Cathedral Magdalen & St. Augustine’s · athedral Magdalen & St. Augustine’s Neighbourhood orum...

Cathedral Magdalen & St. Augustine’s Neighbourhood Forum CONSTITUTION

Cathedral Magdalen & St. Augustine’s

Neighbourhood Forum Constitution

To be discussed at the Neighbourhood Plan Steering Group Meeting on 27th September

2017.

[and used to guide the activities of the Steering Group before formal designation]

[Items in square brackets apply in place of underlined words or are needed before the formal designation of the forum’s area by the Council]

If you wish to comment on the draft please e-mail: [email protected] titling the

communication ‘Constitution’.

1 Name & Area

1.1 The proposed Neighbourhood Forum shall be known as ‘Cathedral Magdalen & St.

Augustine’s Neighbourhood Forum’ (hereinafter referred to as ‘CM&St.ANF’) as

defined in the Town & Country Planning Act 1990 as amended by the Localism Act

2011 (‘the Act’).

1.2.1 The Area shall be decided by the Forum from time to time or as adjusted by the City

of Norwich Council under its statutory powers.

1.2.2 Appendix A – plan of boundaries proposed by the Neighbourhood ForumSteering

Group which defines the Area.

2 Purpose & Objects

2.1 The purpose of the CM&St.ANF shall be:

‘to produce a Neighbourhood Plan to protect and enhance the inherent qualities of the

Area and to further the cultural, creative, social, economic and environmental well-being

of the Area as shown on the attached plan at Appendix A (or as amended by agreement

with the local authority)’ and such other purposes as the Executive Committee may from

time to time decide.

mailto:[email protected]


2.2 Forum membership will be open to residents living in the Area, individuals working or carrying on business in the Area, local representative groups and Elected Members representing all or part of the Area.

CM&St.ANF will aim for as wide a representation of communities in the area as possible. Organisations affiliated to CM&St.ANF are set out in Appendix B below.

2.3 CM&St.ANF will prepare and maintain a Neighbourhood Plan as defined in section 5 below, and will monitor development management policy, economic development, conservation and transport policy and its application in the Area. It will also seek to deliver wider improvements by working in partnership with residents, businesses, Norwich City Council and local organisations, as well as those further afield as necessary.

2.4 CM&St.ANF will help the area to have a unified voice to enable the identification, and, if possible delivery, of solutions to the challenges it faces; and to facilitate better communication of local interests with Norwich City Council and other bodies.

2.5 CM&St.ANF will enable the communities living and working within the area, as well as those coming to the area to work, study, shop, design/produce/make, socialise, or for entertainment or other purposes, to work together to create a sustainable, mixed and inclusive community

2.6 CM&St.ANF may initiate Neighbourhood Development Orders or Community Right to Build Orders, identify Assets of Community Value, or carry out any other permitted actions.

2.7 CM&St.ANF will act in accordance with General Policies and Principles set out in section 6 below.

2.8 CM&St.ANF will respect all differences including gender, age, ethnicity, religion,

sexual orientation, disability and income. 2.9 CM&St.ANF will encourage all interested residents and businesses in the area to

become members and all representative groupings of community members to become affiliates of CM&St.ANF and to work alongside CM&St.ANF to further their joint objectives.

2.10 CM&St.ANF shall not be affiliated to any political party or organisation. Governance 2.11 All members of the Forum shall act in meetings of the Forum, the Executive

Committee [Steering Group] and Planning Group [Steering Group] in the best interests of the Forum and the residents and other occupiers of the area, and shall take account of the General Policies & Principles set out in the Constitution. They shall follow the good governance guidelines set out in the attached guidance (or any updating thereof) www.goodgovernancecode.org.uk

http://www.goodgovernancecode.org.uk/


2.12 The Forum shall act in accordance with best practice in the preparation of

neighbourhood plans and in accordance with Government guidance for such

preparation and shall seek to work collaboratively with the Local Planning Authority

to achieve this.

3 The Cathedral Magdalen & St. Augustine’s Neighbourhood Area (‘the Area’)

3.1 The Area shall be the area shown in the map in Appendix 1 [and may be changed by

the Forum as it considers necessary from time to time up to the time of designation] and will be finally determined on designation by the relevant authority.

