ABERDEEN CIVIC FORUM
CONSTITUTION
As agreed at Civic
Forum meeting of 25
Sept. 2002 and amended
31 May 2003, 7 March
2005, 3 Sept. 2007,
17 May 2008, 5 Sept.
2009, 27 Feb. 2010;
19 Feb 2011; 12
November 2013; and 17
February 2015
1
Title
The Forum shall be called the “Aberdeen Civic Forum”, referred to
hereinafter as “the Forum”.
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Aims and Remit
The aims of the Forum shall be as follows:
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to enable communities in the City to participate fully and formally in
the Community Planning process, to bring the voice of the
community to the decision making table.
to bring communities together to promote discussion and dialogue
on issues of common interest in order to present their views to the
Community Planning Aberdeen Board and its Groups (referred to
hereinafter as “CPA”) and other organisations.
to help build links between communities
to uphold equality of opportunity principles by ensuring no one is
treated less favourably on any grounds and to promote good
relations. .
The remit of the Forum shall be as follows:
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to discuss issues relevant to Community Planning arising from
communities or CPA;
to prioritise and comment on issues with a view to influencing the
decisions of CPA and its constituent partners;
to monitor the work of CPA and ensure that issues are progressed;
to receive feedback from CPA on progress in relation to the
Community Plan, and in particular the achievement of targets
contained in the Plan;
to act as a consultative forum for CPA and its constituent partners
on proposals for the development of their services;
to give feedback relating to the Forum’s activities to its constituent
members; and
to appoint representatives to CPA Groups and other bodies as
appropriate and as required.
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Membership
The Forum shall be composed of community representatives as follows:
(a)
Area representatives:
Each of the Community Council (CC) areas in Aberdeen shall be
entitled to one voting representative, although any number of
representatives from CCs can attend, only one nominated
representative from each CC present, may vote.
In areas where a Community Council exists, the CC will nominate
members, although those nominated do not require to be
Community Councillors. In areas where no CC exists, the Forum
will seek area representatives from other community groups
operating in the area.
Representatives will serve for terms of 3 years to coincide with the
3-year term of office of Community Councils in the City with
nominations after each triennial CC election.
Where a vacancy arises on the Forum, the CC or Community of
Interest (COI) is to be advised so that they can elect a replacement
representative.
(b)
Communities of Interest representatives:
Each of the established COI shall be entitled to one voting
representative each, although any number of representatives from
COI can attend, only one representative from each COI present
may vote, (currently)
Aberdeen City Youth Council
Aberdeen Federation of Community Centres
Aberdeen University Students’ Association
Aberdeen Women’s Alliance
Disability Advisory Group
Ethnic Minority Forum
Grampian Regional Equality Council Ltd
Grampian Senior Citizens Forum
Gypsies/Travellers Community
North East LGBT+ Development Group
North East Scotland Equalities Network
Regeneration Matters
In addition, the Forum may at its sole discretion, invite other
recognised COI or Community Groups to become members of the
Forum..
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Representatives will serve for terms of 3 years, to coincide with the
3-year term of office of CCs in the City, with nominations after each
triennial CC election.
Representatives of CPA may be invited to attend Forum meetings when
their attendance relates to particular agenda items.
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Substitution of Members
If a Forum member is unable to attend a meeting of the Forum, a
substitute nominated by his/her ,CC/COI may take his/her place at that
meeting. Notice of such substitution should be given prior to the start of
the meeting.
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Attendance
If any member of the Forum should miss three meetings concurrently, that
member may be excluded from membership for the remainder of the
current term of office. This will not apply if the said member has submitted
an apology in advance (that is at least one working day prior to the
meeting in question) and/or arranged for a substitute to attend on their
behalf.
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Quorum
The quorum for a meeting of the Forum shall be 30% of its current voting
membership.
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Meetings
The frequency and dates of meetings shall be determined by the Lead
Group (see Section 10 below) but the Forum shall normally meet 4 times
per year.
Meetings of the Forum shall be held in public.
