1. TITLE AND STATUS

1.1           The name of the local party shall be Merton Green Party (hereafter referred to as ‘MGP’).

1.2           MGP is a constituent party of the Green Party of England and Wales (hereafter referred to as ‘GPEW’) and is subject to its rules and Constitution. MGP is registered by the Electoral Commission as an ‘Accounting Unit’ of GPEW, with its Treasurer and one other Officer as named responsible persons.

1.3           MGP is also a constituent party of the London Region (also known as the London Federation of Green Parties or the London Fed).

1.4           The geographical area of MGP is that of the London Borough of Merton.

 

2. AIMS

2.1           The object of MGP is to promote the aims of GPEW as stated in its Constitution:

(a) to develop and implement policies consistent with the philosophical basis of GPEW as expressed in its policies for a sustainable society;

(b) to that end, to win electoral seats and democratically accountable positions at all levels of government;

(c) to organise and support any lawful activity which will publicise and further these aims;

(d) to increase the membership.

 

3. MEMBERSHIP

3.1           The membership consists of all current and ‘grace period’ GPEW members with Merton Green Party as their designated Local Party in the GPEW Membership Roll.

3.2           Members may not concurrently be a member of another political party within the UK, except provincial Green Parties, namely, the Scottish Green Party and Green Party Northern Ireland. Should a member join another political party, then they immediately forfeit membership of MGP.

3.3           Members are identified uniquely by their membership identity on the GPEW Membership Roll, using one and only one email address for identity purposes. In the absence of any email address, the membership unique identity number will apply, also from the GPEW Membership Roll.[1]

 

4. DISPUTES AND DISCIPLINARY PROCEEDINGS

4.1           MGP will seek to resolve any disputes between members through discussion and conciliation, unless deemed a ‘serious dispute’. The conciliation process (for non-serious disputes) will be determined in whatever way is appropriate that has the agreement of the parties to the dispute.

4.2           Serious disputes are those which involve criteria such as the implication of a third party outside of MGP, or which have legal significance, or which have the potential to cause reputational damage to MGP or GPEW and its affiliates, or in which a member has potentially contravened the GPEW Code of Conduct, or for which mediation by other Green Party bodies has been requested under reasonable circumstances by one of the disputing parties.

4.3           In all serious disputes, the issue shall be referred to the Dispute Resolution/Disciplinary Committee of GPEW. A formal complaint may be submitted to the Dispute Resolution/Disciplinary Committee to adjudicate if considered appropriate.

4.4           Where indicated by the nature of the dispute, and on the occasion of a disciplinary issue, the issue shall be referred to both the Dispute Resolution/Disciplinary Committee of GPEW and other external bodies where relevant e.g. in matters of safeguarding of vulnerable people, or matters of legal significance.

 

5. MGP OFFICERS

5.1           MGP shall elect its Officers at the AGM. These shall include a Coordinator (who will also act as the Point of Contact, both to bodies of GPEW and the public), a Treasurer, a Membership Secretary, and an Elections Officer (who will also act as Nomination Officer and Election Agent within the London Borough of Merton). Other Officers may be co-opted as required, for fixed terms, to meet a specific need with specific formal responsibilities. The term for an Officer is one AGM to the next AGM and not exceeding fifteen months per term. Officers may continue in post for successive terms after being duly elected each term.

5.2           Nominations shall be proposed and seconded, and conducted by the Single Transferable Vote method. Any member can ask for a secret ballot, otherwise ballots will be conducted by a show of hands in the meeting, plus any absentees’ votes received on paper or via email up to the start of the AGM or EGM.

5.3           The AGM has the discretion not to fill posts if no suitable nominations are forthcoming, or to propose the merging of posts or the creation of other posts with the agreement of a simple majority in a quorate meeting.

5.4           Should any Officer of MGP fail to attend or submit a report to three consecutive regular business meetings without good reason or apology, MGP may co-opt another member to act in their place for the remainder of the elected term until the next AGM or as determined as an EGM item.

