1. Name and Nature
1.1 The name of the Council shall be the Celbridge Community Council (hereinafter referred to as) “The Council”.
1.2 The Council shall be a charitable organisation.
1.3 The Council shall promote its objectives in Celbridge and its environs as determined by the Council.
1.4 The Council shall be non-party in matters of politics and non-sectarian in matters of religion.
1.5 No officer of the Council shall be a publicly elected representative.
2. Objectives
2.1 To promote greater contact with caring, community, social, residential, youth, cultural, sporting, and business groups.
2.2 To support the activities of voluntary groups in Celbridge.
2.3 To provide care for the aged and other services for the benefit of the community.
2.4 To encourage employment in Celbridge or to assist in its provision.
2.5 To evaluate and influence the planning and physical development of Celbridge.
2.6 In furthering these objectives, the Council may legally acquire and hold any necessary property.
3. Membership
3.1 The governing body of the Council is the membership in General Meeting.
3.2 Membership of the Council shall be open to all persons aged 18 years and over residing in Celbridge and its environs.
3.3 The functional area of the Council shall be deemed to be Celbridge and its environs as determined by the Council at an Annual General meeting.
3.4 Any person qualified by age and residency shall have the right to stand as a candidate and to nominate candidates in the biennial elections to the Council.
3.5 The Council may from time to time confer Honorary Membership of the Council on a person who has made a significant contribution to the Celbridge area.
3.6 Each new member shall receive a copy of the Council’s Constitution.
3.7 Membership of the Council shall be confined to thirty five persons elected biennially.
3.8 The Council should endeavour to co-opt sufficient numbers to keep the Council membership at thirty five members.
3.9 Each Council member may propose only one co-option in any twelve month period.
3.10 In the event of full membership, the Council may co-opt a further five persons who have a relevant contribution to make to the Council and to Celbridge.
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4. General Meetings
4.1 Meetings of the membership are Annual General Meetings, General Meetings or Special Meetings.
4.2 Seven day’s clear notice must be given to members of each Meeting together with its written agenda.
4.3 Any alteration to the Constitution must be made at a Special Meeting or Annual General meeting and shall require a majority of two thirds plus one of the members present.
4.4 Where an alteration to the Constitution is approved, a dated copy of the new version of the Constitution shall be made available to every member within twenty one days by the Secretary.
4.5 Notices of a Meeting may be given in hard copy, or electronic format as applicable.
4.6 The Quorum for an Annual General Meeting, General Meeting or Special Meeting shall be eight members.
4.7 Members of the Community are entitled to attend General Meetings of the Council but not take part in the business of the meeting except with the express permission of the Chairperson.
4.8 The Council shall meet at least 8 times a year in General Meeting.
4.9 Between General Meetings, the Council is managed by an executive committee of its officers.
5. Motions
5.1 Motions from members to the Council shall be in writing or in electronic format to the Secretary at least ten days before the holding of a meeting to allow for due notice to the members.
5.2 Motions shall be voted upon by members present who are entitled to vote.
5.2.a A member shall have one vote on every question.
5.2 b Where there is an equality of votes, the Chair shall have a second or casting vote with purpose of retaining the status quo.
5.2.c Apart from motions on the Constitution or sanctions, all motions shall be passed by a simple majority.
5.2.d Votes on motions or amendments shall be taken be a show of hands, but any member may request a secret ballot, in which case tellers shall be appointed.
5.2.e All motions passed in accordance with these rules shall take immediate effect unless otherwise stated.
6. Annual General Meeting
6.1 The Council’s Annual General Meeting shall be held each year on or before 30 April.
6.2 The order of business to be transacted at the Annual General meeting shall be:
6.2.a Open, welcome and apologies.
6.2.b Signing of attendance book.
6.2.c Minutes of the last Annual General Meeting and matters arising.
6.2.d Minutes of any Special Meeting held during the year in question and matters arising.
6.2.e Annual Reports from the Secretary and Chairperson.
