APComm Constitution

The latest version of the APComm Constitution was adopted at the APComm Executive Committee meeting held on Tuesday 26 March 2013 at Cheshire Constabulary Headquarters. The constitution is detailed in full below:

 

APComm Constitution

 

Name

The name of the group shall be the Association of Police Communicators, hereafter referred to as APComm.

 

Objects

APComm is established to:

(i)                  Represent to stakeholders* all the specialist police communications professionals working to support the police service

(ii)                Provide training and help develop the knowledge, skills and career opportunities of members

(iii)               Share and promote good practice and create networking opportunities for those working in police communication

(iv)              Develop evaluation methods to demonstrate the impact that effective communication is having on policing services

(v)                Promote the good work and successes and how they have improved the police service

 

*stakeholders includes not exclusively Home Office, ACPO, APCC, Media

 

Powers

In furtherance of the objects, but not otherwise, the Executive Committee may exercise the power to:

(i)                  Receive contributions through an annual membership fee

(ii)                Publicise and promote the work of the Association and organise meetings, training courses, events or seminars etc

(iii)               Work with groups of a similar nature and exchange information, advice and knowledge with other organisations

(iv)              Employ staff and volunteers (who shall not be members of the Executive Committee) as necessary to conduct activities to meet the objects

(v)                Procure goods and services to aid the effective running of the Association

(vi)              Buy or rent equipment as required to support the objects of the Association

 

 

Membership

(i)                  Membership is open to anyone who is working operationally within a police force or appropriate law enforcement agency (as agreed by the Executive Committee) corporate communications, PR or media function within UK through a Force membership fee

(ii)                Members should assist the association to achieve its aim and objectives and adhere to any requests

(iii)               Where it is considered membership would be detrimental to the aims and activities of APComm, the Executive Committee shall have the power to refuse membership, or may terminate or suspend the membership of any member both Force or individual by resolution passed at a meeting

(iv)              Members shall have the right to appeal to the Chair

(v)                Any member of APComm may resign the Force/Agency membership by providing the Secretary with written notice

 

Management

(i)                  The Association will be administered by an Executive Committee of no less than five (5) people and no more than fifteen (15) who must be members and currently working within police communication

(ii)                The Executive Committee will be elected for a period of two years and may seek re-election at the AGM (the two year will be reviewed in 2014 with a view to elections in 2015)

(iii)               The Executive Committee will consist of Chair, Vice Chairs (up to 4), Secretary, Membership Secretary and Treasurer, and any additional officers deemed necessary by the Executive Committee to carry out the required activities

(iv)              Any member of the Executive Committee who fails to attend (including virtual meetings) 50 per cent of committee meetings within 12 months without reasonable excuse shall lose his/her place on the Committee which may be filled by co-option

 

Functions of the Executive Committee

(i)                  The Executive Committee may make such regulations as its members consider appropriate for the efficient conduct of the business of the Association

(ii)                The Executive Committee may appoint such staff as its members consider necessary on such terms and conditions as they may determine

(iii)               The Executive Committee may appoint sub-committees, advisory groups or working parties of its own members and other persons as it may decide necessary for carrying out its work and may determine their terms of reference, duration and composition. All such sub-committees shall make regular reports on their work to the Committee.

 

Meetings

(i)                  The Executive Committee will meet at least four times a year. Meetings will enable the Association to discuss actions and monitor progress to date and to consider future developments

(ii)                All members will be given at least 14 days notice of when a meeting is due to take place, unless it is deemed an emergency

(iii)               50 per cent of committee members must be present in order for a meeting to take place

(iv)              It shall be the responsibility of the Chair to chair all meetings or designate a deputy in his/her absence. All meetings must be minuted and accessible to interested parties

(v)                The AGM shall take place in the last quarter of the calendar year . At least 14 days notice must be given before the meeting takes place. All members are entitled to vote at the AGM.

(vi)              All members can attend any Executive Committee meeting although they will be unable to participate in voting

 

Finance

(i)                  Any money acquired by the Association shall be paid into an account operated by the Executive Committee in the name of APComm. All funds must be applied to the objects of the Association and no other purpose

(ii)                The Executive Committee shall fix the annual membership rates appropriate to categories including the size of the force or agency

(iii)               Any income/expenditure shall be the responsibility of the Treasurer who will be accountable to ensure funds are utilised effectively and that the Association stays within budget. Official accounts shall be maintained and audited. An annual financial report shall be presented at the AGM. The Association accounting year shall run from 1 April to 31 March

 

Annual General Meeting

(i)                  An AGM of the Association shall be held at such place and time as the Committee shall determine

(ii)                At such an AGM the business shall include the following:

–          The election of members to serve on the Committee if required

–          The appointment of an auditor or auditors

–          The consideration of the finance report and audited accounts

–          The consideration of the business plan and work undertaken by the Committee

–          The transaction of such other matters as may from time to time be considered necessary

 

Altering the Constitution

(i)                  Any changes to the constitution must be agreed by a majority vote at a specially arranged meeting or a scheduled meeting if appropriate

(ii)                Amendments to the constitution or dissolution of the Association must be conveyed to the Secretary formally in writing. The Secretary and Executive will then decide on the date of a special general meeting to discuss the proposals, giving members at least 28 days notice

 

Dissolution

(i)                  The Association may be dissolved if deemed necessary by the members in a majority vote at a special meeting. Any assets or remaining funds after debts have been paid shall be returned to their providers or transferred to policing charities at the discretion of the Executive Committee

 

Indemnity

The Association shall indemnify and keep indemnified any officer, member, volunteer or employee of the Association from and against all claims, demands, actions and proceedings (and all costs and expenses in connection therewith or arising therefrom) made or brought against the Association in connection with its activities, the actions of its officers, members, volunteers or employees, or in connection with its property and equipment but this indemnity shall not extend to liabilities arising from wilful and individual fraud, wrongdoing or wrongful omission on the part of the officer, member, volunteer or employee sought to be made liable.

 

This constitution was adopted at the APComm Executive Committee meeting held on Tuesday 26 March 2013 at Cheshire Constabulary Headquarters.