(CONSTITUTION OF SUFFOLK & ESSEX ENVIRONMENTAL AND ENERGY GROUP)

(FORMALLY KNOWN AS

IPSWICH & COLCHESTER ENERGY GROUP)

1.         OBJECTIVE

a.         To further the efficient use of energy and understanding of environmental issues in all sectors of the community by seeking, collating and disseminating information.

b.         Providing a regular forum, having a structured format, and have an educational nature for discussion and exchange of ideas.
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.         CONSTITUTION OF THE GROUP

The Membership of the Suffolk & Essex Environmental and Energy Group will be drawn from those who wish to promote the efficient use of energy and understanding of environmental issues in the following sectors:

Commercial and Industrial Organizations (This includes the retail sector, large & small)The Public Sector (e.g. Local Government, Health Authorities, Water Authorities, and Educational Establishments)

Professional Organizations and Individuals (e.g. Consultancy & Architectural practices).
Church Authorities.

Voluntary Societies & Organizations

Students.

The organizing committee of the Group shall consist of four Officers and up to five other Members.

a.         Chairman
b.         Secretary

c.         Vice Chairman
d.         Treasurer

 All Members of the Committee shall be Members of the Group.

This Committee of Members will also constitute the Membership Committee. All decisions relating to eligibility for all classes of Membership named by the Committee will be final and regarded as confidential.

3.         MEMBERSHIP & ELIGIBILITY

The Membership of the Suffolk & Essex Environmental and Energy Group will be made up from the following four classes of Member:

a. Student Member.    Any Member who is a recognised Student and current Member of a Student Union, living, working or studying in the Area bounded by the group, and studying at an establishment which is a Member of the group.

b. Individual Member.           Any individual professional Practitioner, voluntary Society or Organisation and Church authority within the designated area of operation of the Group that is engaged in, or concerned with the promotion of energy efficiency or environmental issues.

c. Guest Member.

      Any person wishing to attend particular meetings of the Group who satisfies all the following criteria:           
 i.         those invited and signed in by paid up full Member of the Group.
ii.          have paid the appropriate Guest Membership Fee, when applicable.
iii.         has not attended more than two Meetings of the Group in the current Financial  Yearly Programme.
iv.         agrees to be bound by the rules and constitution of the Group.

d. Honorary Membership.      Any person who, in the opinion of the Membership Committee, has made a significant contribution to the objectives of the Group.

4.         FUNDING AND MEMBERSHIP FEES

a.         The activities of the Group will be funded substantially from Membership subscriptions. The levels of annual subscriptions will be decided by a majority vote of the Members attending the Annual General Meeting. The initial annual subscriptions level is suggested as:

 i.         Student Membership - (covered by Educational Establishment)

 ii.         Individual Membership Fee to be determined annually. Where a company or organization has up to two additional members, fees shall be discounted by 50% of the Individual Membership Fee. Thereafter, any further members from a single company or organization shall be discounted by 100% of the Individual Membership Fee. 

 iii.        Guest Membership Fee (to be determined by the committee)

 iv.        Honorary Membership NIL

b.         Guests may, from time to time, be required to pay a meeting fee. This will be notified in writing to the Membership prior to the meeting.

c.         Membership subscriptions will be for the period commencing 1st August in any year, and must be paid by 30th August or Membership is deemed to have lapsed.

d.         Surplus income from events will be wholly used to finance further Group activities.

e.         The group shall seek external sponsorship for specific events or activities.

5.         ELECTION OF COMMITTEE MEMBERS

a.         The Annual General Meeting will be held during January of each year.

b.         The Membership will, during the Meeting, be asked to elect the Members of the Committee for the following year.

c.         The Committee will elect its Serving Officers, Chairman/Secretary/vice Chairman/Treasurer for the following year, which will commence on 1st August.

d.         Existing Members may apply for re-election.

6.         DUTIES OF COMMITTEE MEMBERS.

 CHAIRMAN

a.         To ensure a continuing Programme of activities for the Group.

b.         To maintain the constitution.

c.         To represent the Group at appropriate Meetings with other bodies and Organizations including government departments as appropriate.

VICE CHAIRMAN

a.         To deputize for the Chairman in his absence.

SECRETARY

a.         To record the activities of the Group and keep a current Membership List and undertake all necessary correspondence.

b.         To inform the Membership on advice from the Chairman of the activities of the Group and other relevant information.

c.         To maintain in an orderly fashion the files and correspondence for the Group.

TREASURER

a.         To maintain Financial Records for the Group.

b.         To arrange for the Group's accounts to be audited annually by an independent Auditor, and that these Accounts to be presented to the Annual General Meeting.

c.         To administer an appropriate Banking Account for the Group Funds.

d.         To accept responsibility for collecting subscriptions, payment of outgoings and collection of other income for the Group.

e.         To advise the Chairman on the state of the Group's finances, from time to time, as may be deemed necessary.

 7.         MEETINGS

The Group will aim to meet eight times annually. The January Meeting will include the Annual General Meeting. All Meetings will be notified to the Membership in writing and also on the Internet web site www.environmentenergy.org.uk

8.         LIAISON WITH GOVERNMENT DEPARTMENTS

The Chairman shall be responsible for collaboration with and attending such meetings as required to enable:

 a.         Suffolk & Essex Environment and Energy  Group to maintain an approach commensurate with similar groups.

b.         To obtain funding for extraordinary events.

9.         LIAISON WITH OTHER BODIES

The Chairman shall be responsible for making contact with other appropriate bodies and individuals that fall within the defined classes of members to enable the Group to maintain the requisite standards of activities, both financially and technically.

 
10.       NON-ENERGY EFFICIENCY OR ENVIRONMENTAL ACTIVITIES

Any non-technical activities that the Group undertakes, such as the Annual Dinner, Entertainment and Sports events and so on, shall each be individually self-financing.

11.        CEASING OPERATION

If the Group ceases to exist, any surplus funds will be donated to registered charities at the discretion of the Committee in Office.
                                     M R Foley, Chairman 16/01/2007                                        

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