6.2.f Presentation of the annual accounts by the joint Treasurers.
6.2.g Approval of the appointment of the auditors.
6.2.h .Any Other Business
7. Special Meeting
7.1 A Special Meeting may be called at the discretion of the Chairperson or upon the written request of eight members of the Council.
7.2 The membership shall be notified of the Agenda of the Special Meeting with the named proposers of the specific motions.
7.3 A Special Meeting shall discuss only the business for which it is convened and no other business shall be transacted.
7.4 All motions shall be passed by a two thirds majority plus one of those present and entitled to vote.
8. General Provisions
8.1 All positions on the Council are honorary in that no salary, fee, stipend or emolument is paid for the performance of the duties of office.
8.2 A Council member shall be reimbursed for any expense wholly, exclusively and necessarily incurred on behalf of the Council and incurred with the prior knowledge and approval of the joint Treasurers.
8.3 Any Council member absent from three consecutive Meetings without reasonable explanation or apology , shall be deemed to have resigned and the Secretary shall notify such person in writing of their accepted resignation.
8.4 The Council shall keep the Community informed by press releases.
8.5 A Council member is elected for a two year term and shall be eligible for re-election or co-option to the Council.
8.6 A Council member may not occupy the same office for more than two successive election terms, but is free to be elected to any other office during a following term.
8.7 The Chairperson or the Secretary with either of the Joint Treasurers, signing in the presence of each other, has the power to sign contracts on behalf of the Council following authorization at a prior General or Special Meeting.
8.8 The Council shall determine its own Standing Orders.
9. Functions of Executive Committee Members
9.1 Chairperson
9.1 a The Chairperson presides at all Meetings of the Council.
9.1.b The Chairperson shall be responsible for the completion of the Chairperson’s Annual Report.
9.1 c The Chairperson shall use the office to promote the interests of the Council at all times, to provide leadership in fostering unity and harmony within the Council.
9.1.d The Chairperson shall be the official spokesperson for the Council to outside bodies.
9.1.e The Chairperson shall act as a signatory of the Council’s bank accounts with either of the joint Treasurers.
9.1.f The outgoing Chairperson of a Council shall preside at the first Meeting of a new Council.
9.2 Vice-Chairperson
9.2.a The Vice-Chairperson shall assist the Chairperson and in the absence of the Chairperson take the Chair at the Meeting.
9.3 Secretary
9.3.a The Secretary shall be responsible for the agenda, records and correspondence of the Council.
9.3.b The Secretary shall be responsible for presenting an Annual Report.
9.3.c All correspondence, except bank statements, to the Council shall be addressed to the Secretary, who shall direct it to the appropriate member, where necessary, or attend to same and report to the Council .
9.3.d The Secretary shall maintain an accurate register of all Council members and shall receive from and send to members correspondence in hard copy or digital format as applicable.
9.3.e The Secretary shall act as an alternate signatory to the Chairperson of the Council’s bank accounts with either of the joint Treasurers.
9.3.f The outgoing Secretary of a Council shall notify newly elected council members of the results communicated by the Returning Officer.
9.3.g The outgoing Secretary shall call a meeting of the new Council within 30 days of the declaration of the election results.
9.4. Joint Treasurers
9.4.a The joint Treasurers shall keep proper books of account for the Council.
9.4.b All financial instruments shall be signed by either of the joint Treasurers and countersigned by either the Chairperson or the Secretary.
9.4.c The designated officers shall avoid the signing of cheques or instruments in blank.
9.4.d The joint Treasurers shall account to the Council for the assets of the Council.
9.4.e The joint Treasurers shall invest such sums as the Council may decide and in the manner so decided upon by resolution.
9.4.f The joint Treasurers shall present to the Annual General meeting of the Council, a complete statement of the accounts of the Council audited by an independent professional accountant and auditor for approval .
9.4.g The Council’s financial year shall be the calendar year
9.5 Minutes Secretary
9.5.a The Minutes Secretary shall keep a written record of the proceedings of any Annual General Meeting, General Meeting or Special Meeting in a minute book .
