Constitution of the Central Coast Greens (Feb 2016)

1.1   This is the Constitution of the Central Coast Greens.

1.2   The Central Coast Greens (“the Group”) is a political organisation that encompasses the geographical area of the Central Coast of NSW, identifiable also as the Gosford and Wyong Local Government Areas, the Federal seats of Robertson and Dobell, and the NSW State seats of Gosford, Wyong, The Entrance and Terrigal.

1.3   This Constitution is sub-ordinate to the Constitution of The Greens NSW, which in turn is sub-ordinate to the Constitution of the Australian Greens.

2.1   The Central Coast Greens endorses and operates within the Charter of the Australian Greens.

2.2   The Central Coast Greens is a member-group of The Greens NSW political party. The Greens NSW is a member body of The Australian Greens, which is a confederation of state and territory Greens political parties.

2.3   The Central Coast Greens shall promptly pay affiliation/membership fees as required by The Greens NSW.

3.1   In the activities and functioning of the Group, our democracy is founded on the equal rights of each member. There is no higher authority within the Group than the collective decisions of the members.

3.2   The fundamental objective of the Central Coast Greens is to promote social, economic and political change in accordance with the four key principles of The Greens NSW:

1. ecological sustainability;
2. social equality and economic justice;
3. grassroots democracy; and
4. peace, disarmament and non-violence,

each as elaborated on in the Charter of the Central Coast Greens.

4.1   The Group’s primary purpose is to stand candidates for election to all spheres of government. We do this in order to promote the Greens philosophy and policies and to utilise the advantages that come with public office to effect change.

4.2   The Group also coordinates and participates in grassroots campaigns in order to challenge destructive practices and undemocratic values in the community. These campaigns will be initiated by the Group and may include:

1. Non-violent direct action.
2. Education of Group members and the community.
3. Participation in activities that directly advance the aims of the Group.
4. Cooperation with other groups and organisations both in Australia and overseas where there are compatible goals, interests and policies.

5.1   Membership of the Central Coast Greens is open to any person who:

1. agrees to abide by the Charter of the Australian Greens;
2. agrees to abide by this Constitution, the Constitution of The Greens NSW and the Constitution of the Australian Greens;
3. pays an annual membership fee to The Greens NSW; and
4. is not a member of any other political party or of an organisation proscribed by The Greens NSW.

5.2   The names of new members, as notified by The Greens NSW, shall be proposed by the Membership Officer to the Group’s next meeting for acceptance as provisional members of Central Coast Greens for three months, and be re-proposed three months later for acceptance as full members.

5.3  Provisional members have the same rights and responsibilities as full members, except that during their three-month provisional period, they cannot vote in preselection ballots nor stand as candidates in preselection ballots.

5.4   Membership fees are due on the 1st July each year.

5.5   New members who join after 1st January can pay half the annual fee.

5.6   The Membership Officer shall maintain, in conjunction with The Greens NSW, the list of Group member details. The details of the membership list shall not be used for any purpose other than the business of the Group and The Greens NSW, except where clear consent of the member concerned is given.

5.7   The membership of any member shall cease in any of the following circumstances:

1. Failure to pay the membership fee within six months of the due date.
2. The member submits a written resignation or makes clear verbally or in writing to an Office Bearer or other members that she/he wishes no longer to be a member.
3. The member is expelled from the Group under Sect. 6.3 below

5.8   Interested members of the public may register with the Group to be identified as a volunteer/supporter to be contacted to assist with campaigns.

All Group members will behave in a manner consistent with the NSW Greens Code of Ethics which states as follows:

