East Herts People

1             NAME

            The official name of the Party shall be East Herts People, hereinafter referred to as “the Party”.

2             AIMS

2.1       The aim of the Party is to do everything possible:

             (a)        to build closer relationships between the voters of East Herts and their elected representatives on Parish, Town and District Councils;
             (b)        to foster good relationships within communities and between communities in East Herts; and
             (c)        to provide and support candidates for election to East Herts Council whose primary focus is on the well-being of their Ward, and who will maintain the highest standards of competence and integrity, and will explain more and listen more.

2.2      The Party will be guided in its activities by the principle of non-discrimination, including non-racism and non-sectarianism, and will be guided by the principle that all people are equal before the law.

3             ACTIVITIES

3.1       In furtherance of these aims, the Party shall if appropriate take part in all democratic electoral processes within East Hertfordshire.

3.2       The Party may also work together with other democratic parties and organisations for particular purposes consistent with its aims.

3.3       In the furtherance of its aims, the Party may:

3.3.1    raise funds and invite and receive contributions from any person or persons whatsoever by way of loan, subscription, donation or otherwise, within the limits established by electoral law

3.3.2    publish, with or without charge, any items it sees fit

3.3.3    employ and pay people to supervise, organise and carry out the Party's aims

3.3.4    purchase, lease or rent property necessary to carry out the Party's aims and make arrangements for the management of any property acquired

3.3.5    invest any monies of the Party not immediately required, in accordance with the Trustee Act of 1925 and

3.3.6    do all such other lawful things as are necessary for the attainment of its ends.

4             MEMBERSHIP

4.1       Membership is open to all registered voters in East Hertfordshire.

4.2       Members must maintain their subscriptions. The initial subscription is £1 or three first class stamps for membership to 31 December 2009.

4.3       Members shall accept the Party's constitution and rules made in accordance with this constitution and do nothing to undermine the reputation of the Party or to bring the Party into public disrepute. Nor shall they act in a manner intended to cause, or actually causing, damage to the Party's interests including by breaching confidentiality.

4.4       Members shall receive a membership card and the Party's e-mail communications. They shall be entitled to vote in all relevant internal Party elections.

4.5       Members are in " good standing" if their subscriptions are up to date and they are not subject to any suspension or exclusion either from elected office or from standing as a candidate of any sort.

5             ANNUAL GENERAL MEETING

5.1       The Party shall hold an Annual General Meeting (“AGM”) at places and times decided by the Steering Forum (“SF”). Only paid-up Party Members may vote at the AGM.

5.2       The AGM will be open only to paid-up Party Members. Its business will be to receive reports; to elect members of the SF (who will serve until the next AGM); to receive and vote on the Party's accounts and to determine the membership fee.

5.3       All motions at the AGM may be passed by a simple majority of those voting. Procedures for submitting nominations and motions at the AGM shall be determined by the SF from time to time.

5.4       Any paid-up Member of the Party is entitled to appoint a proxy to vote on the Member’s behalf at the AGM, provided the Member has been a paid-up member of good standing for at least three months.

5.5 The SF may summon special conferences for specific purposes, which will be open to all paid-up Party Members. The SF shall determine procedures for convening and conducting such conferences from time to time.

5.6 The Party Secretary shall call an Extraordinary General Meeting (“EGM”), giving Members a minimum of 28 days' notice, if requested to do so by formal applications
from twenty Members. The provisions of 5.4 relating to proxy votes shall also apply to an EGM.

5.7 Motions to be proposed at AGMs and EGMs must be circulated to all Members at least 21 days before the meeting.

6.1.      The Party will make decisions through the Steering Forum (“SF”). The SF is entrusted with the duty of ensuring that the Party achieves its stated objectives in an efficient and judicious manner. The SF is responsible for the Party's funds, structure and publicity. The SF may advise the Party Leader on political matters. The SF shall approve the Party's final manifesto.

6.2.      The SF may institute a postal ballot of Party Members on amendments to the Party constitution, provided that a motion to do so is approved by a two-thirds majority of SF members voting at an AGM or EGM.

6.3       The SF shall appoint a Party Treasurer. The Party Treasurer may be a serving member of the SF, but need not be, in which case the Treasurer shall become an ex- officio member without a vote at SF meetings.

6.4       The SF shall appoint a Party Secretary. The Party Secretary may be a serving member of the SF but need not be, in which case the Secretary shall become an ex- officio member without a vote at SF meetings.

6.5       The SF may establish temporary and standing committees for the administration of the Party and the development of policy.

6.6       Initially the SF will comprise all paid-up members, but when the number of members exceeds five hundred, the Party Leader will consult with the members and appoint an initial group of twelve members to form the SF who will stand for election at the next AGM. The SF shall then be restricted to twelve elected members, the Party Leader and Party Chairman, all of whom may vote. Three members of the SF should live in Wards of Bishop’s Stortford, two in Wards of Hertford, and one each in Wards of
Ware, Buntingford and Sawbridgeworth. The remaining six members should live in rural wards.

