The name of the Association shall be “The Local Government Technical Advisers Group”
2 AIMS AND PURPOSES
The Association, which is a non-profit making organisation, has the following set of proactive aims and purposes:
(a) To provide mutual support and guidance and arrange the dissemination of information to Members.
(b) To promote acquisition and exchange of knowledge, research, and improvement of practice and methods;
(c) To obtain a high profile of assured professional expertise and judgement;
(d) To improve quality of services and the effectiveness and efficiency of their management;
(e) To advise any local government Association or any other body appropriate to the work of Members;
(f) To maintain contacts with and influence Government, National and International bodies;
(g) To monitor and advise upon European affairs, influences and responses;
(h) To work to promote Local Government.
There shall be one class of active membership, namely, “Corporate Member” as defined below. There are further categories of membership, which are also defined below. All Members will be expected to comply with the Association’s Code of Conduct at all times.
(a) Corporate Member
Corporate Membership shall be available to any employee of a Local Authority who has responsibilities for those functions associated with the design and maintenance of infrastructure, buildings and open spaces; and/or the provision and operation of basic municipal services.
Corporate Membership shall also be available to any employee of a private company who works in an outsourced Local Government service; or in a section of a business dealing mainly with Local Government or other public service work; or for a private company that retains a continuous contractual responsibility with a Local Authority; and whose workload is mainly local government work; for as long as they continue to be.
Any number of named individuals employed by an Authority or Company shall be eligible to remain a Corporate Member of the Association for as long as they continue to occupy a suitable post, or are employed on qualifying local government work and comply with the rules of the Association as established from time to time.
Named individual employees should be endorsed by a senior officer or manager of the Authority or Company as being members of TAG. (see Note 1).
For the purposes of clarification, functions included under these definitions shall be considered as highways; transportation planning; traffic management; Parking management: sewerage; land drainage; design, construction, management and maintenance of housing and other corporate property; environmental engineering; leisure and countryside; economic developments; town centre development and management; specification and provision of basic services as defined by the 1980 and 1988 Acts; transport management; waste management; building control; regeneration and strategic planning; coastal protection; streetscene and laboratory services.
Corporate Members enjoy voting rights on all matters.
(b) Retired Members
Those individuals who enjoyed the status of Retired Member of any of the Constituent Associations at the date when this Association became operative transferred to the class of Retired Members of this Association.
A Corporate Member who permanently retires from regular employment shall be eligible to become a Retired Member of the Association (see Note 2).
Retired Members enjoy voting rights on all matters except amendments to the Constitution of the Association.
(c) Honorary Members
The Council may accord Honorary Membership to any individual who has given meritorious service to the Association or to the Local Government service.
Honorary Members shall be eligible to attend Committees and by invitation, Regional Meetings, the Annual General Meeting or special Annual General Meetings and speak on any matter under discussion.
Honorary Members shall not have any voting rights.
(d) Life Members and Companion Members
The former Associations of ACTO, ALBES and AMDE have in the past agreed that certain individuals shall enjoy Life Membership or Companion Membership. These individuals will continue to enjoy this class of membership in TAG during their lifetime.
It is not intended to create any further Life Members or Companion Members of TAG.
Life Members or Companion Members shall not have any voting rights.
4 CESSATION OF MEMBERSHIP
A Member of the Association shall cease to be such a Member if:
(i) The Member signifies his/her resignation in writing
(ii) The Member is excluded by a resolution, passed by a majority of 75% of those Members present and voting, at any meeting of the Council of the Association, for any action which is contrary in the opinion of the Members to the interests of the Association, including non payment of subscriptions for a period of one year or:
(iii) The Local Authority or Private Company resigns its Corporate Membership.
(iii) The Member ceases to be qualified for Membership as a result of any other cause.
Each Corporate Member, or their local authority or company, and Retired Members of the Association, shall pay to the Association an annual subscription, in respect of each financial year commencing on 1 April. The amount of such subscription shall be that defined at the Council Meeting immediately preceding the Annual General Meeting of the Association and payment shall be made within two months of formal notification of the required sum in such manner as the Council may determine.