3.2 The Area is the developed residential and business part of Norwich City Centre which includes the historic Cathedral Quarter with its significant Norwich institutions, the digital and creative industries quarter within vicinity of Norwich University of the Arts, and the urban villages of the northern city centre which are served by Magdalen Street as their local centre. Prince of Wales Road forms a southern boundary; the River Wensum a Western Boundary up to Bishop’s Bridge; then the line of the old city wall following the Mancroft ward boundary. The area is therefore broadly concurrent with the boundaries of the medieval city and settlement in this area can be traced back to (at least) the Anglo-Saxon period, the footprint of which can still be seen in the surviving street plan.

3.3 As defined, the Area falls entirely within the boundary of Norwich City Council including significant parts of Mancroft Ward and Thorpe Hamlet Ward.

4 Membership & Oversight There are five principle ways to be involved with the work of the CM&St.AF, namely:

• Membership of the Forum

• Associate Membership of the Forum

• Membership of the Executive Committee [Steering Group].

• Membership of the Planning Group [Steering Group].

• Specific assistance to the Neighbourhood Forum as commissioned or co-opted by the

Executive Committee or Planning Group [Steering Group].

Membership 4.1 Membership of CM&St.ANF shall be at least 21 individuals and is open to:

• residents living in the Area, either as individual members or via representative bodies such as those outlined below;


• affiliated representative Residents’ Associations, friends’ groups, and amenity societies and associations, collectively described herein as ‘Organisations’; and local businesses & institutions (including churches, other places of worship,

health & educational facilities) and individuals who work in, and have a long term business or institutional interest in the Area;

• Councillors from Thorpe Hamlet, Mancroft, and Sewell Wards (see 3.10 below) 4.2 Affiliated organisations [to be invited by the Steering Group], businesses and

institutions are listed in Appendix B.

These include properly constituted residents, organisations (including school,

medical practices, churches and other faith organisations), institutions and business

groups in the area (listed in Annex B) may be members of the Executive Committee

{Steering Group} and can appoint one individual (and alternates), who can also be

members of the Forum in a representative capacity.

Members shall be accepted by the Forum; resignations from membership shall be received by the Forum Executive Committee [Steering Group]. This list will be updated from time to time as necessary.

4.3 The Membership will be invited to the AGM of the Neighbourhood Forum. Notices will be given and voting rights adhered to as set out at 3.10 and 3.12 below. 4.4 The Forum will maintain a website as the principle means of communication with the Membership. 4.5 A database of Member contacts will be maintained by the Secretary, and every effort

will be made to ensure that this complies with the Data Protection Act and protocols are implemented to maintain member privacy.

Oversight 4.6 An Executive Committee [Steering Group] comprising up to 12 members will be

elected at each AGM to carry out the oversight work of the Forum. The quorum for the Executive Committee will be 4 members.

4.7 The Executive Committee [Steering Group] will elect the following officers of the

Forum from its number: Chair, Vice Chair, Secretary and Treasurer. Officers will serve for one year and be subject to re-election, and there will be no limit to the number of terms an officer may serve. The Chair (or the Vice Chair when acting as Chair) will have a casting vote at any Committee or General Meeting. (see Appendix C defining Duties of Officers)

4.8 The Executive Committee Meeting [Steering Group] will direct and oversee the work

of the Forum and will meet at least quarterly for this purpose. It may:


i. Receive and comment on the report from the Planning Group

ii. confirm the identity of the community organisations entitled to attend the

Executive Committee

iii. approve budgets, the annual report and accounts where relevant

iv. adopt constitutional amendments

v. Commission consultants to support the work of the Forum and ensure that work

is undertaken on time and on budget and to a satisfactory standard;

vi. Publicise and promote the work of the Forum and organise meetings, training

courses, events or seminars etc.

vii. Work with groups of a similar nature and exchange information, advice and

knowledge with them, including cooperation with other voluntary bodies,

charities, statutory and non-statutory organisations.

4.9 The Executive Committee [Steering Group] may co-opt up to three additional

members to the Executive Committee [Steering Group] in any year. Co-opted members will have the same voting rights as other Executive Committee members. A co-opted member may be elected as an officer.

4.10 A nominated representative Councillor for Mancroft and Thorpe Hamlet Wards,

which have part of their wards in the Cathedral Magdalen & St Augustine’s Neighbourhood Area, will be invited to all Executive Committee [Steering Group] meetings. While they will have normal speaking rights, however they will not have the same voting rights as other Executive Committee [Steering Group] members.

4.11 The Executive Committee [Steering Group] will have the right to vary the

constitution of the Forum and this may be voted upon by simple majority through a show of hands.