6.7       Election to membership of the SF shall be restricted to paid-up Members of the Party in good standing.

6.8       If at any time the Party membership of a serving SF member shall be suspended, that member shall automatically be suspended from the SF and shall not be entitled to resume his or her place on the SF until after the restoration of his or her Party membership. If at any time the Party membership of a serving SF member shall be revoked, that member shall automatically be expelled from the SF without the need    for the SF to take any further action.

6.9       Members shall be elected annually to the SF, and each retiring member shall be eligible for re-election.

6.10     Elections to the SF shall be conducted in accordance with rules laid down by the SF from time to time and shall take place annually on a date to be circulated by
e-mail at least twenty-eight days before the election, together with the number of vacancies and the latest date for the receipt of nominations. The election shall be by postal or e-mail ballot of members, as decided by the SF.

6.11     The election shall take place on the basis of the first past the post system. Each eligible Party member may cast a number of votes up to, but not exceeding, the number of vacancies and all votes shall be of equal value.

6.12     The resignation of a member of the SF shall either be evidenced in writing and sent or given to the Party Chairman, or if given orally at an SF meeting it shall be minuted and the Chairman or Secretary shall sign those minutes next to the entry relating to the resignation.

6.13     Should a vacancy occur between elections, the SF may invite a candidate from the immediately preceding SF election to fill the vacancy in accordance with the election rules for that election for a term until the next annual elections when the position shall be filled by election. Members joining the SF in this way shall have the same rights as elected members.

6.14     The SF shall meet at least once a year. Meetings shall be chaired by the Party Chairman or, in the Chairman's absence, by the Party Leader or, in the absence of both, by a member of the SF appointed by the SF for that meeting only.

6.15     When the SF is reduced to twelve elected members, seven voting members and either the Party Leader or Chairman of the SF constitute a quorum, except in the circumstances outlined in paragraphs 6.18 and 6.19 below.

6.16.    Following reduction in numbers, any five or more voting members of the SF may requisition an emergency meeting of the committee by calling on the Party Secretary to summon one as soon as practicable. They must state the business to be discussed and any related motions to be put, and the agenda for the emergency meeting shall comprise this business and matters arising and no other.

6.17    Expulsion of a member of the SF from the committee may be undertaken only by a resolution to that effect passed by at least two-thirds of the voting members present. These measures are in addition to the automatic suspension/expulsion from the committee as per 6.7.2.

6.18    Grounds for expulsion/suspension from the SF shall be the following: -

1)         An action which has caused or is likely to cause the Party or its leadership to be brought into serious public disrepute.
2)         Breaching of SF or Party confidentiality
3)         Persistent non-attendance at its meetings without good cause.
4)         Unbecoming conduct in the course of SF meetings.

6.19     The quorum for a meeting where a disciplinary matter involving an SF member is to be heard shall be seven excluding the member who is the subject of the motion.

6.20     The member against whom disciplinary action is taken by the SF must be given a reasonable opportunity to put his views to the SF, and also to question any memberwho has made allegations against him (which are relevant to the action).

6.21     If the member against whom disciplinary action is to be taken by the SF is not at the meeting, he or she must be given a reasonable opportunity to attend on a subsequent occasion. Action can only be taken in his absence if the SF is of the opinion that it would be fair and reasonable to do so in all the circumstances.

6.22     Following reduction in numbers, the quorum for a meeting where a motion of no confidence in the Party Leader is to be proposed before the SF shall be eight excluding the Party Leader. It shall require the affirmative vote of no less than eight members to pass. The Party Leader must be in attendance or if he or she is not in attendance he or she must have been given reasonable notice within which to attend. The Party Leader must be given the opportunity to address the meeting if he or she is present.

7           THE PARTY LEADER

7.1       The role of the Party Leader is to serve the members, and provide encouragement and ideas to members, elected Councillors and the Steering Forum.

7.2       The Party Leader shall be a member of the SF enjoying full voting rights and shall have the right to be a full member of all sub-committees and working groups set up by the SF.

7.3       The Party Leader will be elected annually at the Annual General Meeting.

7.4       A leadership election shall be called in the event of the Party Leader's death, incapacity or resignation; on the passing of a vote of no confidence in the Party Leader by the SF, if this is endorsed by an Extraordinary General Meeting of the Party; and on the Party Leader's completion of his term of office.

7.5       If there is only one valid nomination for the post of Party Leader the candidate nominated shall be declared Party Leader without the need for a ballot. Any contested election for the leadership shall be decided by a simple majority of the votes cast. Those eligible to vote shall be paid-up members of the Party 14 days before the last date for the receipt of ballot papers.

7.6       When a vacancy in the leadership occurs due to the Party Leader's death, incapacity or resignation, the election procedure shall be initiated by the Party Secretary.