Where a person, or local authority, or company, resigns their Corporate Membership during the Association’s year, any subscriptions paid will be forfeit and that person or employees of the local authority or company may not continue as Corporate Members of TAG, unless otherwise determined by the Council.
Any Corporate Membership payment which is one year in arrears shall debar employees from holding Office in the Association; attending any business meetings; representing the Association; representing the Association on any outside body; or attending any social functions organised by, or on behalf of, the Association, unless otherwise determined by the Council.
Any Corporate Membership payment, which is 18 months in arrears, shall automatically exclude employees from Membership of the Association, unless otherwise determined by the Council.
The Council may also determine from time to time that the subscription shall be considered to comprise a number of separate parts e.g. for publications. No such decision shall however affect the payment of the subscription in total at one time as prescribed above.
The financial year and Membership year of the Association shall run from 1 April to 31 March.
The Treasurer shall present a draft balance sheet and accounts to the Annual General Meeting for subsequent auditing by two honorary or other Auditors who shall have been elected at the Annual General Meeting to undertake the task.
The Treasurer shall produce a Budget and, in conjunction with the National Secretary, a Business Plan to the Annual General Meeting for approval. The documents should identify anticipated expenditure, income, and assets and recommend Subscriptions to be applied to each type of Member for the ensuing year.
The funds of the Association shall be deposited in a bank, building society or publicly quoted shares in the name of the Association and all cheques and paying in slips shall be signed in accordance with procedures laid down by the Council.
All funds and property of the Association shall be deemed to be held on trust for the benefit of the Membership.
Any other financial matters shall be determined by the Council on the receipt of a submission from the Treasurer.
7 THE COUNCIL
There shall be a Council comprising:
The Senior Vice President
The Junior Vice President
The Immediate Past Presidents for the preceding two years
Chairmen / Secretary of all Technical Committees / Topic Groups
Two members from each Region
Up to four Co-opted members
The following appointees will act as non-executive advisers to the Council:
The National Secretary
The PRO and Webmaster
Other Prescribed Officers under Clause 10(f)
8 ELECTION OF THE COUNCIL
Elections are to accord with such arrangements as may from time to time be agreed by the Council and the Association.
The regions shall make nominations for election as Junior Vice President. They shall be made in prescribed format, inclusive of a personal statement, and shall be received by the National Secretary no later than the end of the calendar year.
Where more than one nomination has been received for the office of Junior Vice President then the nominations shall be presented by the National Secretary to the next meeting of the Council for review. Council will select the candidate who will be endorsed as the ‘preferred’ candidate. Other nominees will be advised of this conclusion and will have the opportunity, in consultation with the Chairman and Secretary of the nominating Region, to confirm or withdraw their nomination/s. In the event of more than one candidate remaining the National Secretary shall organise a ballot of the membership in a form and time scale, which will allow the result to be announced at the Annual General Meeting. The President’s decision on any questions relating to the ballot shall be final.
If only one nomination has been maintained in respect of the Office of Junior Vice President the President shall declare the Corporate Member forthwith elected and the Annual General Meeting will be so informed.
Members of the Council and all Officers, except the President shall hold Office from the Annual General Meeting to the end of the next Annual General Meeting. The President will take Office during the Annual General Meeting.
The Secretary of the Region shall forward the names of Regional Members appointed under Clause 6 to the National Secretary before the commencement of the Annual General Meeting of the Association. Where no Regional Organisation exists, Members who would be entitled to be Members of such region, if it existed shall, if they wish to do so, vote at the Annual General Meeting of the Association to elect representatives up to the entitlement which such region would have. Three Members shall be a quorum for such voting and no person shall be elected who has not signified his consent to election, orally, if present, or in writing to the National Secretary if absent.
Casual vacancies shall be dealt with at the discretion of the Council.
9 FUNCTIONS OF THE COUNCIL
The Council shall manage the affairs of the Association in accordance with the Aims and Purposes and shall be vested with and shall execute full executive powers.