4.12 Meetings of the Executive Committee [Steering Group] may also be attended by all

members of the Planning Group (see below) and any other properly constituted sub

groups of the Executive Committee [Steering Group] (which may include people co-

opted on to those groups) plus representatives – who will have the right to speak,

however not to vote.

Planning Group

4.13 The initial Planning Group [Steering Group] shall comprise up to 12 people, all

members of the Forum, who shall volunteer as the Planning Group [Steering

Group].


Membership of the Planning Group [Steering Group] will remain open, and following

the establishment of the Neighbourhood Forum and volunteers will be invited to put

their names forward for involvement in different aspects of the work of the

Neighbourhood Plan as it emerges as directed by the Executive Committee [Steering

Group].

If more than 12 volunteers emerge to take forward the work of the Planning Group

following the formal establishment of the Forum, individuals may put their name

forward for membership, and the Executive Committee [Steering Group] will allocate

places on the Planning Group [Steering Group] on the basis of a representative

balance of community interests and relevant skill sets to advance the plan making

process.

The Executive Committee will endeavour to accommodate the interest of any

volunteer who wishes to support the work of the group, subject to capacity to

accommodate this.

4.14 The Planning Group [Steering Group] will consist of up to 12 members who will take forward the process of making the neighbourhood plan and such other purposes the Executive Committee [Steering Group] shall determine. The Chair of the Executive Committee [Steering Group] will also chair the Planning Group [Steering Group] in the first year of operation. This will be subject to review, and separate chairmanships may be created after the first year of operation. The Deputy Chair may act at all times as an alternate to the Chair. The Planning Group [Steering Group] will meet as often as is deemed necessary to advance the plan making process. A quorum for Planning Group [Steering Group] meetings will be 3 members. Minutes will be taken and distributed to the members of the Planning Group [Steering Group], and to the Secretary for recording and onward distribution to the Executive Committee [Steering Group]. The Planning Group will report to the Executive Committee [Steering Group] on a regular cycle, to be determined, and at least 3 members of the Planning Group will attend meetings of the Executive Committee [Steering Group] once established.

4.15 The Executive Committee [Steering Group] will appoint, and if necessary dismiss by vote of a simple majority, the members of Planning Group, and other sub-committees that may emerge, and will manage the work of Forum. The Executive Committee will scrutinise the work of the Planning Group against the stated aims and objectives, principles and ensure that it is representative of the broad composition of the Area.


Minutes

4.16 The Secretary will take minutes of Executive Committee Meetings [Steering Group], will receive minutes of Planning Group Meetings [Steering Group] and will ensure that declarations of interest or conflicts of interest are recorded and that minutes are drafted and circulated to invite comments on accuracy within three weeks and ensure that a process of approval is maintained at the next meeting.

Organisations which are affiliated to CM&St.ANF will be encouraged to communicate such information to their membership.

Meetings 4.17 Annual General Meetings will be held in June or as close to such date as practicable

and should be no longer than 15 months apart. An Extraordinary General Meeting may be called by decision of the Executive Committee [Steering Group] or by 21 members of the Forum applying to the Secretary.

For all Annual General Meetings, a notice of the meeting and details of any resolutions to be put to it will be sent to all Forum members at least 21 days before the meeting. Votes will be by a show of hands, and will be passed on a simple majority.

4.18 At any General Meeting of the Forum each member present will have one vote.

Decisions of General Meetings will be by simple majority except in the cases set out in section (Amendments & Dissolution) below. The quorum for a General Meeting shall be 15 members and notice should be given at least 14 days in advance.

4.19 General meetings will be called at the discretion of the Executive Committee

[Steering Group]. Notices 4.20 Notices to Members will be deemed delivered if sent to the Member’s last notified

email address, or (where no email address is given) sent by post to the last notified address.

Finance 4.21 The Forum will have the power to raise funds as necessary for its activities, by grant,

donation, subscription or any other appropriate means.


4.22 The Executive Committee [Steering Group] will open one or more bank accounts as necessary in the name of the Forum. All funds raised for the Forum will be held in such accounts. Or the committee could agree to proceed through a third party with audited and charitable status such as the Norfolk Community Foundation, or Community Action Norfolk. The Executive Committee [Steering Group] will nominate bank signatories. Payments and expenses should be verified and endorsed by two authorised signatories.

4.23 The Executive Committee [Steering Group] will, where necessary, insure any assets it holds, and by insurance or otherwise indemnify its officers against liabilities arising from their work for the Forum, and individuals who take part in the planning or outreach work of the Forum. It will be the responsibility of The Secretary to ensure that all insurances are in place and maintained.

