A draft District Constitution has been produced, which can be adapted by Districts to reflect local Structure and needs.  We feel it is important that our Community Co-ordinators are mandated to speak for their Districts and that general working arrangements for NHW are formalised:

District Constitution

1. Title

1.1 The organisation shall be known as HertsWatch

2. Aims and Objectives

• The Aim of the organisation is to encourage the creation of all types of ‘Watch Schemes’, within the county of Hertfordshire, in line with best practice.

2.1.1. The objectives of HertsWatch shall be to: -

• Act as possible a link between Watch schemes and all levels of Hertfordshire Constabulary and other organisations that are concerned with reducing crime and the fear of it; and with organisations that promote community safety
• Disseminate relevant information regarding our services and expertise to others requiring it.
• Organise training
• Share best practice
• Abide by the contents of the Memorandum of Understanding between HertsWatch,  Hertfordshire Constabulary and  Hertfordshire Police Authority

3. Membership

• Membership of HertsWatch shall consist of one representative from each of the ten county districts. These persons are known as Community Co-ordinators. Each Community Co-ordinator may appoint up to two deputies, one of which may attend the committee meetings.

3.2. Hertfordshire Constabulary may nominate up to three non voting representatives.

• Hertfordshire Police Authority may nominate up to two non voting representatives

• Membership criteria is to be reviewed at three year intervals.

• Members and actions will be non-partisan in politics, non-sectarian in religion,      

non- discriminatory in race, gender, ability or age.

3.6. The Committee, or any individual member, shall not at anytime, commit any act that is in direct breach of the current constitution or Memorandum of Understanding between HertsWatch, Hertfordshire Constabulary and Hertfordshire Police Authority

3.7. The Chairperson may propose a vote of censure to the Committee regarding a member who has broken the accepted rules for conduct or has breached the terms of the constitution.   The proposal will include a reasoned case for expulsion or censure of the member.   The committee will vote and if the motion is approved, that member will be censured or expelled from the Committee.

 3.8. The Committee may elect a Patron to HertsWatch for such period as they think fit. That person will be entitled to all privileges of membership except that they will not be entitled to vote nor serve as an officer of the committee.

3.9. The Secretary and Minute Secretary may keep membership details in hard copy or electronic formats for the following purposes.

• Work planning and management
• Membership administration

Details will not be used for any other purposes without the data subject’s permission.

4 Administration

4.1 HertsWatch shall be administered by an Executive Committee that shall comprise:-

A Chairperson
A Deputy Chairperson
Secretary
Treasurer

All shall be elected from amongst the ten Community co-ordinators.

The post of Minute Secretary may be filled by a person seconded by Hertfordshire Constabulary, as agreed by the Chairperson. This post will not have any voting or trustee powers

4.2. If and whilst the Committee is a registered charity then the persons filling the executive posts will become charity trustees within the meaning of section 97of the Charities Act 1993

4.3. The Chairperson and Committee Officers shall be elected to office by majority vote at the Annual General Meeting and shall hold office until the end of the following Annual General Meeting.

4.4. A term of office shall be deemed to be one year. A member of the Committee may be re-elected.

5 Powers

In furtherance of the objectives but not otherwise the Committee may exercise the following powers.

5.1. The Committee shall have the power to co-opt. Co-opted members shall not have voting rights on the Committee

5.2  The Committee shall, in the general interest of HertsWatch, have the authority to determine the activities and organisation of HertsWatch and the spending of its finance by majority vote. In the event of the Committee voting a tie the Chairperson shall have the casting vote.

5.3  Power to raise funds and to invite and receive contributions provided that in raising the funds the Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.

5.4  Power to purchase equipment to enable the HertsWatch to meet its objectives and to provide for the health and safety of its members.

5.5 Power to dispose of any equipment no longer considered of use to HertsWatch with any such funds being placed in the general fund.

5.6  Power to co operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objectives or of similar charitable purposes and to exchange information and advice with them.