The Council may deal with business as it sees fit and may delegate authority. Procedure at the Meetings of the Council or of its Committees or Sub Committees, except where otherwise specified shall be at the discretion of the person presiding.
The Council shall have the power to set up Technical Committees, Forums and Topic Groups to assist with the affairs of the Association and define the functions and responsibilities of these bodies.
The Council shall have the power to appoint Chairmen of Technical Committees, Forums and Topic Groups.
The Council shall have power to defray the expenses incurred by any Member attending Meetings, or in transacting business at its request.
The Council shall have power to do such other things as may in their opinion be required for the good conduct of the affairs of the Association.
10 OFFICERS AND ROLES
The Officers of the Association shall be those described below. Unless indicated otherwise, the Officers shall serve for a minimum of one year or such other period of time as the Council may from time to time decide. Officers shall be entitled to claim approved expenses for any necessary support, which are considered to be required in the fulfilment of their Office and as may be approved by the Council.
The particular duties of each Office are as set out below:
The President will normally serve for one year, subject to the individual remaining a Member of the Association and diligently performing the duties and responsibilities of the Office. The duties and responsibilities of the Office shall comprise Chairing all Meetings of the Association and the Council, excepting where the Council has made alternative arrangements; acting as Lead Spokesperson for the Association on any matter not otherwise delegated to a Regional or other Chairmen or other Officer of the Association; and the determination of any relevant matter in consultation with the Senior or Junior Vice President and Secretary, in circumstances where it is inappropriate for the matter to be dealt with by the Council or an established group of the Association. Any concerns regarding the Office of President and its proper fulfilment shall be considered by the Council initially and upon report, the Association.
Only the President for the time being shall be entitled to wear the Presidential Badge. During this period, the President will be responsible for its safe custody and transfer in due course to his/her successor.
A Past President’s badge shall be presented to each President upon his/her relinquishing the Office of President having satisfactorily performed the duties and responsibilities of the Office. He/she shall be entitled, and will be expected, to wear such Past President’s badge on all formal occasions and at functions and conferences where appropriate.
(b) Senior Vice President
The duties and responsibilities of the Senior Vice President will be those identified for the office of President and be exercised in his/her absence. The Senior Vice President shall from the date of the Annual General Meeting be deemed to be President Elect and shall proceed to occupy the Office of President for the succeeding year, unless personal or business circumstances prevent this. Upon notification of any such unfortunate circumstances, the Junior Vice President shall be invited to assume the role of President at the next Annual General Meeting.
In the event that the Junior Vice President is unable to assume the role, the Council shall appoint such other Member, as they deem appropriate to be the next President of the Association.
(c) Junior Vice President
The Junior Vice President shall be considered, from the date of appointment, to have automatic progression to the senior offices of Senior Vice President and President in consecutive years unless for any personal or business reason he/she indicates an inability to progress, whereupon the matter shall be addressed by the Council who shall make alternative arrangements.
The Junior Vice President shall mirror the Senior Vice President in terms of duties and responsibilities and undertake such other roles as may be determined by the Council from time to time.
(d) National Secretary
The period of Office for the National Secretary shall normally be for not less than three years.
The National Secretary will have responsibility for the administration of the Association’s affairs and the conduct of all relevant correspondence. He/she will also have responsibility for maintenance of Association’s records; the compilation of agendas for Meetings of the Council and the production of minutes.
The National Secretary is delegated, following written consultation and agreement with the President and the Honorary Treasurer, to enter into any formal contract on behalf of the Association.
(e) Honorary Treasurer
The period of Office for the Treasurer shall normally be for not less than three years.
The principal responsibilities of the Treasurer shall include for the collections of all moneys due to the Association from subscriptions and elsewhere, the banking and/or investment of funds, the payment of all accounts and the production of a Statement of Accounts at least once annually.
(f) Other Prescribed Officers
The Council shall appoint such other Officers as they deem necessary to assist in the conduct of the affairs of the Association e.g. a Public Relations Officer, Seminar Manager. The period of office shall normally be for not less than three years and the duties and responsibilities together with the Terms and Conditions of appointment will be those set by the Council.