4.24 The Executive Committee [Steering Group} will prepare budgets and ensure that

these are adhered to. 4.25 Subject to funding, the Executive Committee [Steering Group] may employ staff and

volunteers, commission consultancy services, surveys or any other activity in support of the Objects.

Register of Executive Committee [Steering Group] & Planning Group Members’ Interests

4.26 The Secretary will keep a Register of Executive Committee [Steering Group] & Planning Group [Steering Group] Members’ interests detailing any financial interests in the Area or any other interest, which could be deemed to have an influence on decisions likely to come before the Executive Committee [Steering Group] and Planning Group Members will abstain from voting on any matter in which they have a financial interest or a conflict of interest where a Neighbourhood Plan policy would affect the business interests of a Forum member.

5 Neighbourhood Plan

5.1 The Cathedral Magdalen & St. Augustine’s Neighbourhood Plan (CM&St.ANP) will set out more detailed and local policies for the development and use of land within the Area than is provided for in the Local Plan applicable to the whole Borough. As provided for in the Act, it will be subject to consultation and examination, including where appropriate a Referendum within the Area.

5.2 The CM&St.ANP will include, where appropriate, specific policies for identified parts

of the Area, including detailed conservation policies and management proposals. Unless otherwise stated, the CM&St.ANP will apply to the whole of the Area.

5.4 The CM&St.ANP will include policies aimed at generating employment in the area

and promoting business activity, including retail. It will aim to promote a range of retail, creative, cultural and tourism activity in the community with particular emphasis on encouraging smaller enterprises and the digital & creative industries.


5.5 It will further research and have regard to specific housing needs and community

facilities as identified in the Neighbourhood Plan making process.

5.6 The Forum may ask for presentations by developers of schemes and request that

the view of the Planning Group [Steering Group] as expressed through a ‘Community

Brief’ be taken into account in the development of a scheme. They may commission

Third Parties to review aspects of schemes in accordance with the General Policies &

Principles of the Forum as set out at Section 5 to support the Forum in the

formulation of a Community Brief, and consider conformity of a scheme to this

document. The Forum may also commission relevant consultancies in support of its

work.

The Forum may submit a Community Brief for a given site or project to Norwich City

Council as part of a wider process of stakeholder engagement.

5.7 CM&St.ANF may respond to public consultations and submit representations to

general local, regional or national policies affecting the area at any point following

the formal establishment of the Forum.

6 General Policies and Principles 6.1 CM&St.ANF will take the distinctive character, mixed use nature and heritage of the

Area into account in all its actions, and will ensure that all development in the Area preserves and, where possible, enhances this character.

6.2 CM&St.ANF will promote the Area as a vibrant business and residential city quarter

which is the focus of the community life of a series of walkable urban villages in the North City Centre which rely upon Magdalen Street for local servicing, and which is growing as an entrepreneurial retail location; Norwich’s growing presence of creative & digital industries, the student quarter focussed on Norwich University of the Arts; the cultural, tourism and heritage offer of the Cathedral Quarter and night time economy focussed on Prince of Wales Road & Tombland.

6.3 CM&St.ANF will support improvements in the local environment including those

directed towards energy efficiency and reducing pollution (provided these can be shown to be proportionate and in sympathy with the wider character and function of the area); and conserve and promote improved green spaces and outdoor enjoyment in the area.


6.4 CM&St.ANF will support initiatives aimed at improving the health and well-being of local people whether through public health initiatives or improvements to local health facilities

6.5 CM&St.ANF will generally support actions aimed at generating employment and

business start-up and growth consistent with the other principles and policies in the Area.

6.6 CM&St.ANF will promote policies to maximise social benefit, community links,

services for young people, crime reduction and support for elderly and vulnerable members of the community.

6.7 To this end, the CM&St. A Neighbourhood Plan will aim to:

• complement the Norwich City Plan and adopted Conservation Area Appraisals as produced by the Norwich City Council to seek that all development is sympathetic to the character of the Area, and where appropriate to bring up-to-date the

appraisal and develop its management content; specifically, it will build on the Northern City Centre Area Action Plan which was adopted in 2010 but since April 2016 no longer forms part of the local plan for Norwich.

• identify locations for potential appropriate development that will, within the Local Development Framework, include housing, retail, business, community and recreational uses;

• express aspirations for the future development of traffic and transport serving or passing through the Area;

• advocate the preservation and improvement of private and public open space;

• nominate Assets of Community Value for listing by the appropriate local authority;

• set a framework for the cultural, retail and business improvement of the Area;

• identify policies that recognise and reinforce the heritage nature and character of the area

• advise and lobby the Planning and Highway Authorities on improvements to the public realm and personal safety;

• pay due attention to sustainability, resilience and carbon reduction.

