Constitution

Constitution and Terms of Reference of the Consultative Committee

Definitions

In this constitution, the following words shall have the meanings indicated as follows:

"the Airport" Shoreham Airport
"the Airport Management" the Airport Manager or other persons representing the Owning Authorities
"the Committee" the Shoreham Airport Consultative Committee
"the Local Authorities" West Sussex County Council, Adur District Council, Lancing Parish Council and Sompting Parish Council
"the Locality" the area within the Local Air Traffic Zone two nautical miles in radius from the centre of the main Airport runway
"the Owning Authorities" Albemarle Shoreham Airport Ltd
"the Schedule" the schedule annexed hereto.

The purpose of the Committee is to act as an effective means of consultation in relation to Shoreham Airport for the purpose of Section 35 of the Civil Aviation Act 1982, or any statutory modifications or re-enactment thereof within the Terms of Reference as set out in Part I of the Schedule hereto.
The Airport Management shall invite applications for membership of the Committee from
1. Airport users
2. the Local Authorities, and
3. local interest groups or associations representing communities in the Locality.
The Airport Management shall appoint, at its own discretion, the following as Members of the Committee:
1. up to four category (a) Airport users
2. one representative from each of the category (b) Local Authorities listed in Part II of the Schedule;
3. up to four representatives of the category (c) local interest groups or associations representing communities in the Locality.
The following criteria shall apply to category (c) groups or associations:
1. the local group or association shall be formally constituted with clearly defined objectives concerned with the local area. The constitution, number and details of the proportion of those members living in the Locality should be available for the Airport Management to inspect.
2. the local group or association shall have a formal decision making process and minutes of meetings should be regularly published and available for the Airport Management to inspect.
3. the representative and deputy of local groups or associations shall be formally nominated and elected to represent the group or association on the Committee. A minute of such selection shall be made available for the Airport Management to inspect.
4. the Airport Management shall reserve the right not to accept a nomination of a representative but must give reasons for doing so.
The comparable regulations (to those in paragraph 4) for category (a) and category (b) interest shall respectively be those of company law and local government law.
Members of the Committee and their appointed deputies (if any) shall be appointed annually or at such other times as may be appropriate, by a formal resolution of the local authority, group or association and a copy of the Minute of that appointment shall be sent to the Committee Secretary before the first Committee meeting which the appointed Member attends. The Local Authorities, groups and associations shall be entitled to appoint a deputy for each of their members and such deputy shall be entitled to attend meetings of the Committee in the event of the appointed member being unable to attend, and shall be entitled to act in the same manner as if they were an appointed Member.
The Airport Management reserves the right to refuse membership or to withdraw membership from any representative appointed if it has reason to believe that the proceedings of the Committee would be disrupted by the presence of that representative.
Members appointed shall hold office for a period of one year:
1. A Member appointed by a local authority, airport user, local group or association who ceases to be a Member or Officer of that authority, airport user, group or association shall thereby cease to be a Member of the Committee.
2. On the death, resignation or other cessation of membership of a Member, the body by whom such a Member was appointed shall appoint a further representative to serve for the balance of the period of office of the original Member.
3. The Airport Management shall have the power to co-opt up to three additional Members to serve for such period or periods as the Airport Management may determine.
The Owning Authorities shall be entitled to be represented on the Committee by such representatives as it considers appropriate in order to consult and respond to issues raised by Members of the Committee.
The Committee shall meet three times in each calendar year, subject to there being sufficient business to be discussed and at such other times as the Committee or the Chair may from time to time desire.
The Chair should be a person not directly associated with the Airport, the Owning Authorities or any body or organisation with a representative on the Committee and shall be appointed by the Airport Management and approved as Chair at the first Committee meeting. The Committee shall nominate one of the Members of the Committee to be its Vice Chair at the first meeting in each calendar year.
The Airport Management shall appoint a person to act as the Committee Secretary.
At least six representative members or duly appointed deputies are required to attend to form a quorum for all meetings of the Committee.
The Committee is not a decision making body and there is no voting procedure.
Meetings of the Committee shall not normally be open to members of the public and local press unless otherwise determined by the Airport Management. Should members of the public or the press be invited to attend a meeting, the Committee can decide, with or without notice, to exclude the public or local press during the whole or part of the meeting whenever matters considered to be of a confidential nature are being discussed.
The Secretary of the Committee duties shall be:-
1. to prepare the minutes of the meeting of the Committee and to distribute them to all members, prior to their formal adoption at the next Committee Meeting;
2. to issue notices of the meetings of the Committee to the members and to place on the agenda for such meetings any correspondence or other matters which are proper for the Committee to consider and which he/she is reasonably required to do so by the Members of the Committee, and
3. to disseminate correspondence and information to the Committee members.
Expenses incurred by the Committee shall be met by the Airport Management or shall be met in such a way as the Committee (with the consent of their appointing local authority, body or organisation) may determine.
In order to be eligible for discussion, the matters to be raised at the Committee Meeting should only be those set out in the agenda for the meeting and to be received by the Secretary at least 14 days before the date of that meeting except for matters arising immediately prior to the meeting.

Draft Schedule

Part I - Terms of Reference

To provide for the purposes of Section 35 of the Civil Aviation Act 1982, a means of consultation with respect to any matter concerning the management or administration of the Airport which affects the interests of:
1. the users of the Airport;
2. the local authorities in whose areas the Airport or any part thereof is situated or whose area is in the neighbourhood of the Airport, and
3. other formally constituted local organisations representing communities in the Locality.
To act as a means of exchanging information and promoting an understanding between the interests of the groups listed in paragraph 1 (a) to (c) above and the Airport Management.
To provide a forum for communication and discussion through which:
1. Members may bring to the notice of the Airport Management any matters which arise from activities or from the Airport which affect the interests of the local authority, company, body, airport users or other organisations and members of the public whom they represent.
2. the Airport Management may provide information about developments and events at or related to the Airport which might affect or be of interest to the representative bodies bearing in mind that some Committee Members may also be local Planning Committee Members.
To improve awareness of the local population of the facilities provided by the Airport and its contribution to the needs of general aviation.

Part II - Representation

The Membership of the Committee shall be such that there is sufficient representation from each of the interest groups listed in paragraph 1(a) to (c) of Part 1 of the Schedule and the Airport Management as follows:-

Council, company, body or organisation	Number of Members to be appointed
(a) Airport Users	4
(b) Local Authorities West Sussex County Council Adur District Council Lancing Parish Council Sompting Parish Council	4
(c) Local interest groups or associations representing communities in the Locality	4
Representatives of the Owning Authorities (as considered appropriate)

In addition, an Observer from West Sussex County and Adur District Council may attend to provide any technical advice in relation to the Aviation and Planning Policies.