Adopted on the 23rd March 2011
1.0 Introduction
The Torbay Strategic Partnership established the Community Partnerships in Torbay in 2002 to increase the involvement of local people and communities in the way in which the Torbay Strategic Partnership works.
The Community Partnerships (formerly known as the Ward Partnerships) are voluntary groups broadly based on the ward boundaries within Torbay and each of the areas covered are shown on the map below.
Click on this link to see the Map of Torbay's Community Partnerships
Community Partnerships provide an opportunity for the people who live or work in the area to discuss common priorities. They provide an opportunity for local people to understand and influence the way in which services are provided in their area, and ultimately help shape Torbay’s major plans and strategies.
2.0 Aim
The Community Partnerships’ aim to bring together local people to add value and achieve a better quality of life for the local community.
3.0 Objectives
- To promote the economic, social, health and environmental wellbeing of the community within each Partnership area.
- To provide an opportunity for local people to influence local decision-making.
- To ensure openness and transparency amongst statutory agencies and provide an opportunity for local people to influence the priorities and services of these agencies.
- To improve community leadership for the benefit of the whole area.
- To improve democratic participation by local people.
- To develop area plans to benefit the local community and Torbay as a whole.
4.0 Membership
Membership of each Community Partnership will be open to all people living or working, or organisations operating, within the boundary of the Community Partnership.
5.0 Powers of a Community Partnership
In pursuance of its objectives, the Community Partnership shall have power to:
- Operate a bank account and manage investments
- Apply for grants and raise money
- Publish leaflets, newsletters and use electronic means of distribution
- Purchase goods and services
- Organise events and functions to the benefit of the community
- Affiliate, liaise or enter partnerships with other organisations sharing similar objectives
- Undertake any other lawful activities as approved by the membership
6.0 Steering Group
Each Community Partnership will be managed by Steering Group of around 12 people (dependant on the population served by the Community Partnership). The Steering Group will be voted in at the first public meeting held after the 31st March each year. The precise composition of the Steering Group will be agreed at this stage by the Community Partnership membership. The Steering Group will act as the core membership of the Community Partnership and Steering Group members will have voting rights.
Councillors and a member of the police Neighbourhood Team will be members of the Steering Group.
Nominations for representatives to sit on the Steering Group will be sought from residents, local schools and colleges, community and voluntary groups, trade organisations, residents’ associations and other relevant agencies providing services in the area.
Members of the Partnership can additionally be co-opted onto the Steering Group between at any time by a majority vote. Co-opted members will have full voting rights.
No decision-making processes will be carried out at a meeting of the Community Partnership unless at least four voting members are present.
Members of the Steering Group will be expected to attend Steering Group and Public Meetings, but if they are unable to attend must give apologies in advance of the meeting. If no apology is received for more than three consecutive Steering Group Meetings, it will be understood that the member no longer wishes to remain on the Steering Group, and will be removed immediately.
Steering group members are required to declare any conflicts of interest relating to issues being discussed or recommendations being made by the Community Partnership.
6.1 Officers of the Partnership
A Chairperson, Vice Chairperson, Secretary and Treasurer will be elected (from the membership of the Steering Group) by each Community Partnership at its first meeting after 31st March each year. The Chairperson will preside at meetings of the Partnership.
In the absence of the Chairperson (and Vice Chairperson), those present will elect a temporary Chairperson for that meeting.
The Chairperson and Vice Chairperson of each Community Partnership have five main responsibilities:
- To co-ordinate the arrangements for meetings of the Community Partnership, and ensure that meetings of the Partnership are conducted efficiently, fairly and harmoniously
- To ensure the Steering Group engages with the wider community and can effectively represent their views
- To represent the Community Partnership with stakeholders and at meetings
- To report back to the Steering Group on all Community Partnership matters
- To identify and support a replacement Chairperson and Vice Chairperson
The Secretary has four main responsibilities:
- To prepare and issue agendas, notes, minutes and reports for the Community Partnership meetings
- To maintain a database of the Community Partnership membership
- To report to the Steering Group on all related administrative activities
- To liaise closely with other Steering Group members
The Treasurer has five main responsibilities:
- Maintain proper accounts
- Maintain an appropriate bank account in the name of the Community Partnership
- Prepare end of year accounts (31 March annually) for audit purposes
- Make available the accounts at any time for inspection by a member
- Liaise with the other Steering Group members
The Chairpersons, Vice Chairpersons and Secretaries of the Community Partnerships will, from time to time, act together as a consultation group on community issues.
7.0 Members representing organisations
Members who attend a Community Partnership on behalf of another organisation should make this clear to other members.
The Community Partnership will:
- Afford a member that sits on the Community Partnership Steering Group on behalf of an organisation the opportunity to consult with the membership of his or her group in advance of any major votes or decision making, providing this can be done in a timely manner.
- Afford a member that sits on the Community Partnership Steering Group on behalf of an organisation adequate supplies of information and/ or consultation materials for circulation to his/her organisation.
