Name

The name of the Association will be the "Association of Public Authority Deputies

AIMS

The Association will provide a network for employees of member Public Authorities in England and Wales:

• To have discussion and share information and experience relating to their work, particularly with regard to the development of good working practices among Member Authorities.
  
  
• To build good and effective communication and working relationships with the OPG(Office of the Public Guardian Office), the Court Of Protection and other organisations involved in safeguarding the finances and property of vulnerable adults, with the mutual aim of improving the service provided by each partner organisation, to the overall benefit of service users.

In addition to holding national meetings the Association has established Regional Groups to enable delegates within a geographical area to meet together on a frequent basis.  It will be up to each Regional Officer to administer and arrange these meetings  The Association will conduct its business in a way that recognises the differing customers, cultures and practices of Member Authorities and does not discriminate against their representation on the grounds of race, gender, disability, sexual orientation or political persuasion.

MEMBERSHIP

Membership is open to any Local Authority, NHS Trust or similar successor organisation that administers the affairs of vulnerable adults who are unable to act for themselves.

RULES

1. Membership of APAD will be secured by the payment of an annual subscription by each participating Authority.  The subscription rate will be determined each year by  the Management Committee.
   
   
2. The subscription year will run from 1 April until 31 March each year.
   
   
3. If a Member Authority fails to pay the annual subscription by ???????, or within 3 months of application, membership may be cancelled, by decision of the Management Committee.
   
   
4. Each Member Authority will nominate a lead officer and up to a maximum of 3 officers to represent them. 
   
   
5. If the Association becomes aware that a Member Authority or its representative(s) is acting in a manner that may conflict with the objectives of APAD the Management Committee will raise the matter with the Authority concerned, to see a satisfactory resolution,  If the matter cannot be resolved to the Management Committee's satisfaction, the Committee may suspend / cancel the authority's membership. 
   
   
6. The membership Secretary will be responsible for the maintenance of a database of Member Authorities, nominated officers and delegates who are entitles to attend meeting of the Association.
   
   
7. Election of Management Committee Members and Officers will be on the basis of one vote by each Member Authority, irrespective of the number of delegates present at the Annual General Meeting. 
   
   
8. Nominations for the Management Committee will be sought in advance of the Annual General Meeting, and nominations must be returned to the Secretary within 28 days of the meeting, to enable details to be circulated to Member Authority delegates with the agenda.  The vote shall be conducted as set out in 20 below.
   
   
9. No member Authority may have more than one delegate as a Management Committee Member.
   
   
10. The Management Committee will comprise at least 8 but not more than 12 members, to include the following Officers:- Chair, Vice Chair, Secretary, Membership Secretary and Treasurer.  Six members of the Management Committee shall constitute a quorum for Committee meetings.  An Assistant Secretary may also be appointed, if necessary, to hep the Secretary deal with the business of the Association.
    
    
11. The Management Committee will nominate representatives to represent the Association at the OPG Stakeholder Group (or any successor group that may be established).  The Management Committee will nominate at least one representative from among the Member Authorities in Wales, to reflect the differing legal and administrative arrangements affecting the Principality.
    
    
12. The Chair plus one other Management Committee Member will have authority to co-opt additional members to the Committee for any specific (not general) matters of discussion.  Co-opted members shall not be allowed to vote, but may, at the discretion of the Chair, represent the Association at any meetings where discussions about the specific matter are due to take place.
    
    
13. If less than 6 Management Committee Members are present at a Management Committee meeting, only business essential to the continuance of the Association shall be discussed.  Any decisions shall be subject to ratification by a quorate Management Committee or by the next scheduled Annual General Meeting of the Association, which ever is sooner.
    
    
14. A delegate elected to the Management Committee shall not be substituted by another delegate, either from his/her own or from another Member Authority.
    
    
15. The Management Committee shall conduct any business on behalf of the Association.  The Management Committee shall ensure that the Officers have been duly appointed at a prior Annual General Meeting before Business can be transacted.
    
    
16. If Membership of the Management Committee falls below 8, or the Officers of Chair, Vic Chair, Secretary or Treasurer become vacant the remaining Committee members shall authorise essential business until the vacant position can be filled at the next Annual General Meeting.
    
    

Conduct of National Meetings

1. The frequency, duration and location of national meetings will be determined on an annual basis, at the Annual General Meeting.  Additional meetings may be arranged as required by the Management Committee.
   
   
2. Member Authorities will be able to propose items for discussion by giving notice to the Association's Secretary at least 28 days prior to the meeting.  An agenda will be issued in advance of the meeting.  Any proposed items to be included under ‘Any Other Business' must be notified to the Chair, prior to the commencement of the meeting, for his/her consideration as to the appropriateness of its inclusion
   
   
3. Only one delegate from each Authority will have a right to vote on Association business at any national meeting. 
   
   
4. Where an item requires a vote, this shall be on the basis of one vote per Member Authority and shall be determined by a show of hands, with a simple majority being sufficient to decide the matter.  In the event of a tie, the Chair will have a second or casting vote.
   
   
5. The Management Committee will publish and issue an annual timetable of meetings to all Member Authorities.
   
   
6. The Chair is responsible for the conduct of national meetings.
   
   
7. The Secretary will be responsible for arranging national meetings, for the preparation and issue of the agendas, minutes and briefings of such meetings and dealing with any Association correspondence.

Financial Matters

1. The Treasurer will be responsible for the financial affairs of the Association.  A bank account will be opened with two signatories required for any withdrawals.  The Chair and Vice Chair will be named signatories on the account, together with 2 other Committee members.  All income and expenditure will be transacted via the bank account.
   
   
2. The Treasurer will keep account of all Income and Expenditure, a Balance Sheet and Bank Reconciliation Record.  The accounts will be audited on an annual basis by a qualified accountant from either a Member Authority or by an independent accountant agreed by the Management Committee.  The Treasurer will ensure that the records are made available to the Honorary Auditor and Management Committee and at the Annual General Meeting, where delegates shall vote on their acceptance.
   
   
3. Any officer or delegate who properly incurs expenditure on behalf of the Association will be reimbursed such expenses, on production of a supporting receipt to the Treasurer, and in accordance with the APAD Travel Expenses Guidelines
   
   
4. Expenditure up to £250 must receive the prior approval of the Treasurer and one other Committee Member (or the Chair or Vice Chair and one other Committee Member in the absence of the Treasurer).  Single items of expenditure in excess of £250, (other than venue/catering for Association meetings) must be approved in advance by the Management Committee.

Amendments to the Constitution

     28. Any proposed amendments to this Constitution must be notified in writing to the Secretary no later than 28 days before the next national business meeting, to enable details to be circulated to all Member Authorities with the agenda.  Such amendments shall be decided at the meeting by a simple majority, on the basis of one vote per Member Authority.

April 2010