Phoenix Counselling Service has a constitution as a professional not for profit counselling service, based in Outer London, border of Essex
CONSTITUTION
(presented to AGM 4.4.05)
INTRODUCTION
The Phoenix Counselling Service has been established in East London & South West Essex since 1999. Our aim, enshrined in this constitution is to provide an affordable, accessible and confidential counselling resource to the whole community. The counsellors and therapists delivering the Service will act in a professional manner at all times and abide by the Ethical Framework for Good Practice in Counselling and Psychotherapy of or recognised by the British Association for Counselling and Psychotherapy, offering counselling or therapy, brief or open ended, one-to-one, for couples, in a small therapy group. All activities of the Service will be monitored by a Steering Group open to all members of the community by election at the AGM and meeting 3 times each year.
EQUAL OPPORTUNITIES
All work undertaken by and for PCS should abide by our published equal opportunities policy. PCS is committed to treat equally all clients and counsellors. Specifically PCS will take all reasonable steps to prevent discrimination, victimisation and harassment on the grounds of gender, sexual orientation, marital status, race, colour, nationality, ethnic origin, disability including offering appropriate education and dealing rigorously with infringements of this policy
AIMS
As a community service, all sessions and services will be made available to members of the local community regardless of race, creed, sexuality, age, mobility. We aim to offer affordable, accessible, professional counselling, psychotherapy, group therapy and therapy to individuals, couples and organizations; to assist in training for those involved in counselling and psychotherapy and to maintain standards of professional conduct and accountability as set by nationally recognized professional accreditation boards. Information regarding the service will be distributed widely throughout the area via the Yellow pages, libraries, local voluntary and statutory groups and on the Internet.
FUNDING
This is a “not for profit” group, all funds received will be used to sustain the work of the Service and meet direct operating costs. PCS will employ staff and/or agents and professional advisors or consultants, and make provision for the proper remuneration of any such persons.
PCS will hire rooms which PCS may think necessary for the promotion of its objects.
PCS will insure and arrange insurance cover for and to indemnify its officers, voluntary workers and members from and against all such risks as PCS may from time to time think fit.
Fees will be agreed at the first meeting of the Steering Group following the Annual Meeting.
Regular reports of accounts will be presented to the Service by the Administrator during Steering Group meetings. Bank statements will be available for review at all times. The account will show all incoming and outgoing activity. At the end of each financial year accounts will be drawn up by a qualified accountant, appointed at the AGM. The Co-ordinator, Administrator and a third member of the Steering Group will sign to verify the year’s accounts have been recorded accurately.
CONSTITUTION DISSOLUTION
In the event of winding up or dissolution the liquidator shall first, according to law, use the assets of the Service to satisfy its debts and liabilities. Any balance of assets remaining must not be distributed among the members of the Service, but shall be transferred to some other non-profit counselling service with objectives similar to or compatible with the Phoenix Counselling Service or, if for any reason residual assets cannot be transferred in accordance with this provision they shall be given for charitable purposes in the Service’s area of benefit In the event of funds falling below £500 at the bank an immediate meeting of the Steering Group will be called to review the funding situation.
PROPERTY
Currently the Service does not have any property. Should equipment be purchased, an addendum to this document will be provided.
SERVICE STRUCTURE
The Service consists of trained counsellors & psychotherapists as associates, trainee counsellors in the last stages of their training, the Co-ordinator, Administrator and a Steering Group.
The Co-ordinator
The Co-ordinator will conduct PCS day to day work in accordance with their Contract.
The Administrator
The Administrator will conduct PCS day to day work in accordance with their Contract.
Associates
Counsellors and psychotherapists are welcome to offer their services to Phoenix to become associates. Applications will be considered by the Co-ordinator and Administrator on behalf of the Steering Group and applying it’s Contract for Associates and approved at the next Group meeting. Successful applicants will show the Steering Group evidence of professional insurance, professional qualifications, professional supervision arrangements, membership of a professional counselling or psychotherapy organisation recognised by the BACP.
Referrals will be made to associates in order of seniority ( length of time working with PCS ).
Associates paying monthly membership fees become members of PCS and are entitled to vote to elect the associate member of the Steering Group.
Trainees
Students applying for a placement will be considered by the Co-ordinator and Administrator on behalf of the Steering Group and applying it’s Contract for Trainees and approved at the next Group meeting. Successful applicants will show the Steering Group two referees, a CV, evidence of participation on a training recognised by the BACP, a certificate of professional insurance and indemnity, attend supervision provided by Phoenix as required.
Trainees paying monthly fees are entitled to vote and elect the trainee member of the Steering Group.