- Support the aims and objectives of the member organisation providing they do not contravene the majority view of the full Community Partnership membership (being all people living or working, or organisations operating, within the boundary of the Community Partnership area).
In turn the representative of the member organisation will:
- Fully inform the membership of his/her organisation of the workings of the Community Partnership and to advertise the public meetings and other activities of the Partnership amongst their group members.
- Ensure there is a democratic and transparent process within the organisation to elect their representative to the Community Partnership Steering Group and that a consensus is sought within the organisation itself on matters before they are raised with the Community Partnership.
- Ensure that any concerns the member organisation has with the workings of the Community Partnership are raised first and foremost with the Chairperson of the Community Partnership and discussed openly within the Steering Group.
8.0 Frequency of Meetings
Each Community Partnership will meet in public normally every quarter. The dates and times of the meetings will be agreed by each Partnership and will be widely publicised. The Steering Group will meet at least once between the quarterly meetings.
The venue for meetings of Community Partnerships will be determined by the Steering Group.
The Police and the Council will make available premises for meetings of each Community Partnership and will take all reasonable steps to ensure that the venues are easily accessible for everyone who wishes to attend meetings of the Partnerships.
9.0 Matters for discussion at meetings of Community Partnerships
All members of a Community Partnership can ask for items to be considered by the Partnership subject to the following:
- Any proposed item of business must be notified to the Partnership Chairperson, Vice Chairperson or Secretary at least 15 working days before the meeting of the Partnership is due to take place.
- Individual or personal complaints or issues cannot be accepted for discussion unless the person asking for the item to be discussed can demonstrate that the issue is of wider concern to the local area.
Urgent items of business can be discussed at meetings provided that the Chairperson agrees that discussion on the matter could not reasonably wait until the next meeting.
The Secretary will publish an agenda listing all of the matters to be considered at the meeting of the Partnership at least 10 working days before the meeting is due to take place. Agendas will be widely publicised.
Draft minutes of each meeting of each Partnership will normally be finalised within 10 working days of the meeting, approved by the Chairperson and be published electronically, with copies circulated to members. Minutes will then be formally approved (with any appropriate amendment) at the next meeting of the Community Partnership.
10.0 Decision making
The Community Partnerships are not formal decision making bodies and may only make recommendations to other persons or bodies.
Decisions will be made by the voting members of the Partnership by a majority vote. The Steering Group will make every effort to engage the wider community on an issue before a decision is made – either through one of the public meetings or using alternative means – such as a questionnaire to residents, door-knock, exhibition, roadshow, visiting other groups etc. A show of hands may be requested at a public meeting to inform the Steering Group members’ decision. No decision or resolution of the Partnership will be made unless a minimum of 4 members have been involved.
On certain issues, the Community Partnerships in each town (as shown on the map at the start of this document) may be asked their collective views. In this case each Community Partnership will have one equal vote and no decision or resolution of the Partnerships will be made unless a minimum of two thirds of the Partnerships within that town have been involved.
11.0 Equal Opportunities Statement
The Community Partnerships support the principle of equal opportunities in all areas of their activities and opposes all forms discrimination on the grounds of colour, race, nationality, ethnic or national origin, religious belief, age, gender, sexual orientation, marital status or disability. The Community Partnership will regularly monitor the implementation of its equal opportunity policy to ensure full compliance.
12.0 Law and Conduct
Members of the Community Partnership shall, at all times, act in good faith and in accordance with the Law and the Community Partnership Code of Conduct. In cases of doubt or difficulty appropriate guidance must be sought by the Steering Group. The Steering Group can suspend one of their membership by a majority vote. The suspended member can appeal this decision through representation to the Community Partnership Management Group. Issues that cannot be adequately resolved within the Partnership can also be referred to the Community Partnership Management Group by any member of the Steering Group.
13.0 Variation and Suspension
Two thirds of the Steering Group present at any meeting of Community Partnership may vote to vary or suspend this Constitution for that meeting.
14.0 Alterations and Amendments to the Constitution
Changes to the overall Constitution may be made at a meeting of representatives of at least two thirds of Torbay’s Community Partnerships, and agreed by a simple majority vote. Changes need to be ratified by the Torbay Strategic Partnership.
Each Community Partnership can amend its Constitution to better serve the community it represents by adding clauses to this general Constitution. It cannot delete any clauses in this general Constitution. Changes at the individual Community Partnership level can be made at a public meeting following a properly submitted resolution and agreed by a majority vote. Changes need to be ratified by the Community Partnership Management Group.
Notwithstanding the above, the Torbay Strategic Partnership may also suggest constitutional alterations and amendments at any time in consultation with the Community Partnerships.
15.0 Dissolution
A Community Partnership may be dissolved and wound up on the instructions of Torbay Council Strategic Partnership if it is not fulfilling its objectives, or by a majority decision of not less than two thirds of the Steering Group at a public meeting called specifically for that purpose.
After settlement of all outstanding liabilities, the net assets of the Community Partnership will be distributed for local charitable purposes as defined at the dissolution meeting, and in accordance with donors’ criteria.