9.5.b The Minutes Book may be inspected by any member at any Meeting of the Council.
9.5.c The Minutes Secretary shall ensure that the Minutes of a previous Meeting having been read, amended and adopted are then signed and dated by the Chairperson.
9.6 Public Relations
9.6.a The Council shall issue appropriate media releases.
9.6.b The Council shall endeavour to cultivate a good relationship with the media and may keep media contacts informed of impending meetings so as to highlight the profile of the Council.
10. Appointment of Temporary Chairperson
10.1a In the event of the absence of the Chairperson and Vice Chairperson, the General Meeting shall appoint a temporary Chairperson for that Meeting
11. Sub-Committees
11.1 The Council may create from time to time Sub-Committees to carry out specific functions.
11.2 The Chairperson of any Sub-Committee shall be a member of the Council appointed for that purpose.
11.3 All Sub-Committee chairpersons shall report to the Executive Committee of the Council when requested.
11.4 All decisions and recommendations taken by Sub-Committees shall be subject to the approval of the Council;
11.5 No Sub-Committee shall enter into an agreement save through the Secretary of the Council, unless its terms of reference determine otherwise.
11.6 Meetings of the Sub-Committees are not General Meetings and are limited to the Sub-Committee members and officers of the Council and/or those specifically invited to attend;
11.7 The Council shall issue from time to time terms of reference for all Sub-Committees.
11.8 Apart from the Chairperson of the Sub-Committee, its other members need not be members of the Council.
12. Fundraising
12.1 The Council may from time to time engage in fundraising activities and shall have the full support of all members in such endeavours.
12.2 All monies accruing from such fundraising activities shall be disbursed at the discretion of the Council.
12.3 Monies received in fundraising activities shall be used by the Council for stated funding activities, and when such activities have been covered then for the general development of the Council.
13. Elections
13.1 Biennial elections shall be held during March or April as determined by the Council.
13.2 In the month of January the outgoing Council shall approve the procedures for the biennial elections.
13.3 At the Annual General Meeting the Council shall appoint a Returning Officer, who shall not be an officer of the outgoing Council, to preside over the election procedure.
13.4 Where35 or fewer nominations are received, those nominated are deemed elected.
13.5 Where 36 or more nominations are received a formal election procedure shall be instituted.
13.6 Membership of an outgoing Council ceases upon the declaration of the election results of a new Council except for the above stated final functions of the outgoing Chairperson and Secretary.
13.7 The venue where votes are to be counted shall be open to all members of the public.
13.8 Any electoral decision by the Returning Officer is deemed final.
13.9 The Returning Officer shall communicate the results of the election to the Secretary of the outgoing Council, in writing, with the calculation of the results.
14. Sanctions
14.1 A member of the Council may only be expelled for a clearly stated reason of disregard for the Constitution of the Council and/or for an action which brings the good name of the Council into disrepute.
14.2 Where it is the Council’s intention to proceed to expel a member, the member shall be notified of the reason for the intended expulsion in writing, at least seven clear days in advance of the convening of such a Special Meeting.
14.3 The member shall be entitled to attend and to be heard at such a Meeting.
14.4 A motion of expulsion must be approved by at least two thirds plus one of the members present.
15. Interpretation
15.1 If at any time, circumstances arise for which there is no provision in this Constitution, the Executive Committee shall take such action as it deems reasonable and necessary;
15.2 Such action shall be deemed valid until ratified at a General Meeting
16. Indemnity
16.1 Every officer, member or servant of the Council shall be indemnified by the Council against claim in the course of their duties which must be authorised by the Executive Committee.
17. Adoption
17.1 This Constitution takes immediate effect upon adoption by an Annual General Meeting or Special Meeting of the Council and supersedes all previous Constitutions.
Amended Constitution as unanimously adopted by a Special Meeting of Celbridge Community Council on 31st January 2012
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