(g) Ex-officio Vice Presidents
In the case of Scotland, Wales and Northern Ireland the Regional Chairman shall have the ex-officio title of Vice President of the Association for that Region but shall not have any extra or automatic rights to succession to the Office of succeeding Vice President, Senior Vice President or President of the Association.
The Annual General Meeting of the Association shall be held in April, May or June in each year. Members shall be given not less than twenty-one days written notice of the date and location selected for the Meeting.
The Annual Conference/Seminar shall take place at a time and place determined by the President and shall be organised principally by the Senior Vice President of the Association for the time being, in association with the Seminar Manager (where appointed).
The incoming President shall present for approval at the Annual General Meeting a Statement of his/ her vision for the Association and its activities for the ensuing year.
Special Meetings of the Association may be held as required at the discretion of the President, following consultation with the Senior Vice or Junior Vice President and National Secretary. They must also be held within thirty days following receipt by the National Secretary of an application signed by not less than 30 Members requisitioning such a Special Meeting. The requisition shall clearly specify the business to be considered by the Special Meeting and the reason why it must be dealt with by way of a Special Meeting. All Members shall be given seven clear days notice in writing of any such Meeting.
Meetings of the Council shall be held not less than four times each year with fourteen days notice being given to the appropriate Members.
All Members of the Council shall have a vote at any Meeting of the Council and if votes are equal, the Chairman of the Meeting shall have a second or casting vote.
Meetings of the Technical and Regional Committees shall be called at such times as may be appropriate for the proper conduct of the business delegated to that Committee. Technical Committees and Regions may invite the appropriate member of staff from other Associations to any of their meetings. Individuals, so invited and attending, shall be considered to be ex-officio members of the Committee or Region and be able to participate fully in the matters dealt with, excepting that they shall not have power to vote on any issue.
Members may attend and speak at the Meetings of Committees they do not serve on but they will have no voting rights.
Agendas for Meetings of the Association, the Council and certain other defined Committees shall be prepared by the National Secretary and circulated to the Membership entitled to attend and to be in their hands at least four days before Ordinary Meetings or seven days before Special Meetings.
Agendas for the Council may contain inter-alia a report from the Chairmen of all Technical Committees, Working Parties, Topic Groups and the Regions.
These reports are to be produced to the Secretary in sufficient time for him/her to include them in the Agenda with appropriate commentary and to dispatch the Agenda to reach members in accordance with the requirements of the Constitution and Rules or such other decision of the Council as may occur from time to time.
13 COMMITTEES AND WORKING PARTIES
The Council may set up such Committees, Forums and Topic Groups as it deems appropriate for the good conduct of the affairs of the Association. These Groups shall continue to exist only for as long as the Council considers that they have a relevant role to carry out. The President and/or the Council shall have the power to appoint Working Parties to carry out tasks of an urgent or sensitive nature or where such tasks are of a wider remit than appropriate for an individual Committee.
14 REPRESENTATION ON OUTSIDE BODIES
When the Association is requested to appoint representatives to external Organisations, they shall be drawn from Corporate Members and/or senior specialists in Corporate Members’ departments. A Committee or Topic Group of the Association may nominate the Association’s representatives and when so appointed, the representative must endeavour to convey the view of the Association. Details of all nominations shall be sent to the National Secretary for record purposes.
15 CONDUCT AT MEETINGS
No motion or discussion on the minutes will be allowed except as to their accuracy.
No discussion shall be allowed on any matter not on the agenda except by permission of the Chairman of the Meeting.
All notices of motions and other items submitted for inclusion on the agenda shall be in writing and shall be delivered to the National Secretary; or Secretary of the meeting as appropriate at least fourteen days before the Meeting at which such matters are to be considered.
No resolution or act of the Association can be rescinded or altered except by a resolution passed at a subsequent meeting by a majority of two thirds of those present and no motion or recommendation to revoke or alter such resolution or act can be discussed or put to the Meeting unless it has been fully set out in the agenda.