1. Commitment to common goals and beliefs. Members of The Greens NSW will have a commitment to The Greens NSW; its Constitution; policies; and the four fundamental principles: ecological sustainability, social and economic justice, grassroots democracy and peace, disarmament and non-violence.
2. Empowered and authorised. The name The Greens NSW may not be used without the approval of The Greens NSW State Delegates Council for any publicity, negotiations with any organisation or person who is not a member of The Greens NSW, or for the acquisition of goods and services.
3. Tolerant and accepting of differences. Members of The Greens NSW will not demean any person or group on the basis of ethnicity, nationality, race, gender, sexual preference, religion, age, or physical or mental disability.
4. Safe, polite and friendly. Consistent with the four fundamental Green principles, members will, when involved in activities on behalf of The Greens NSW, avoid prejudice and profane language, and will not engage in conduct which is violent, threatening, disrespectful or manipulative.
5. Trustworthy. Members will ensure that any confidential information they may gain as members of The Greens NSW will remain confidential.
6. Truthfulness and sincerity. Members will at all times speak truthfully, to the best of their knowledge, and will strive to provide their best endeavours to any task they undertake on behalf of The Greens NSW in order to maximize the benefit of their involvement to all concerned.
7. Constructive feedback. Members undertake not to publicly criticise The Greens NSW, its office-bearers, candidates, spokespeople or parliamentary representatives, but to direct any criticism through means available within The Greens NSW.

6.2   Safe Meeting Practices

All members of the Group will abide by the following Safe Meeting Practices so as to ensure that meetings are inclusive, functional and respectful of all members.

1. Be here in good faith with the goal of what is in the best interests of the Greens.b. Come with good intentions.
2. Have the intention of reaching consensus and a commitment to consensus decision-making.
3. Extend goodwill to all participants.
4. Try not to bring previous differences, difficulties and problems to the meeting.
5. Be honest.
6. Follow practices laid down in the past which are known to be positive and successful.
7. Try to listen without preconceptions, be open to new ideas.
8. Show respect for the opinions of others.
9. Address the issue not the person.
10. No aggressive verbal or non-verbal interaction.
11. No interjections or asides.
12. Endeavour to express yourself clearly, so others can understand your point of view.n. If you don't want to listen, leave the room.
13. If you want to have a conversation, have it far enough away from the room for it not to disturb the participants.
14. If you want to assert that behaviour breaches these safe meeting practices, or is otherwise prejudicial or inappropriate, do so respectfully and in a manner intended to educate and not to shame participants. A person accused of prejudicial or inappropriate behaviour should be given the opportunity to respond.

6.3   Disputes, Misconduct and Termination of Membership

        Disputes

6.3.1    All members are encouraged to resolve personal disputes directly with the other party involved, in a timely and considerate manner.

6.3.2    Where all parties are agreeable, members involved in conflict may seek to have the matter resolved through mediation by another Group member, or by a non-member where steps have been taken to ensure appropriate confidentiality.

6.3.3    If all parties to a dispute have agreed to participate in a mediation, the member making the complaint should engage with that process or formally withdraw the complaint.

6.3.4    If mediation of a dispute fails, the parties to the dispute may request that the Office Bearers determine an appropriate course of action to resolve the dispute.

Misconduct

6.3.5    Where a member breaches the Code of Ethics or undermines an election campaign the matter may be listed for discussion by any member of the Group. The Group will determine if any action needs to be taken and what that action should be.

6.3.6    Where a member behaves in an offensive or disruptive manner during a meeting the facilitator will stop the meeting until the matter is resolved. Minor breaches may be dealt with quickly by way of an apology.

6.3.7    In more serious cases the Group may decide to resolve the matter by asking the member to apologize, to leave the meeting for a period of time or to leave for the remainder of that meeting.

Termination of Membership

6.3.8    The Group will terminate the membership of any person who joins another political party, or any other organisation proscribed by The Greens NSW, or who contests an election without the approval of the Group against the Group’s endorsed candidate.

6.3.9    Upon the Group being satisfied that a breach has occurred under Section 6.3.8, the Secretary will advise the person in writing that they are no longer a member of the Group.

6.3.10  The Group may also expel a member where they decide through the usual decision-making process that a member has placed herself or himself outside of the Group through misconduct.

6.3.11  The Group will use the Code of Ethics when determining whether or not to expel a member under Section 6.3.12 but may also consider and discuss matters not covered by the code of conduct.