5.5           In the event of a vacancy due to resignation or disqualification, an Officer may be co-opted at the next regular business meeting.

5.6           Officers may be co-opted onto the Officer Executive or be de-selected from it at an EGM through a simple majority vote of those present and any absentees’ votes received on paper or via email up to the start of the EGM.

 

6. COMMUNICATIONS

6.1           MGP shall use electronic means (such as email) to communicate with members and to publicise meetings wherever possible. Postal mail shall only be used routinely for communication with members who do not have access to email and who have made an explicit request for postal communication.

6.2           MGP may use any appropriate, accessible, reputable and publicly available medium, such as social, broadcast or print media, to publicise its activities to members and the general public.

6.3           Any member using public communications such as social media, intentionally or apparently on behalf of MGP, must pay due regard to maintaining data privacy, the personal safety and security of others, and liability for legally significant or defamatory content.

6.4           Any member using public communications on behalf of MGP must ensure that their statements are consistent with MGP and GPEW policy.

6.5           Any member using public communications on behalf of MGP must ensure that they have taken all necessary steps to avoid bringing MGP or any constituent bodies of GPEW into disrepute.

6.6           Any press release or other public statement made by an Officer on behalf of MGP must be reviewed and agreed by at least one other Officer before publication.

6.7           Candidates and prospective candidates selected by MGP, during their period of candidacy, are not restricted in their public statements, but must endeavour to conform to standards that provide the best opportunity for MGP to gain electoral success, whether for themselves or for other or future candidates.

 

7. MEETINGS AND DECISION-MAKING

7.1           The business of MGP shall be decided and managed by regular business meetings open to all members. Regular business meetings shall be held quarterly as a minimum, with additional meetings as required, including a mandatory Annual General Meeting (AGM) and public meetings.

7.2           A chair and a minute-taker will be appointed in advance if possible, or at the commencement of the meeting otherwise.

7.3           Motions should be proposed and seconded, and will be carried by a simple majority vote of members present, verbally or by a show of hands.

7.4           Members should be notified of any motions relating to policy at least one week before the meeting to discuss the issue.

7.5           Only members of MGP will be entitled to vote. Those unable to attend may make their views known to the meeting, either in writing or through representation by another member. Email votes can be submitted via the member’s registered email address, but will not count if the motion is amended at the meeting

7.6           The meetings will be deemed to be quorate if there are 5 or more paid-up members in attendance.

7.7           Prospective members and GPEW members of other Green Party branches may attend regular business meetings and the AGM, by invitation and prior arrangement with one Officer in advance. Prospective members and visiting Green Party members are not permitted to participate in the substantive business of the meeting, in decision making, or to vote, but may contribute to the meeting by invitation from the chair.

7.8           Attendance and business conducted at meetings shall be recorded in minutes to be approved by the next meeting.

7.9           A draft agenda will be circulated to all local members at least one week in advance of each meeting, together with the minutes of the previous meeting. Anyone can suggest additional items for the agenda in advance of or at the start of the meeting.

7.10         In the event of a decision needing to be made before a regular business meeting, an emergency decision may be made by agreement of a simple majority of Officers of MGP. This decision must be ratified by the next regular business meeting.

7.11         Working groups may be set up to discuss specific issues such as transport or housing, or any other matter decided on by a regular business meeting or the AGM. Any decision taken by a working group shall be ratified by the regular business meeting or in accordance with the working group’s terms of reference set in advance by the business meeting that initiated it. All members can attend these groups.

 

8. ANNUAL GENERAL MEETING (AGM)

8.1           Every year, an AGM shall be held for the purposes of:

(a) Presentation of a report of work which has been carried out over the year

(b) Presentation of a financial statement for the year

(c) Election of the Officers

(d) Agreeing the cheque signatories

(e) Reviewing strategy and setting goals for the following year and beyond

(f) Any other business on the agenda (to be determined in the same way as for a regular business meeting).