The following motions may be moved and seconded without notice, but no speech or debate shall be permitted an any of them and the question shall be put forthwith that:
(i) the question now be put.
(ii) the debate be adjourned.
(iii) the matter be referred to a Committee
(iv) the Association now proceeds to the next business.
A motion “That the question now be put” shall not be carried unless two thirds of those present vote in favour, and in that event the Chairman of the Meeting shall, subject to any right of reply, put the question forthwith. If any amendment is under discussion, the motion shall apply only to such amendment.
If a motion “That the debate be adjourned” or “That the matter be referred to a Committee” or “That the Association now proceeds to the next business” is carried, the subject under discussion shall not be further considered either then or at any time during the same meeting. If such a motion is defeated it shall not be moved a second time within a quarter of an hour in the course of a debate upon the same subject.
In moving an amendment the mover shall state its terms before speaking in its support.
Every amendment shall be relevant to the motion and shall, if required by the Chairman, be put in writing.
When an amendment has been moved, no other shall be accepted until the first is disposed of. Another amendment may then be moved. If an amendment is accepted it will become a substantive motion and be subject to the same regulations as the motion it has replaced, including the right of reply on the part of the mover of the amendment.
Except with the permission of the Chairman, no one may speak more than once upon the same motion, amendment or point of order, unless by way of explanation. The mover of a motion shall, however, have a right of reply to any objection or amendment thereto, but may not otherwise speak on any such amendment. The vote will be taken immediately after the reply.
Each speech shall be limited to five minutes unless otherwise agreed by the Chairman.
The seconder of a motion or amendment will not, for the purpose of this Standing Order, be deemed to have spoken informally seconding the motion or amendment.
A Member may rise to a point of order or in personal explanation, but a personal explanation must be confined to some material part of a former speech at the same meeting, which may have been misunderstood. A Member so rising will be entitled to be heard forthwith.
Every motion will be decided by a show of hands unless a poll is demanded. Any three present at a Meeting may demand a poll, which shall be taken immediately. The Secretary will record the names and votes of those present and the Chairman will then declare the result.
The Chairman of the Meeting will be entitled to a second or casting vote.
(a) Council shall agree the areas in respect of which Regions may be formed.
(b) A Corporate Member shall be entitled only to be a Member of the Region within the area in which his/her employment is carried out, or authority or company is situated, unless the Council at their discretion otherwise determine in any individual case.
(c) Each region shall appoint two Members to represent the Region on the Council of the Association and may appoint such other Officers and formulate such rules as they think fit, save that:
(i) The National President and National Secretary shall be ex-officio Members of each Region.
(ii) The Council may, at its discretion, make arrangements, including financial adjustments, to dissolve, merge or alter any Region.
(iii) No Region may alter its own boundaries, merge with any other Region or resolve its own dissolution.
(iv) The Council may prescribe rules in whole or in part for any or all Regions and may direct that additional rules or any particular rule shall not be adopted or continue to apply to any Region or all Regions.
17 SPOKESPERSONS FOR THE ASSOCIATION
The President or in his/her absence, the Senior Vice President, shall be the primary spokesman with regard to the policies of the Association with the proviso that the National Secretary shall be empowered to comment on behalf of the Association with regard to the affairs, procedures and general organisation of the Association. The Chairmen of Committees, Topic Groups or Working Parties may comment on matters within their particular remit and the Regions may nominate a spokesman to speak on regional issues that do not have a bearing on national policy.
Rules to govern any procedure or business of the Association may, if not inconsistent with the Constitution, be made at any Meeting of the Association to operate until revoked or modified at any subsequent Meeting. The Council in its absolute discretion shall determine any question touching the interpretation of the Constitution or of any of the rules made thereunder.
19 EFFECTIVE DATE AND AMENDMENT
The Constitution shall become operative formally upon being adopted at the first Annual General Meeting or Special Meeting called for the purpose and shall not be amended except at an Annual General Meeting or Special General Meeting, and then only on a motion of which at least fourteen clear days notice shall have been given, and passed by a majority of two thirds of the Members present and voting.