6.3.12  A member may be expelled when the Group determines that the behaviour falls within any of the following categories:

1. The behaviour constitutes a serious breach of the Code of Ethics.
2. The behaviour forms part of a pattern of behaviour which is disruptive or offensive to the Group.
3. The behaviour has or is likely to bring the Group into disrepute

6.3.13  Action to terminate membership under Section 6.3.12 shall not proceed until:

1. a member of the Group proposes to a meeting that the Group determine whether or not the person’s membership should be terminated. It should be noted that this motion only needs to be supported by evidence that a discussion is warranted and a full discussion of the issue is not required on this occasion;
2. the Group supports the motion by consensus or by vote;
3. the Group decides to either call a special meeting to determine the matter or to discuss it at the next ordinary meeting;
4. all members are advised of the motion and the date and time of the meeting where the issue will be discussed;
5. the member who is the subject of the motion is informed at least 48 hours prior to the meeting of the text of the motion to discuss terminating their membership, and of the date, time and venue of the meeting at which the motion is to be discussed; and
6. the member who is the subject of the motion is informed of their right to participate in the discussion and voting of the meeting and to address the meeting in person or in writing.

6.3.14  A member shall be deemed to have been properly informed of the termination of their membership if the Secretary has advised the member by written notice at the email or mailing address last provided to the Group.

6.3.15  Provided the Group have met all the requirements for notifying a person that membership may be terminated, the Group may discuss the matter in the absence of that member and make a determination on that person’s membership.

6.3.16  Following any decision to terminate a person’s membership the Secretary will advise the person, the Group’s Membership Officer and The Greens NSW in writing.

6.4   Candidates and Elected Representatives

6.4.1    The Group has a responsibility to its candidates and elected representatives to provide both moral and material support.

6.4.2    Candidates and elected representative continue to be the subject of the Code of Ethics. Membership of the Group may be terminated under the same provisions as any other member. When the person who is the subject of a decision under Section 6.3.8 to 6.3.16 is also a candidate or an elected representative, that person should be advised of the requirement to step down as a candidate or to resign the office if membership of the Group is terminated.

6.4.3    Candidates and elected representatives must resign if directed to do so by the Group.

6.4.4    Any elected representative of the Group will attend at least three meetings of the Group in each calendar year and will provide monthly feedback on their activities and achievements in the form of a written report. They may request that a support group be established to assist them or they may directly approach members of the Group for assistance.

7.1   As a member group of The Greens NSW (which is an incorporated association), the Group must:

7.1.1    Keep records of Group business including minutes of Group meetings, correspondence, copies of authorised advertisements paid for by the Group and copies of publications prepared by the Group.

7.1.2    In cooperation with The Greens NSW, maintain and update a register of members.

7.1.3    Keep financial records of the Group in a readily auditable form.

7.1.4    Prepare an annual financial report to be tabled at the Annual General Meeting (the “AGM”) of the Group.

7.1.5    Prepare an electoral return following each State and Federal Election and maintain any other records needed for compliance with electoral and financial laws as directed by The Greens NSW

7.2   Volunteer Positions

7.2.1    At the Annual General Meeting the Group shall elect volunteers to fill positions with responsibility for coordinating the activities of the Group. All elected positions will be declared vacant at the AGM and nominations for these positions should be sought no later than notice of the AGM is circulated.

7.2.2    With the approval of the Group, two people may share a position. Where two people share a position the prefix “co-“ will be added to their title (eg, co-treasurer).

7.2.3    Where two or more people volunteer for a position the Group will select one of them by popular vote or will obtain their agreement to share the position.

7.2.4    With the approval of the Group, positions may be combined and filled by a single person. This should only occur where there are insufficient volunteers to fill all positions.

7.2.5    In accordance with the Greens principle of grass roots democracy, as many Group members as possible should take turns volunteering for positions. This ensures that the work of running the Group is shared equally over time and that all Group members have the opportunity to develop their skills in various positions.

7.2.6    The maximum continuous period of time a member may occupy an Office Bearer position is three consecutive years. An ordinary Group Meeting may determine maximum continuous periods of time, if any, for other elected or appointed positions.

7.2.7    The following four positions are Office Bearer positions and are to be filled by election at an AGM or at the first meeting following a position becoming vacant. The positions of Secretary and Treasurer must be filled for the Group to function.

