Are you setting up your own group?

If you are thinking about setting up your own group you may find the following constitution useful:-

The name of the Organisation is Hertfordshire Accident Prevention Group (H.A.P.G).

Name and Content

1. The H.A.P.G. consists of those agencies with a statutory responsibility together with those agencies for whom accident prevention is an integral part of their work.
   
   
2. While some of these organisations had formed partnerships prior to 1994, in April the group was formally constituted to have a county-wide remit.
   
   
3. H.A.P.G. believe alliances are essential if significant further progress in reducing accidents within the county is to be achieved and sustained.

Principles

The work of the HAPG is guided by a number of inter-dependent principles;

1. The definition of 'Accident' being:
   Any unintentional injury or suspected injury, no matter how caused, except:
   
   
   1. deliberately self inflicted injuries or suspected suicides (but suspected child overdoses are included).
   2. injuries resulting from physical attacks by other persons (but bites by animals and insects are included).
      
      
2. 'Primary Prevention' as being:
   Preventing an accident occurring e.g. the use of childproof containers.
   
   
3. 'Secondary Prevention' as being:
   Preventing an injury resulting from an accident e.g. wearing of cycle helmet.
   
   
4. 'Tertiary Prevention' as being:
   Preventing complications developing from an accidental injury e.g. rehabilitation treatment.
   
   
5. Local collaboration between agencies, particularly the local authorities and voluntary and community groups; with other statutory agencies, academic institutions, industrial and commercial organisations, trade unions and professional bodies whenever possible;
   
   
6. Community participation;
   
   
7. Empowering people both individually and collectively;
   
   
8. Accountability to the public and service users;
   
   
9. Equal opportunities, taking discrimination into account;
   
   
10. Regional and national co-operation.

Aim

The aim of the Group is to work together to reduce the incidence of accidents and their severity within Hertfordshire.

Objectives

1. To assist statutory and voluntary organisations to maximise their potential for reducing accidents through education, training and publicity.
   
   
2. To establish and maintain a position of influence for the group through contact with elected members, statutory and voluntary organisations within Hertfordshire.
   
   
3. To establish and maintain a position of influence for the group through contact with statutory and voluntary organisations on regional and national basis.
   
   
4. To assist the achievement of casualty reduction targets identified by member organisations.
   
   
5. To provide an exchange of professional advice and information.
   
   
6. To develop and promote models of effective and accountable community participation.
   
   
7. To maximise ownership and involvement of all sectors within the Group.
   
   
8. To aid the commission, production and/or marketing of appropriate resource materials, where these are not available from other sources.
   
   
9. To commission or undertake research and any other relevant projects where they are not available from other sources.
   
   
10. To identify and make contact with other appropriate organisations who have an interest in or expertise in accident prevention.

Functions

The Group will undertake a number of inter-related functions to fulfil its objectives i.e.;

1. preparation of an annual business plan;
   
   
2. consideration of key project proposals for inclusion into current or future business plans;
   
   
3. annual review and update of 'Alliance for Prevention - A Strategy for Hertfordshire';
   
   
4. publication of documents, reports, and papers;
   
   
5. organisation of conferences and seminars where appropriate.

Status

The HAPG is a collection of local statutory organisations convened to support accident prevention through health alliances and has no legal or political status.

Membership

There are two main categories of membership - i.e. full membership and co-opted membership.

Full Membership

This is open to a named representative or nominee from local statutory organisations which support the aims and objectives of the HAPG.

Co-opted Membership

Co-opted Membership is open by invitation from the Group in writing for a specified period or purpose to;

1. individuals;
   
   
2. voluntary organisations;
   
   
3. local, regional and national organisations.

Management Structure

Meetings

1. Full members of the Group will be able to attend and vote at Meetings. Officers of the Group have full voting rights.
   
   
2. Meetings will be held at least every three months on a date agreed at the previous meeting.
   
   
3. A full meeting will require attendance by a quorum of 5 full members.
   
   
4. Minutes of the meeting should be taken by the host organisation. If the Chairperson and Vice-Chairperson are not present, the host organisation will take over the Chair and assign another authority to take the minutes.
   
   
5. That minute taker will type up the minutes and pass them on to the Chair of that meeting for agreement. The Chairperson of HAPG is responsible for distribution of the minutes.
   
   
6. The Chairperson will prepare the agenda and pass them on to the next host organisation who will attach a map and post all necessary paperwork to members at least two weeks before the next meeting.

Officers

The HAPG will have four officers: One Chairperson, One Vice-Chairperson and One Treasurer, who will be elected by full members at the first meeting in the financial year, i.e. after April.

Members should not hold the office of Chairperson or Vice-Chairperson for more than three years.

The Officer Group will normally meet immediately prior to a full meeting to review any proposals or urgent business.

Working Groups

The Group may establish working groups as appropriate. Each working group will have a clearly designated brief, budget if applicable and a project manager who will report the sub-groups progress at each full meeting

Co-optees

Co-optees from member organisations may be invited by the project manager onto the working group. Suggestions for co-optees outside the membership must have the prior agreement of the Chairperson and Vice-Chairperson.

Finance

1. HAPG is financially self-supporting; financial resources are invested in H.A.P.G., shall be held in a dedicated account and be subject to normal financial procedures within a financial year, April to March.
   
   
2. Revenue will be raised by each member organisation paying an annual subscription determined by September of the previous year.
   
   
3. In the event of non-payment or reduced payment of subscription, continued membership of the group shall be at the discretion of the HAPG.
   
   
4. Payments shall be authorised by the Treasurer and Chairperson or Vice-Chairperson. A co-signed audit form will be completed for each transaction.
   
   
5. The Treasurer will report a current statement of account at each full meeting. An internally audited account will be presented at the first meeting in every financial year.
   
   
6. The Group may, if circumstances warrant, request member organisations to consider additional funding for agreed items in the business plan.

Amendment of Constitution

Amendment of the Constitution requires a majority vote at a full meeting.

Comments & Further Information Request