5.7 Power to appoint and constitute such advisory committees as the Committee may think fit.

5.8. Power to nominate individuals of the committee to represent HertsWatch at regional and national level in liaison or partnership with other organisations deemed appropriate

5.9. Power to enter into contracts for the purpose of the Committee.

5.10. Power to make such rules for the conduct of its business and that of the committee as sit may deem necessary and will have the power to repeal and amend such rules as from time to time considered necessary.

5.11. Power to do all other lawful things as are necessary for the achievement of the objectives

6. Finance
6.1. Funds will be raised by the receipt of grants and donations but the Committee will not undertake any permanent trading activities

6.2. Members of HertsWatch are entitled to recompense out of the assets of the Committee for all expenses and other liabilities properly incurred by them in the management of the affairs of the committee. Such claims shall be submitted to the Treasurer for scrutiny and payment

6.3. The Treasurer shall be responsible to the Committee members for all finance

6.4. Finance reports including income and expenditure and performance against budget shall be presented at each meeting of HertsWatch by the Treasurer or person acting in that capacity.

7. Meetings

7.1. Annual General Meeting

7.1.1. The Annual General Meeting shall normally be held in the month of May – 28 days notice of the meeting being given.  Such notice may be given by email but non-receipt of such a notice by individual members shall not invalidate the proceedings.

7.1.2. Business shall include

• Minutes of the last Annual General Meeting and those of any Extraordinary General Meetings if applicable

2.      Matters arising
3.     Chairperson’s Report

  Receipt and adoption of the Treasure’s Report for the financial year

  Election of officers for the Committee

  Any other previously notified or urgent business as accepted by the chairperson

7.1.3. A quorum shall comprise 50% of the total number of Committee members

7.2. Extraordinary General Meeting

7.2.1. An Extraordinary General Meeting may be convened by direction of the Committee, or on request to the Secretary stating the business for which the Extraordinary General Meeting is required, and signed by not less than 25% of the total number of Committee members.  If the meeting so requisitioned is not convened within two months the said members may convene such a meeting

7.2.2. At least 28 days written notice in writing or by email shall be given to members of all Extraordinary General Meetings but non- receipt of such a notice by individual members shall not invalidate the proceedings.

7.2.3. The business of the Extraordinary General Meeting shall be that for which it is called and no other.

7.2.4. A quorum shall comprise 50% of the total number of Committee members.

7.3. Committee Meeting

7.3.1. Committee meetings shall be convened from time to time as deemed necessary by the Chairperson or Committee but shall be a minimum of four per year.

7.3.2. A quorum shall comprise of five Committee members

8 Voting

8.1. Voting shall normally be done by a show of hands by properly registered members of the Committee. Deputies may only vote if their Community Co-ordinator is not present at the meeting.

8.2. Voting by proxy shall not be permitted.

8.3. If a secret ballot is called or deemed necessary by the Chairperson ballot papers shall only be issued to properly registered members of the Committee.

8.4. The Chairperson shall appoint two tellers

9. The Dissolution of the Group

9.1. The Police Authority shall be notified in writing should a resolution for the dissolution of HertsWatch be passed at an Annual General Meeting or Extraordinary Meeting. The Police Authority shall immediately take control of all assets and consult all HertsWatch Committee members as to how best to ensure the future of the Neighbourhood Watch in the county including the continuation of HertsWatch or a similar organisation.

9.2. In the absence of a quorum at such a meeting a motion signed by 50% of the total Committee Members shall constitute the notification.

9.3. A notice in writing to current members giving two months notice for written objections to the dissolution of HertsWatch shall constitute sufficient notice to members.  The assets of HertsWatch, after meeting all current commitments, shall be disposed of as deemed appropriate by the Police Authority to any similar organisations or charities

10 Constitution Review

10.1. The constitution shall be reviewed at least every three years. Any changes to the Constitution shall be approved by a majority decision at the Annual General Meeting or at an Extraordinary General Meeting.

10.2 Reference to the Charity Commission

10.2.1 If and while HertsWatch is a registered charity no amendment shall be made to the constitution without the written consent of the Charity Commission