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West Southsea Neighbourhood Forum Constitution

NAME

1.0 The name of the Neighbourhood Forum shall be the 'West Southsea Neighbourhood Forum' but can be changed at a later date.

PURPOSE

2.0 To benefit West Southsea by promoting contact between local residents and the City Council and other appropriate organisations on issues of concern locally and improvements to the area's environment, appearance and/or amenities.

MEMBERSHIP

3.0 All people living in the area outlined on the Forum map are automatically members of the Forum.

3.1 The Portsmouth City Councillors for any ward wholly or partially within the area covered by the Forum (i.e. St Jude and St Thomas Wards), together with the Leader and Deputy Leader of the City Council shall be honorary members without voting rights.

MEETINGS

4.0 The Forum will meet at least 4 times a year. Meetings will be called by the Chairman, by the Committee, or by any 10 members passing a signed request to the Secretary. An agenda, stating the subjects to be discussed at the meeting will be displayed locally and circulated to every household in the neighbourhood at least 7 days before the meeting.

4.1 If for any reason the agenda fails to be delivered to any household as required above, this will not invalidate the meeting.

4.2 Meetings will be open to everyone living in the neighbourhood. Any decisions will be taken by a show of hands majority vote of those present. [No decisions shall be taken if there are fewer than 20 residents present.]

OFFICERS

5.0 There will be a Chairman and a Secretary of the Forum, elected from amongst the members at the first meeting after 1st May. A Deputy Chairman and Deputy Secretary will be elected by the Committee.The Chairman's responsibilities are:

1. to determine through the Committee the agenda for a Forum meeting.
2. to call at least four meetings a year and to chair these meetings
3. where specifically authorised by the forum to represent their viewpoints, as necessary, to Portsmouth City Council Officers and Councillors and to other organisations

5.1 The Secretary will receive requests for meetings from the Chairman and/or members, publish and arrange for the circulation of dates of meetings, agenda and minutes of meetings.5.2 The Deputy Chairman and Deputy Secretary will deputise in the absence of the Chairman and Secretary, respectively.

THE COMMITTEE

5.0 The members shall elect a Committee to assist the Chairman in the discharge of his/her responsibilities. The Committee may set up Sub Committees to work on specific issues which cause members particular concern and to develop proposals and formulate views. The Committee and Sub Committee shall follow the attached Terms of Reference.

5.1 The members of the Forum shall have the power to remove the Chairman, Secretary (and their deputies) or Committee members by majority vote.

5.2 Members of the Committee shall act as channels of communication between the Neighbourhood Forum and their local residents, reporting the residents' views and recommendations as appropriate.

FUNCTIONS

6.0 The Functions of the Neighbourhood Forum are:

1. to discuss matters of interest and concern to residents of West Southsea;
2. to raise these with the City Council and other agencies and organisations at the appropriate level, and to represent the views of local people to those bodies;
3. to identify actions required to improve the environment, appearance and amenities of the area, and to receive progress reports on action taken;
4. to comment on any proposals before the City Council which affect the local neighbourhod;
5. to assist the City Council in prioritising and making bids for schemes in the West Southsea area;
6. to provide feedback on City Council services;
7. to make recommendations to the City Council on the development of its corporate strategies, priorities and service plans as they affect West Southsea.

CHANGES TO THE CONSTITUTION

7.0 This constitution, and/or the area covered by the Forum, can only be changed by a 2/3rds majority vote of members present at a meeting of the Forum. The agenda for such a meeting must have been circulated at least 14 days before the meeting, and must have included notice of the proposed change.

TERMS OF REFERENCE

The Forum Committee

Primary Purpose
To enquire, investigate, assess; and where appropriate, to inform and advise Portsmouth organisations and locally elected representatives of the general, majority wish of the Forum on matters of particular interest.Secondary Purposes
To set the Agenda for Forum Meetings so that the Forum is fully advised of the actions of the Committee, and is informed about and enabled to discuss important matters of local interest with guest speakers.Accountability
The Committee is accountable to the Forum.

Authority

1. To represent views expressed at a Forum Meeting where these have been discussed and agreed by a majority of residents in attendance.
2. To represent the Committee's understanding of views expressed at previous Forum Meetings where notice for action is too short to allow the calling of a special meeting.
3. To set up sub committees to study problems and provide advice relating to the Forum's business in specified areas.

Tasks

1. Meeting at least four times a year, under the chairmanship of the Forum Chairman normally about six weeks prior to the full Forum Meetings.
2. Hearing reports from sub committees' chairmen, discussing such reports and agreeing on any further action necessary.
3. Setting the agenda for Forum meetings.

Sub Committees
Preamble Sub Committees will normally consist of two or three people and will meet informally. Sub Committees will be formed from members of the Committee and the Forum.Primary Purpose
To undertake the Committee's business in a specified area so that the purposes of the Committee are achieved.Accountability
Sub committees are accountable to the Committee.Authority
To represent views and ideas expressed at a Forum Meeting in a specified area where these have been agreed by a majority of the residents present.

Tasks

1. Meeting as necessary to conduct business agreed by the Committee
2. Planning and conducting business in order to futher the Committee's aims and objectives in a particular area.