8.2           The Chair at the AGM shall be taken by a nominated person as agreed by members attending the business meeting prior to the AGM or agreed as the first item of business at the AGM.

8.3           All members of MGP have one vote each, and resolutions must have the support of a simple majority, verbally or by a show of hands. Email votes can be submitted by absent members via the member’s registered email address, but will not count if the motion is amended at the meeting.

8.4           Notice of the AGM shall be given at least one month prior to the meeting and any motions for consideration shall be submitted in writing to the Chair at least two weeks prior to the meeting.

8.5           The agenda will be circulated in advance at least one week prior to the meeting.

8.6           The Chair has the right to rule on the admissibility of any emergency motions put forward.

8.7           The quorum of an AGM shall be 5, or 25% of members of MGP (whichever is the smaller).

8.8           An Extraordinary General Meeting (EGM) on a particular agenda topic may be called on the request of a business meeting or at least 5 members of MGP. Notice of an EGM shall be given at least 7 days in advance. The rules for the conduct of an AGM specified in clauses 8.2, 8.3, 8.6, and 8.7 apply equally to an EGM.

 

9. FINANCE

9.1           The Treasurer shall collect or arrange the collection of all money due to MGP and shall receive all donations to MGP and shall be the custodian thereof.

9.2           The Treasurer will arrange payment of any bills incurred by MGP and will notify the regular business meeting if it is in danger of becoming overdrawn.

9.3           All monies drawn from MGP’s bank account by cheque shall be signed by two authorised persons from a list of at least three, to be agreed at the AGM.

9.4           The Treasurer is authorised to make electronic payments from MGP’s bank account in accordance with the regulations of the bank, provided that such payments have been agreed by the regular business meeting.

9.5           Wherever possible, funds will be held by a banking organisation with a policy of ethical investment acceptable to the membership.

9.6           During an election ‘regulated period’, statutorily defined by The Electoral Commission, campaign expenditure is regulated by The Electoral Commission. Therefore, during a regulated period, the Treasurer shall collaborate with the Election Agent to ensure that the Election Agent is able to fulfil all of the associated statutory obligations regarding control of campaign donations, expenditure and reporting. During this period, the Election Agent is required to make or approve in writing all expenditure payments associated with an election campaign regardless of amount.

9.7           Outside of an election ‘regulated period’ as defined by The Electoral Commission, MGP officers, members and working groups may incur expenditure on behalf of MGP, provided that prior approval is obtained from the Treasurer if the amount is below £150, and from the Treasurer and at least one other Officer if the amount is above £150. This expenditure may be subject to certification by the Treasurer that there are sufficient funds to cover it.

9.8           MGP will not pay ultra vires affiliation fees, donations or subscriptions to any other organisation outside of GPEW, except in fulfilment of MGP’s direct objectives or for statutory reasons e.g. election expenses and deposits.

9.9           The Treasurer will provide a verbal update of the current financial position at each business meeting, verbally unless requested in writing at the prior business meeting.

 

10. SELECTION OF ELECTION CANDIDATES

10.1         For selection of parliamentary candidates, the national rules of the Green Party of England and Wales must be followed.

10.2         For selection of local authority candidates, including constituency candidates for the London Assembly, MGP will run a selection procedure in line with the appropriate national or regional guidelines.

10.3         Where candidate selection requires a ballot, the prior business meeting will appoint a Returning Officer to run the ballot selection. The Returning Officer may be selected from among the MGP membership and officers, or from a different Green Party branch, howsoever the business meeting decides.

10.4         The Election Agent, an elected officer of MGP, or the Agent’s deputy appointed through statutory process, shall be responsible for formalising the selection and nomination of candidates and overseeing the candidates’ campaigns in accordance with applicable election legislation and the GPEW Role Description.[2]