Any motion for the dissolution of the Association shall not be moved until eight weeks notice of it has been given to the National Secretary in writing and the National Secretary has given at least one months notice in writing to all class of Members. Prior to any such decision for dissolution being taken and becoming effective, a Special General Meeting shall firstly resolve the procedure to be employed for the disposal of any assets held or owned by the Association or for dealing with any liabilities of the Association, such decision to be binding on all Members on the roll of the Association at the date when the Meeting was called.
1. All applications for membership are to be made on the Application Form obtainable from and returnable to the National Secretary who shall be authorised to approve or, following consultation with the appropriate Regional Chairman to reject the application. Any dissatisfaction with decisions taken in this way can be referred to the Council for consideration. The decision reached by the Council on any such reference shall be final.
2. Retired Members are eligible to attend Committees, Forums and Topic Groups and they may attend Regional Meetings and other seminars of the Association, and may speak on any matters under discussion. They will not however be allowed to hold office other than as specified below in either the Regions or the Technical Committees, nor will they be included in Groups which are interfacing with the Political level in Central or Local Government, unless approved by Council.
3. Retired Members are eligible to attend all Annual, or Special, General Meetings and to speak on any matter under discussion.
4. Retired Members shall be eligible to be members of either the Region in which they were formerly employed or that Region in which they now reside but not both. They are required to advise the Secretaries of the Association and of the Region of their decision as soon as practicable after their retirement or relocation.
5. Retired Members shall be eligible to be appointed as National Secretary to the Association, Treasurer, Publicity Manager, Conferences and Seminar Organiser, and Bulletin Editor. They shall also be eligible for election to the positions of Chairman or Secretary to the Region, Committees or Topic Groups.
6. Notwithstanding the above the roles undertaken shall be as specified below:
(I) President – Figurehead and senior representative of the Association at any official functions; Chairman of the Council. The President is also responsible for the safe custody of the Presidential Badges of the three predecessor Association.
(ii) Senior Vice President – The oversight, stimulation and/or development of all external relations and communications with Government at Local, Regional and Central level; International Affairs; Relationships with Europe and colleagues in those and other foreign countries, and all relevant and related policy issues; arranger and lead of the Annual Seminar.
(iii) Junior Vice President – The oversight, stimulation and/or development of all internal relations and communications to ensure that the Members interests are properly ascertained, that communications are effective and efficient in action or response.
7. Special responsibility may be given to a Member or Members for Membership Responsibilities and he/she/they shall maintain contact with the membership through the Regions and other groups as he/she/they sees fit.
8. The Immediate Past President shall have a special responsibility for assisting the President with determining matters of strategy and major policy which impact upon or require action by the Association in the pursuit of its roles and responsibilities.
9. It is recognised as normal practice for Members in full time employment to have their expenses met by their employers. However, where Retired Members undertake specific jobs of work, the Association may reimburse their reasonable expenses.
10. The Offices of National Secretary, Honorary Treasurer, and other Prescribed Officers of the Association, may be filled by serving Officers of Local Authorities or Private Companies, or other individuals as determined by the Council from time to time. The Council shall have the powers to determine any financial contributions to be made to the employing authority or private company of a serving Officer for additional administrative assistance, provided by the authority or private company in the discharge of the administration of the Association; or an Honoraria payable to the serving Officer or support staff providing assistance to the Officer in carrying out the role/s. The Council shall also have the power to appoint other individuals to carry out any/or all of these roles and to determine the appropriate remuneration package, which should be applied to individuals so, appointed.
11. The National Secretary, the Honorary Treasurer and other Prescribed Officers, shall have accountabilities to the President, to the Council and through them the Membership.
APPROVED May 1995
Modified and approved by the Annual General Meeting on 17 April 1997.
Modified and approved by the Annual General Meeting on 05 May 2000.
Modified and approved by the Annual General Meeting on 11 May 2001.
Modified and approved by the Annual General Meeting on 23 May 2006