CaPa Participation Group


18th June 2014


The Constitution


The CaPa Participation Group and its money will be administered and managed in accordance with the provisions in this constitution.  Adoption of this constitution as of the date it is signed.  This constitution sets out the rules by which The CaPa Participation Group will be governed.  These are legally binding on the members.


The Name

The name of the group is The CaPa Participation Group. CaPa stands for Carer/Parent.


The Aims and Objectives

  • To be the strategic consultative body within The Borough of Thurrock representing families of children and young adults with special and additional needs, providing a liaison point for Statutory Services, Voluntary Agencies and Parent support Groups within The Borough of Thurrock
  • To consult with and inform our membership with a view to ensuring that all children and young adults in The Borough of Thurrock with special and additional needs have the best possible outcomes. These outcomes may be updated from time to time in the light of changes to Government policy.
  • To support the formation of localised or needs specific Parent Support Groups where there is a gap in provision.  



In furtherance of the aims and objectives the group may:

  • Employ and remunerate staff.
  • Raise funds by any lawful means except permanent trading.
  • Accept gifts and donations for the group.
  • Do anything else within the law which is necessary for the group to carry out their aims and objectives.


Application of the income


  1. The CaPa Participation Group funds shall be applied solely towards the promotion of the aims and objectives.
  1. Any member may be given reasonable and proper remuneration for any goods and/or services bought with prior consent from the Steering Group on behalf of or for The CaPa Participation Group.
  1. With prior consent from the Steering Group, travel costs, material costs and venue hire, may all be claimed from the funds, when they are for The CaPa Participation Group.
  1. Members should give receipts or invoice to the admin worker for payment.
  1. Thurrock Centre for Independent Living (TCIL) will hold the restricted funds for The CaPa Participation Group. The Steering Group will appoint 4 members who can authorise payments, payment requests must be signed any two of those nominated (they must not be connected by virtue of birth, marriage or civil partnership).     
  1. Accurate accounts of all income and expenditure will be kept by TCIL for presentation at the Annual General Meeting (AGM).
  1. If The CaPa Participation Group is dissolved and there are funds in the bank, the law states that it should pass on any remaining assets not returnable under the terms of any Grant to another charitable body. The committee members/trustees at the time will vote for the relevant charity whose beneficiaries are children with special and/or additional needs and/or their families.




  1. Full Membership is open to family members and carers of any child or young adult with special and/or additional needs, up to the age of 25 years and who live in or receive services from the Borough of Thurrock.
  2. There will also be an associate membership for practitioners, both within the Voluntary and Statutory sectors.  This membership will have no voting rights, but will be kept up to date with The CaPa Participation Group newsletter and will be able to attend Open Meetings.
  3. Membership is not transferable.
  4. Steering Group members must keep a register of members, either in a written form or held on computer and will ensure compliance with Data Protection Act 1988.
  5. Each Full member is entitled to one vote after attending a minimum of two open meetings.
  6. Decisions will normally be decided by a show of hands and on a simple majority vote with the Chair Person having a second vote in case of a deadlock. (Any full member can call for a paper vote to be conducted)  
  7. Any member may request to be removed from the list at any time.
  8. If the committee considers that any member’s conduct is in any way harmful to the aims and objectives of The CaPa Participation Group the committee/steering group will reserve the right to terminate membership.
  9. Steering group members must abide by rules of confidentiality in meetings and remember that discussions may be held about parents known to members of the group.




  1. The CaPa Participation Group will be managed by a Steering Group.  This will comprise of a minimum of 6 and a maximum of 15 members.  This will include a Chair, Vice-Chair, Treasurer and Secretary. Other roles within the Steering Group will be appointed as and when required.  The quorum of the Steering Group will be 50% plus one.
  2. The inaugural Steering Group members and officers shall be those elected at the initial AGM. The Steering Group members will be annually elected from the full membership of The CaPa Participation Group at the AGM.
  3. Any Committee Member wishing to be elected as an officer will need to seek nomination by members of the Steering Group at the first meeting following the AGM.
  4. The Steering Group may appoint sub-committees to carry out specific tasks and delegate specific powers as necessary.  Sub-committees must report back to Steering Group for ratification of any decisions.
  5. The Steering Group may have no more than two co-opted members whom will not be entitled to vote.
  6. Each Steering Group member has one vote.
  7. The Steering Group must meet at least six times a year.
  8. There must be at least one General Meetings a year ( The Steering Group can decide to make a Steering Group meeting a General Meeting ).
  9. An Extraordinary General Meeting (EGM) can be called by at least 50% of the members plus one of the Steering Group or 10% of the Full Membership when some special or urgent business has to be considered. Such meetings will be called in writing 21 days in advance. A quorum for such meetings shall consist of a quorum of the Steering Group or 30% of the membership. The same rules shall apply to Annual General Meetings.



Amendment to the Constitution


This document may only be amended by a resolution passed at an EGM or AGM.