The Steering Group
This will be formed at each Annual Meeting of Phoenix Counselling Service. It consists of the Co-ordinator, who is Chair for meetings; the Administrator; the Associate member elected at the AGM yearly; the Trainee member elected at the AGM yearly.
ANNUAL GENERAL MEETING
PCS shall hold a General Meeting in every calendar year as its Annual General Meeting at such time and place as may be determined by the Steering Group.
Twenty-one clear days’ notice in writing at the least of every Annual General will be given to all members.
At an Annual General Meeting, there will be consideration of the income and expenditure account and balance sheet, an annual review report prepared by Steering Group members, the election of Associate and Trainee members in place of those retiring, and the appointment of, and the fixing of the remuneration of, the accountant.
No business shall be transacted at any Annual General Meeting unless a quorum of members is present 1/10 of the membership or 5 (whichever is the greater number) of the members shall be a quorum.
If within half an hour from the time appointed for the holding of an Annual General Meeting a quorum is not present, the meeting shall stand adjourned to the same day in the next week, at the same time and place, or at such other place as the Steering Group may determine, and if at such adjourned meeting a quorum is not present within half an hour from the time appointed for the holding of the meeting the members present shall be a quorum.
The Co-ordinator shall preside as chairperson at the Annual General Meeting, but if he or she shall not be present within fifteen minutes after the time appointed for holding the meeting the members present shall choose an alternative chair person.
At any Annual General Meeting a resolution put to the vote of the meeting shall be decided on a show of hands.
In the case of an equality of votes the Chairperson of the meeting shall be entitled to a second or casting vote.
Votes of members
Every voting member shall have one vote.
No member shall be entitled to vote on any question at any Annual General Meeting unless all monies presently payable by him or by her to PCS have been paid.
A Contact List of interested groups and individuals will be drawn up from those attending and added to throughout the year by the Administrator, to be open for inspection at all times. Notice of the annual meeting will be given to all on the List.
The Terms of Service for the Co-ordinator, Administrator and Steering Group members will be available to anyone on request. Should one of the above resign, all contacts will be informed and a fresh appointment made at the next Steering Group meeting. All the above herewith sign to acknowledge their assurance that this Steering Group will endeavour to maintain a professional and trustworthy approach to all its activities.
THE STEERING GROUP
The business of PCS shall be managed by the Steering Group. It will advertise, promote and maintain the services of PCS.
It will establish and maintain a register of members of PCS who comply with standards set by nationally recognized professional accreditation boards in offering the service of professional counselling, psychotherapy.
In the exercise of their powers and in the management of the business of PCS, the Steering shall always be mindful that PCS is an organisation not for profits.
The Steering Group will meet at least three times between Annual General Meetings.
The Steering Group shall cause minutes to be made:
a) of all appointments of officers
b) of the names of the Steering Group members present at each meeting;
c) of all resolutions and proceedings at all meetings of PCS, and of the Steering Group, and any such minutes of any meeting purported to be signed by the chairperson of the meeting or by the chairperson of the next succeeding meeting shall be conclusive evidence of the facts stated in the minutes.
ROTATION OF STEERING GROUP MEMBERS
At each Annual General Meeting the Associate member shall resign and an election take place to elect a new Associate member to office. A retiring member shall be eligible for reelection unless they have already served for three years.
At each Annual General Meeting the Trainee member shall resign and an election take place to elect a new Trainee member to office. A retiring member shall be eligible for reelection unless they have already served for three years. PCS may from time to time in Annual General Meeting increase the number of Steering Group members, and determine in what rotation such increased number shall go out of office, and may make the appointments necessary for effecting any such increase.
The quorum for meetings of the Steering Group shall never be less than 3 of the members. Questions arising at any meeting shall be decided by a majority of votes. In the case of an equality of votes the chairperson shall have a second or casting vote.
The meeting of the Steering Group at which a quorum is present shall be competent to exercise all the regulations of PCS for the time being vested in the Steering Group generally.
The Steering Group may delegate any of its powers to sub-committees consisting of such members and others as it thinks fit, and any committee so formed shall, in the exercise of the powers so delegated, conform to any regulations imposed on it by the Steering Group. Any such committees shall incur expenditure on behalf of PCS except in accordance with a budget which has been approved by the Steering Group.
SUMMARY
This Service does not intend creating complicated systems and will use this document as the basis for policies and practice. All documentation will be available for viewing at the Annual Meeting. All members both existing and new may request to receive a copy of the constitution or any other document of Phoenix Counselling Service at any time. Amendments to this constitution can only be made through a resolution passed by a majority of members at an Annual General Meeting or Extraordinary General Meeting called by the Steering Group.