1. Convenor – duties taken from Schedule 1.
2. Secretary – all duties set out in this Constitution and duties taken from Schedule 1.
3. Treasurer - manage all financial dealings for the Group including the payment and receipt of monies, maintain a bank account and accurate financial records, provide a monthly bank reconciliation statement and report on the financial status of the Group, liaise with The Greens NSW where necessary and assist in establishing a budget. The recording and reporting to be done with The Greens NSW web based book keeping system “Xero” (or such other replacement system adopted by The Greens NSW from time to time).
4. Membership Officer - maintain a current list of all members’ details, liaise with The Greens NSW office regarding membership issues and information, monitor and update where necessary the CiviCRM membership database (or such other replacement membership database adopted by The Greens NSW from time to time), make contact with new members and provide a membership package, generate reminder emails or letters to those members whose annual fees become overdue and check and update all member details in July of each year. Aim to hold an annual information forum for new and prospective members.

7.2.8    Other Volunteer Positions

The Group at a Group meeting may create other volunteer positions with appropriate duty statements which are non-Office Bearer positions. These positions may be filled by election or by appointment. They may include one or more Media Officers, Website Managers, SDC Delegates, Convenors of Working Groups, Event Coordinators or positions to perform any other function the Group considers necessary. The Group at a Group meeting or at an AGM will determine any financial delegations of authority to pay which may be given to any Officer Bearer or other volunteer position.

7.2.9    Any representative or delegate of the Group remains sub-ordinate to the Group.

7.2.10  In all the activities and appointments of the Central Coast Greens, the Group will take reasonable measures to ensure gender balance, and to provide opportunities for minority and disadvantaged groups to participate in Group decisions and activities.

7.2.11  From time-to-time, the Group may choose to delegate an individual or working group, to undertake certain activities. The Group shall determine their role, authority and where relevant, their budget and spending limits.

7.2.12  Members of the Group are encouraged to participate on an individual basis in community consultations, calls for submissions by any level of Government and Local Government committees; however, only members properly endorsed by the Group may speak on behalf of the Group.

7.2.13  A position can be declared vacant or an appointment made by the Group can be revoked, following a formal proposal citing a reason consistent with the Constitution of Central Coast Greens (such reasons include resignation, ill-health, absenteeism, death, or “no confidence”). A circulation of notice of the proposal must be provided consistent with the manner of Section 6.3.13.

8.1   Preselection of Candidates

8.1.1    The Group will only stand a candidate when the Group agrees that a suitable candidate is available.

8.1.2    Candidates will normally be preselected by an optional preferential secret ballot of the full membership. This ballot may be conducted as an electronic ballot with ballot papers being sent only to those members not accessible by email, providing the electronic process is properly conducted as an optional preferential secret ballot in accordance with standards required by electoral authorities.

8.1.3    In certain circumstances, for example if there is insufficient time to conduct a full ballot of the membership, preselection may occur by optional preferential secret ballot at a Group meeting, provided notice of the ballot has been sent to all members at least ten days beforehand.

8.1.4    A candidate for preselection must be a financial member of the Group at the time of preselection and must be legally eligible to stand as a candidate.

8.1.5    A candidate for preselection must be able to demonstrate to the Group their knowledge of, and commitment to, the policies and values of The Greens. Specific requirements may be determined by a Group meeting from time to time.

8.1.6    A candidate for preselection must sign a ‘Candidates Agreement’ form as supplied by The Greens NSW.

8.2   Election Campaigns

8.2.1    The Group will appoint one or more Campaign Coordinator(s) and/or Campaign Committee(s) to oversee all aspects of the campaign.

8.2.2    Subject to Section 8.2.3, General Duties of the Campaign Coordinator(s) or Campaign Committee(s) may include the following:-

1. decide the scope and nature of the election campaign including election issues and policies, objectives, strategy and actions;
2. carry out the preselection of candidates;
3. determine and appoint campaign roles and positions;
4. recruit participants and helpers for all phases of the election campaign;
5. determine and manage the campaign timeline and budget, including day to day expenditure;
6. produce relevant campaign materials, publicity and advertising;
7. liaise with members and supporters to encourage their participation on the election campaign;
8. manage the Group’s communication with voters and the media during the campaign;
9. ensure that all relevant electoral legislation is complied with by Central Coast Greens;
10. communicate as appropriate with all relevant Greens organisations during the campaign, including The Greens NSW, other local Greens Groups, Greens MP’s and other Greens candidates;
11. communicate with other parties and candidates as required or desirable, including determination of preference strategy and negotiation of preference recommendations;
12. collect and maintain relevant records of the campaign for both legal purposes and for future campaigning; and
13. provide a report or reports to a Group meeting within three months of the completion of the election, covering conduct, strengths and weaknesses of the campaign, with key outcomes and recommendations for future campaigns.