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CPA Groups and Other Bodies - Forum Representation
Membership of CPA Groups and other bodies shall be decided by
election where the number of candidates exceeds the number of places
available. The membership period shall be for 3 years unless, otherwise
specified to coincide with the 3 year term of office of Forum
members.
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Code of Conduct
Members of the Forum will adhere to the Code of Conduct in respect of
their attendance at Forum meetings, Lead Group meetings and any other
meetings at which they represent the Forum.
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The Chairperson will preserve order during meetings and ensure that any
member wishing to speak is given the opportunity to do so and a fair
hearing. The Chairperson will be entitled to rule on the competence or
acceptability of a contribution to the discussion at a meeting and their
decision shall be final.
If any member disregards the authority of the Chairperson, or acts in an
offensive or disruptive manner at a meeting, the Chairperson may move
that such member be suspended for the remainder of the meeting or until
a time to be specified. If seconded, the motion shall be put to a vote by
show of hands without discussion.
If the motion is successful the
suspended member shall leave the room immediately. If the motion is
unsuccessful, the Chairperson may adjourn the meeting until a specified
time.
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Lead Group
The Forum shall elect a Lead Group after each triennial Community
Council election for the coming 3 years.
(a)
Functions of Lead Group
Generally the Lead Group shall have a responsibility to conduct the
business of the Forum between meetings and to work to fulfil the
Forum’s aims. This shall include:
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preparing for Forum meetings (i.e. agenda building, practical
arrangements etc);
preparing for each meeting of CPA (i.e. to consider agenda
items, their implications for communities, and the likely views of
communities);
making any substantive changes to the job description of the
Civic Forum Development Officer in conjunction with the Chief
Executive of Aberdeen Council of Voluntary Organisations
(ACVO);
undertaking other tasks consistent with the Forum’s role (e.g.
giving views in response to consultation exercises, making
practical arrangements, minor developments);
being responsible for approving and taking action on the
decisions of the Forum; and
approving minutes of meetings of the Forum to enable actions
to be taken promptly on the understanding that the Forum will
continue to have consideration of its previous minutes on its
agendas so that members can raise matters referred to in the
minutes if they wish to do so.
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(b)
Generally the Lead Group shall either seek approval in advance for
action it intends to undertake, or where appropriate report
subsequently to the Forum
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Membership of Lead Group
The Lead Group shall consist of 18 members of the Forum,
being 9 members from CCs and 9 members from COI elected after
each triennial Community Council election by those Forum
members, or their substitutes, present at the appropriate Forum
meeting, in accordance with the following:Forum members representing CC areas in North, Central and
South Aberdeen, originally defined by Aberdeen City Council
shall each elect from among their number:
3 Lead Group members, from each area
Only members of the constituency in which the vacancy arises will
be eligible to vote.
Forum members representing COI shall elect from among their
number:
9 Lead Group members
Elections shall be conducted on the basis of a “first past the post”
system.
(c)
Quorum
The quorum for a meeting of the Lead Group shall be 40% of its
current voting membership.
(d)
Office Bearers
The Lead Group shall elect from among its number a Chairperson
and Vice Chairperson to chair its meetings and meetings of the
Forum. The person conducting the election process shall offer the
Group the opportunity of a secret ballot and if a minimum of 3
members present indicate they agree with the request, a secret
ballot will take place immediately. Otherwise election by show of
hands shall proceed.
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11
Working Groups
The Forum or the Lead Group may establish Working Groups comprising
Forum members and such other persons with particular expertise or
interest as may be appropriate, to undertake specific work on its behalf.
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Administration
The Forum shall receive administrative support from ACVO and other
support, as appropriate, from Aberdeen City Council and other CPA
partners.
The Civic Forum and Lead Group will be clerked by ACVO normally the
Civic Forum Development Officer.
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Alterations to the Constitution
Proposals to amend this Constitution must be notified in writing to the
Civic Forum Development Officer, at least four weeks prior to the
date of meeting of the Forum. The Development Officer must
circulate to members of the Forum any proposed change at least two
weeks prior to the meeting date. Amendments must receive the support of
two thirds of those present and voting.
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