. |
|
Additional responsibilities for each position |
|
Chair 1)
To
ensure that PAC pursues its objects as defined in its governing document
2)
To
safeguard the good name and values of the organisation 3)
To
ensure the effective and efficient administration of the organisation 4)
Chairing and facilitating meetings 5)
Monitoring that decisions taken at meetings are
implemented 6)
Acting as a lead spokesperson for the organisation as
appropriate 7)
Bringing impartiality and objectivity to
decision-making |
Committee Secretary
1)
Set Agenda for minutes ·
by
requesting items two weeks before meeting ·
sending out final agenda one week before meeting 2)
Take minutes of meeting ·
Minutes to be written up and circulated to all
Committee members within 10 working days (unless Committee agrees
otherwise in advance) ·
Re-send minutes with Agenda (one week before meeting)
noting action points for all Exec members 3)
Advise Chair on mechanics / scheduling / arrangements
for meetings 4)
Maintain contact database for Exec members 5)
Ensure quorum before executive meeting and cancel
meeting if attendance is too low 6)
Maintain and circulate an up-to-date contact list for
Executive Committee members |
Treasurer
1)
Make a record of receipts and payments for the
organisation for January to December and provide an annual record for the
organisation. 2)
Provide a treasurer’s report for the AGM in October
of each year. The accounts must be proposed and
seconded. 3)
Open the bank account and make any amendments to the
arrangements with the bank used by 4)
Keep charge of the account books, including the
‘paying in’ book and PAC cheque book. 5)
Be
responsible for paying cheques for any expenses incurred by 6)
Be
responsible for paying in any cheques made payable to the organisation.
7)
Send copies of invoices and receipts as required and
keep an annual record of these. 8) It is usual to hold papers in support of accounts for six years. It will be important to pass on all paperwork and details of accounts to the new treasurer when the term of office expires. |
Internal (Website) Communications Officer1)
Develop and promote an effective internal
communications policy for Public Affairs Cymru, ensuring use of
standardised email addresses and uniform style for documents. 2)
Develop and maintain mechanisms for other Executive
Members to input directly into updating the PAC website. 3)
Work with the Chair and Membership Officer to develop
internal relations with the membership and sponsors. 4)
Lead (working with the External Communications
Officer) on the development of an effective, comprehensive and workable
bilingual policy for 5)
Work with the Membership Officer and
External Communications Officer to establish effective and public schemes
for recruitment and identification of members. |
External (PR) Communications Officer1) Develop and promote an effective external communications policy for Public Affairs Cymru. 2)
Establish and maintain political and media key
contacts. 3)
Liase with relevant publications to ensure regular
input in the form of articles, columns, and photographs of PAC events. 4)
Work with the Chair and other relevant PAC Exec
members to write articles. 5)
Work the Internal Communications Officer on the
development of an effective, comprehensive and workable bilingual
policy. 6) Work with the Membership Officer and Internal Communications Officer to establish effective and public schemes for recruitment and identification of members. |
Membership Officer
1) Maintain a database of fully paid up members. This must include whether they are termed as individual or organisation members so that the status of the membership with regards transfer-ability can easily be determined. 2)
Maintain a database of contacts as ‘potential
members’ 3)
Liase closely with the Chair, Internal Communications
(website) Officer and Treasurer to ensure the list of members is kept up
to date. 4)
Hold regular membership drives. 5)
Provide regular updates to the Executive and general
membership on the status of PAC’s membership 6)
Regularly review PAC’s membership policy to ensure it
is inclusive and explore additional membership categories for review at
the AGM. 7)
Provide the relevant paperwork to new members. |
Events Officers (x2)
1)
Ensure there is a programme of events throughout the
year 2)
Agree programme of events with Executive Committee.
Executive Committee may need to decide which Events Officer leads on an
event or whether the two Officers should work separately on different
events. 3)
Oversee all regular and extra curricular events in a
co-ordinating role to ensure continuity and avoid duplication or clashes.
Both Events Officer must ensure the other is aware of all aspects of their
planned events. 4)
Work with Treasurer to ensure the proper invoicing
and receipting methods are used for every event 5)
Ensure events are run to the highest standard of
professionalism 6)
Oversee contact with sponsors and suppliers and any
other event partner 7)
Run all events within approved budget agreed by
Exec. |
|
Policy Officer 1)
To
ensure there is a programme of policy driven events throughout the year,
working in conjunction with the Events Officers. 2)
Monitor all relevant legislation and policy
initiatives and bring to the attention of PAC when appropriate. 3) To lead on consultation responses and other calls for evidence from Government and related agencies. 4) To work with Exec members on the development of internal policies 5) Produce briefs for Exec members on relevant legislation and Government polices 6) Produce briefs for full PAC members on relevant legislation and Government policies and ensure, with the Internal Communication Officer that these are communicated and posted on the website |
|
Vice Chair This is an additional position expected of one of the
above Officers. Duties shall be the same as the Chair and executed only
when the Chair is not available for Exec or full member events. |