8.2.3    The Group will provide the Campaign Coordinator(s) and/or Campaign Committee with a budget for any campaign and clear instructions regarding limits on spending, approval and record keeping.

8.2.4    Any Campaign Coordinator and/or Campaign Committee remains subordinate to the Group and must defer to decisions made by the Group in relation to any campaign.

9.1   Meetings of the Central Coast Greens shall be held at least six times in each period of twelve months.

9.2   All meetings are held in accordance with the Safe Meeting Procedures adopted by the Group (see Section 6). The Secretary or Convenor will provide copies of the Safe Meeting Procedures to each meeting.

9.3   The Secretary or Convenor will arrange venues and advise all Group members of the time and venue of any meeting and of the agenda for that meeting.

9.4   As far as reasonably possible, members will advise the Secretary or Convenor of items they want placed on the agenda prior to the meeting. It is acknowledged that some items may be urgent or last minute.

9.5   Meeting Facilitators shall be decided at each meeting. The role of the Facilitator will be to ensure that the meeting proceeds according to the agenda, that safe meeting procedures are adhered to and that agenda items are dealt with in good time. The Facilitator will also ensure that consensus based decision-making principles are adhered to within the meeting.

9.6   Where possible facilitation of meetings shall ensure gender balance.

9.7   Six financial members shall constitute a quorum for meetings of the Central Coast Greens. If, after 30 minutes from the time appointed for a meeting, a quorum is not present then the meeting shall stand adjourned. Those present may determine the date, time and venue of a subsequent meeting. The Secretary or Convenor will then advise Group members of this decision.

9.8   The Secretary and/or Convenor will ensure that meeting minutes are recorded, circulated by email and presented to the subsequent meeting for acceptance as a true and accurate record of the meeting. The minutes will contain a record of any decisions made, whether those decisions were made by consensus or by vote, what action was agreed and the names of those responsible for taking that action. Detailed minuting of discussions is not required.

9.9   The Secretary or Convenor may delegate minute-taking responsibility to any member of the Group for all or part of the proceedings. The Secretary or Convenor will remain responsible for ensuring that any final minutes are a true and accurate record. All members holding volunteer positions within the Group will have the opportunity to report on any action, progress or obstacles at each meeting of the Group and to request assistance if needed.

9.10 The Group at a Group meeting or at an AGM will determine financial delegations which may be given to any Office Bearer or elected or appointed position holder.

Decisions

9.11 Decisions of the Group shall, when possible, be made according to the consensus decision-making process.

9.12 When consensus cannot be reached and the decision should not be deferred, a minimum of 75% in favour shall be required for the motion and/or amendments to be carried.

9.13 Guests and non-voting members present at a meeting can participate in discussion but may not participate in the decision-making process. That is, guests and non-voting members cannot block consensus and do not vote.

9.14 When a member feels they do not want to participate in the decision-making process for any reason they may abstain from the decision-making process. They will not be required to give a reason for doing so as their reasons may be private. Abstentions will be recorded in the minutes but do not block consensus.

9.15 Proxy or absentee votes are not admissible.

Guests

9.16 Interested members of the public and guests may attend meetings at the invitation of any Group member with the prior agreement of the Secretary or Convenor. In the absence of the agreement of the Secretary or Convenor, that member may introduce their guest or guests at the opening of the meeting and ask the agreement of the Group that they be allowed to be present.

9.17 Guests may participate in the discussion of any agenda item where the Secretary or Convenor determines they have a legitimate interest or special expertise. Guests may not vote or participate in the decision-making process and may be asked by the Secretary, Convenor or Facilitator to leave during this process.

9.18 The Secretary, Convenor or Facilitator may ask non-members to leave the meeting at any time in the best interests of the Group.

9.19 Any member of the Group may ask that a guest leave the meeting when they feel that an item should only be discussed by Group members.

9.20 Guests will be required to comply with the Group’s Safe Meeting Practices defined in Section 6.2 of this Constitution.

9.21 The Secretary, Convenor or Facilitator will advise any guest of these provisions at the start of a meeting.

Quick Decision-Making Process

9.22 A quick decision-making process can be invoked by the Secretary, the Convenor or any other five members, to make decisions for Central Coast Greens regarding any matter of such urgency that it must be resolved before the next regularly scheduled meeting of members.