7 Amendments and Dissolution 7.1 Amendments to this Constitution will be by decision of a General Meeting carried

out in accordance with 3. 8 and 3.11 above. 7.2 CM&St.ANF may be dissolved prior to the end of its five-year life, by decision of a

General Meeting specifically called for this purpose and carried out in accordance with 3.8 and 3.11 above, with the exception that such a vote will only be carried if supported by two thirds or more of those voting.

7.3 In the event of dissolution, any property or funds held by CM&St.ANF will be:


• subject to the agreement of the Members at General Meeting, allocated to one or more nominated organisations set up to continue the work of CM&St.ANF, or

• in the absence of any such organisation and subject to any statutory regulations, distributed equally to the constituent local organisations who are its members (but not to individual members).

7.4 A formal review of the functions and achievements of CM&St.ANF will be carried out

five years after its formation when it should cease as a Neighbourhood Forum but may become a similar organisation in a new guise.

Following such review, and consultation with its members, CM&St.ANF will decide the most appropriate way of supporting its Neighbourhood’s aspirations.


APPENDIX A Map of the proposed Cathedral Magdalen & St. Augustine’s Neighbourhood Area. This map and the explanatory notes accompanying it can be seen in more detail in the Cathedral Magdalen & St. Augustine’s Neighbourhood Area Application. The blue line denotes the proposed neighbourhood area boundary.


APPENDIX B

Associated Organisations (to be invited & extended by the Executive Committee [Steering

Group]) - tbc

Norwich Cathedral

The Friends of Norwich Cathedral

The Friends of Norwich School

The Great Hospital

City College

Magdalen Street Area and Anglia Square Traders Association

Magdalen Street Celebration

Norwich City Centre BID

Norwich University of the Arts

The Cathedral Quarter

The Gurney Surgery

The Norwich Churches Trust

The Norwich & Norfolk Festival

The Norwich Playhouse

The Norwich Society

Thalia Theatre Group

Visit Norwich

Jane Austen College

Norwich School

Magdalen Gates Primary School

St. Augustine’s Church

St. George’s Church, Tombland

St. George’s Church, Colegate

St. Helen’s Church, Bishopsgate

East Anglia Pilgrimage Network


Methodist Church

Baptist Church

Meeting House

Octagon Chapel

St Augustine’s Neighbourhood Group

Elm Hill Residents Association

Cathedral Close Residents Association


APPENDIX C

Duties of Officers

A. The Chair of the Executive Committee [Steering Group], shall:

i. call and chair regular meetings of the Steering Group (for which a quorum will be

one half of its members) and have a casting vote on elections and resolutions

ii. act on behalf of the ‘CM&St. A Neighbourhood Forum’ and represent it externally

iii. have the power to take decisions on urgent matters between meetings of the

Steering Group

iv. interpret the constitution. The Chairs’ interpretation may be overturned by two-

thirds of those present at the Steering Group or at Representative Group

Meetings

v. act as joint signatory on the ‘CM&St. A Neighbourhood Forum’ bank account.

vi. The Deputy Chair of the Executive Committee [Steering Group], shall deputise

for the Chair in all of these matters in his or her absence or on request.

B. The Treasurer, shall:

vii. be responsible for maintaining the accounts of the ‘CM&St. A Neighbourhood

Forum’

viii. be responsible for presenting a budget, annually for the following year to a

Representatives Group Meeting

ix. submit a detailed summary of the accounts at every Executive Committee

[Steering Group] Meeting

x. draft or sign off applications for grant funding and liaise with accountable body

where appropriate.

xi. act as a joint signatory on the ‘CM&St. A Neighbourhood Forum’ account

xii. take the chair at meetings if the Chair, Deputy Chair and Secretary are absent

xiii. take the minutes if the Secretary is absent or in the chair.


C. The Secretary shall:

xiv. be responsible for organising meetings, maintaining the minutes and

Constitution of the CM&St. A Neighbourhood Forum and making them available

to members

xv. take the chair at meetings if the Chair or Deputy Chair is absent

xvi. act as joint signatory on the ‘CM&St. A Neighbourhood Forum’ bank account

xvii. Maintain a record of Executive Committee [Steering Group] Meetings and

Planning Group Meetings.

xviii. Maintain a database of Forum Members and Associated Organisations.

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