8           THE PARTY TREASURER

8.1       A Party Treasurer shall be appointed by the SF from among full party members in good standing. The Party Treasurer's term of office shall be annual; he or she may be removed before the end of his term by a 2/3rds majority vote of the SF. The Party Treasurer will be an ex officio member of the SF if not already a member of it. The Party Treasurer does not hold voting rights on the SF by virtue of his or her office.

8.2       The Treasurer shall be responsible for managing the Party's finances, for preparing annual accounts and presenting them for approval at the Business Meeting which shall be held within the time required by the Electoral Commission for reporting accounts by the Party. He or she will carry out any other functions prescribed by statute in relation to the finances and financial reporting of the Party. He or she will chair the Finance Committee, if one is set up by the SF.

9           THE PARTY SECRETARY

9.1       The Party Secretary shall be appointed by the SF from amongst full Party members in good standing. The Secretary's term of office shall be annual, he or she may be removed by a 2/3rds majority vote of the SF. He or she will be an ex officio member of the SF if not already a member of it. The Secretary does not hold voting rights on the SF by virtue of his or her office.

9.2       The Party Secretary is responsible for ensuring that the administrative and other arrangements of the Party comply with all legal requirements; for maintaining an up to date record of Party members for national Party purposes; for the administration of leadership elections and elections to the SF (except when he or she is a candidate, when the SF shall nominate another of its members to carry out this task).

10         THE PARTY CHAIRMAN

10.1 The AGM will appoint a Party Chairman from amongst full Party members in good standing. The Chairman will be an ex officio voting member of the SF if not already an ordinary member of it. The Chairman will be entitled to a casting vote whether or not he or she is an elected member of the SF.

10.2     The Party Chairman shall chair meetings of the SF, the AGM and any EGM that may be called.

10.3     The Party Chairman will be responsible for ensuring that all efforts are made to have an active presence in every Ward.

10.4     To that end, the Party Chairman may make such subsidiary administrative appointments as he or she sees fit and may suggest to the SF the creation of paid administrative posts.

11          SEPARATION OF OFFICE

            The offices of Party Leader, Treasurer, Party Secretary, Party Chairman and Vice Chairman may only be held singly, following reduction in numbers of the SF.

12          CANDIDATES

12.1     The SF shall establish a list of approved candidates, for elections and select the candidate for each election.

13          THE CONSTITUTION: APPROVAL AND AMENDMENT

             Amendments to this Constitution will come into force after the approval of a two-thirds majority of members voting at an AGM or EGM.

1) This scheme sets out how East Herts People will regulate its financial affairs for the purpose of compliance with the Political Parties, Elections and Referendums Act 2000 (“the Act”).

2) A copy of the East Herts People’s Constitution, including details of its structure and organisation, and how these are determined, is enclosed.

3) East Herts People does not wish to have any accounting units separate from its central organisation.

4) East Herts People’s Constitution does not provide for the establishment of ward branches or affiliated organisations within the party.

For the purpose of compliance with the Act, the financial affairs of any newly established ward branches or affiliated organisations, will be wholly controlled by the party Treasurer.

5)         The registered Treasurer of East Herts People is responsible for the whole party’s compliance with the financial provisions of the Act and in particular for:
            a)             setting up and maintaining accounting records capable of meeting the accounting record keeping requirements of the Act;
            b)             setting up and maintaining arrangements for ensuring that annual statements of accounts for the party are prepared, approved, audited if necessary and submitted to the Electoral Commission on time;
            c)             developing and putting in place arrangements to ensure that any impermissible or unidentifiable donations of more than £200 tothe party are recorded and returned to sender or, if that is not possible, surrendered to the Commission;
            d)             developing and putting in place arrangements for recording donations of more than £200 and for the submission of quarterly donation reports covering donations exceeding £5,000 and any impermissible or anonymous donations of more than £200; submitting a nil return if there are no reportable donations;
            e)             developing a plan for ensuring weekly donation reports can be submitted during general election periods;
            f)              ensuring that the incurring of campaign expenditure and the payment of claims are duly authorised and that all relevant receipts and invoices are kept;
            g)             developing and implementing a campaign expenditure budget that complies with the limits, together with arrangements for monitoring compliance;
            h)             developing a plan to ensure the compilation, auditing (if necessary) and timely submission to the Commission of a campaign expenditure return when the campaign is over;
            i)             if there is a referendum to which Part VII of the Act applies, developing and putting in place arrangements for complying with the controls on referendum expenditure (this will be done by adapting the party’s arrangements for the control of campaign expenditure);
            j)             ensuring that any grants from the commission to the party are spent in accordance with the conditions of grant imposed by the Commission; and
            k)             being responsible for the compliance of ward branches with the financial requirements of the Act.

6) East Herts People does not intend to appoint any deputy treasurers with responsibility for campaign expenditure.

7) The party Treasurer will ensure that the party leader and all other officers and members of East Herts People have sufficient knowledge of the party’s financial obligations under the Act to ensure that the party as a whole complies with these obligations.

9) The party Treasurer will ensure that any proposed amendments to this financial scheme are submitted to the Electoral Commission for approval.

Constitution Of East Herts People