9.23 This process will have all the decision-making powers of a meeting of Central Coast Greens, with the exception that it cannot alter the Central Coast Greens Constitution and cannot rescind previous Central Coast Greens decisions.

9.24 The process is as follows:

1. It must be ascertained that the issue cannot reasonably wait until the next regularly scheduled meeting.
2. The relevant proposal must be emailed to all members who have previously agreed to have their names on a list for quick decision-making processes. That list will be called the QDM Group.
3. Membership of the QDM Group will lapse and be refreshed annually. All members must be invited at the time of the AGM to place their names on the QDM Group list. Its minimum numbers, and the required number of votes to pass a proposal, will be decided annually at the AGM. If not decided otherwise at an AGM, the QDM Group for the following year will have a minimum of 14 members and a vote will be decided by a two thirds majority of no less than 9 responses. If there are insufficient nominations for the QDM Group a Group Meeting may reduce the number required for that year.
4. The decision must be reported and tabled at the next scheduled meeting.

Annual General Meeting

9.25 The Annual General Meeting will be held as soon as reasonably possible and within 3 months of the end of financial year, being 30 June. This allows the Group to report to The Greens NSW so that they can meet their obligations under the NSW Associations Incorporation Act 2009.

9.26 The meeting procedures used for general meetings also apply to Annual General Meetings.

10.1 The Group at a Group meeting or at an AGM is the ultimate authority on all financial decisions of the Group.

10.2 The Group at a Group meeting or at an AGM will determine financial delegations and delegated authorities to pay, including limits to those delegations, which may be given to any Office Bearer or elected position holder.

11.1 Notice of motions to amend this Constitution must be circulated to all members at least fourteen days before the meeting at which the motion is to be decided upon. The usual decision-making process shall be followed.

Duties of the Secretary and Convenor

1. If there is no Convenor appointed, the duties set out in paragraph 3 of this Schedule 1 will be the sole responsibility of the Secretary.
2. If a Convenor is appointed:
3. the Convenor and the Secretary will agree on which of the duties set out in paragraph 3 of this Schedule 1 are to be the duties of the Convenor and which of the duties set out in paragraph 3 of this Schedule 1 are to be the duties of the Secretary;
4. the division of duties between Convenor and Secretary must be approved at the Group’s first meeting following the appointment of the Convenor and notified to members within 14 days of such meeting;
5. the division of duties must not change until the next following AGM, unless the office of Secretary or Convenor is vacated for any reason beforehand;
6. if at any time the Convenor is unable to perform their duties due to absence, sickness or other incapacity, or vacates their role, the following duties will become the sole responsibility of the Secretary until the Convenor is able to resume their duties or a new Convenor has been appointed (as applicable); and
7. if at any time the Secretary is unable to perform their duties due to absence, sickness or other incapacity, the Convenor will take on the duties of the Secretary until the Secretary is able to resume their duties.
8. Each of the following duties is to be undertaken by the Secretary or Convenor:
9. Liaison (internal). Liaise with other Office Bearers, campaign teams, other members and The Greens NSW where necessary.
10. Liaison (external). Liaise with other community groups.
11. Group meetings (agenda). Prior to Group meetings, call for agenda items, prepare agenda and distribute agenda to members. Provide printed copies of the agenda at each Group meeting.
12. Group meetings (minutes). Prepare minutes of Group meetings and distribute to members.
13. Group meetings (attendance). Record attendance at Group meetings. Record apologies for non-attendance at Group meetings.
14. Record-keeping. Maintain paper and/or backed-up digital records of Group activity, including (where possible) reports from working groups and elected representatives.
15. Maintain venue list. Book and arrange payment for venues for Group activity.
16. Maintain a list of planned Greens and non-Greens events and periodically publicise it to members.
17. Correspondence. Respond to correspondence. Forward emails and other relevant information to members, Office Bearers, campaign teams, working groups, etc (as applicable). Send official correspondence of the Group.
18. Members. Maintain mailing list of current, provisional and non-financial members.
19. Co-ordinate working groups and endeavour to facilitate member involvement and information-sharing within Group.