Constitution
THE WITHAM STAPLE REVISED CONSTITUTION (Adopted AGM July 2024)
1. Name: The name of the organisation is The Witham Staple
The Witham Staple is a monthly community magazine run by volunteers. It serves the Witham Villages of Aubourn, Bassingham, Carlton le Moorland, Haddington, Norton Disney, Stapleford, Thurlby and Witham St Hugh’s. Residents receive a hard copy magazine ten times a year, with the exception of Witham St Hugh’s who only receive the internet version. There is no magazine in August and January.
2. Aims:
a) To provide a platform to promote local activities, groups, organisations and events
b) To publish articles of interest to the local community
c) To help foster a sense of community and coherence within the villages and across the area
d) To produce a non-commercial community magazine which, whilst produced by volunteers, meets high standards of editorial content, production and delivery
e) To involve as wide a group of volunteers as possible to meet those high standards
f) To support local groups operating within the Witham area with small grants subject to agreed criteria. These grants will only be available when funds permit
3. Objectives:
a) To produce a magazine free of charge and delivered to households in the seven villages by the first day of the relevant month (WSH receives the online version)
b) To produce ten editions a year: one each month, except that the edition for July shall also cover August, that for December shall also cover January
c) To carry material which is relevant to and likely to be of interest to the generality of local residents (or to a reasonable group of residents);
d) To seek first and foremost to generate copy from individuals and organisations within these villages
e) To generate adequate income to meet the running costs of the magazine, chiefly from carrying local commercial advertisements
f) To seek, through the material carried, to reflect the local community, to celebrate the positive aspects of local life and activity while maintaining, through editorial judgement, an appropriate level of impartiality and objectivity. (We do not publish articles of a political, potentially contentious, or from vested interests)
g) To promote local non-commercial events and activities in the area by providing free publicity.
4. Organisation:
Committee:
a) The Witham Staple is run by a committee of officers and up to SIX other members, elected at the Annual General Meeting which is normally held each spring.
b) The composition of the Committee seeks to be representative of the villages served by The Witham Staple. The Officers include, Chairman, Vice-Chairman, Editor, Secretary, Treasurer, Business Manager, Distribution Manager. For practical reasons posts may be combined, eg Treasurer and Business Manager. Other posts may be added to reflect changing needs, (eg. Website Manager/Printing Liaison)
c) Any additional posts must be agreed by majority vote of the committee. If a committee member wishes to resign, that person should contact the chairman in writing. They can be replaced by co-option, agreed by a majority of remaining committee members, and will remain in post until the next AGM.
d) The Committee meets at least once a year to agree changes and make other decisions. The quorum for committee meetings is half the current membership of the committee. Decisions are made by simple majority of those present.
e) Committee Meetings are called by the Chairman. Any committee member may request a meeting, but this would be held at the Chairman’s discretion.
f) Proposed agenda items should be submitted by committee members 14 days in advance of committee meetings.
g) The Witham Staple is run by volunteers who are not employed and do not receive payment.
h) Disputes: In the case of any disputes as to the interpretation, of the constitution, the committee will have the final say.
i) The committee may make decisions by exchange of emails. All members should be in the circulation, and encouraged to reply. Any decision will be by a simple majority of those responding.
AGM:
a) The meeting is open to the public and advertised in The Witham Staple, with at least two weeks notice. Residents of the Witham Staple villages are eligible to vote at the AGM.
b) All officers and committee members are elected at the AGM.
c) At AGM meetings reports from the following will be submitted: Chairman, Treasurer, Business Manager, Editor, Distribution Manager, Web Manager and any other reports deemed appropriate. Written reports are submitted to the committee before the AGM but officers are expected to highlight the main points in their report.
d) Amendments to the constitution, by the committee, must be verified at the AGM
Emergency General Meetings:
These may be called by the Chairman, or a majority of the committee, or by written request from at least 10 residents. The meeting must be advertised at least two weeks in advance.
Finance:
a) The organisation operates two bank accounts: a current account, and a savings account, in the name of THE WITHAM STAPLE.
The current account has THREE signatories, and a chequebook, but is mainly operated via online banking, by our Treasurer, in line with banking rules and law.
The savings account has TWO signatories, and is operated by the Treasurer.
Both accounts are subject to annual audit by a suitably qualified person. The audited accounts should be presented at the AGM
b) The committee has the power to agree to acquire or dispose of assets, necessary for the functioning of the organisation.
c) The committee may raise money through charging for advertising, or by fundraising.
d) Reasonable out of pocket expenses may be paid, following agreement by the committee.
e) The committee may agree small gifts on retirement of long serving members
f) The committee may agree grants to local groups, when surplus funds permit, subject to our agreed criteria.
5. Responsibilities of Officers
a) Treasurer: The main responsibility for financial matters lies with the Treasurer.
b) The Business Manager: Deals with advertisers, including invoices and payments and keeps detailed records of all transaction, and liaises with the printers and our Distribution Manager.
c) Chairman: Calls and chairs committee and AGM meetings. Supports officers in aspects of their roles. The Chairman deals with issues as they arise. The Chairman has the casting vote.
d) Editor: Edits and formats the magazine, liaises with our artist, sends magazine copy to printers. Agrees deadlines Business Manager (who liaises with printers).
e) Secretary: arranges and invites committee members to meetings, arranges agenda and records minutes of all meetings. The secretary deals with correspondence.
f) Distribution Manager: Recruits and replaces volunteers to deliver the magazines, organises distribution teams and bagging, arranges cover when necessary, reviews number of copies needed when new homes are added to rounds.
g) Web Manager: Uploads the latest copy monthly. Updates the website regularly and liaises with the web providers. Additionally, the Web Manager deals with technical issues or arranges outside assistance where necessary.
6. Policies/Guidelines:
Any operational Policies/Guidelines should be read in conjunction with our Constitution. They are agreed by the committee, and reviewed regularly.
Currently, these include grants, inclusion of flyers, and political content.
7. Dissolution
If there is a potential need to dissolve the organisation, the community should be consulted. An open meeting will be arranged to discuss the problems, invite solutions, and seek extra help. If no way forward can be agreed, then the formal dissolution process will begin. An AGM or EGM will be called, giving at least two weeks notice. The organisation may be dissolved by a vote of a two-thirds majority of those present at the AGM or EGM. Officers will be responsible for the orderly winding up of the organisation, ensuring that all debts and liabilities are paid. Assets will then be distributed equally to the Witham Villages Parish Councils/ Village Meetings, for the benefit of residents.
This Constitution was adopted at an Annual General Meeting held at Carlton le Moorland Village Hall on Tuesday 23 July 2024
Signed: A C Sceeny Name: ANDREW COLIN SCEENY
Position: CHAIRMAN Date: 23 July 2024