Constitution

As adopted 15 February 2011, based on template from Voluntary Action Lewisham

This constitution may also be downloaded here as a Word document or PDF.

CONSTITUTION

1. NAME
The name of the Group shall be Friends of Albion Millennium Green hereinafter referred to as (“the Group”).

2. ADMINISTRATION
The affairs of the Group shall be administered and managed in accordance with this Constitution by the Management Committee (hereinafter referred to as ‘the Committee’).

3. AIMS and OBJECTIVES
The aim of the group is: to supervise and care for Albion Millennium Green;
The objectives of the group are: to raise funds for the supervision and care of Albion Millennium Green (hereinafter referred to as “the Millennium Green”) by subscription, donation, raffles and entrance fees for events; to publicise the Millennium Green by means of leaflets, meetings, public events and activities and any other fund-raising events or activities in keeping with the Aims + Objectives of Friends of Albion Millennium Green.

4. POWERS
4.1 To raise funds and to invite and receive contributions provided that in raising funds the Committee shall not undertake any substantial permanent trading activities;
4.2 To co-operate with other voluntary and community based organisations and authorities and agencies operating in furtherance of the aims of the group or of similar charitable purposes and to exchange information and advice with them;
4.3 To acquire equipment;
4.4 To draw up any rules, policies or standing orders for the effective running of the Group;
4.5 To do all other such lawful things as are necessary for the achievement of the aims as above.

5. MEMBERSHIP
5.1. Membership of the Group:
• shall be open to all who support the aims of the Group;
• members are required to complete a registration form on an annual basis;
• members are required to pay an annual membership fee as follows within three months of the due date :
Waged £6 Unwaged £3
The Committee may change this amount from time to time;
• The Committee shall have the power to introduce other categories of membership subject to the approval at a General Meeting.
5.2. Termination of Membership:
Individuals shall cease to be members of the Group:
• for failure to satisfy the membership requirements as stated in Clause 5.1 above or for serious breach of any other rules of the Group as laid down by the Committee PROVIDED THAT the individual member concerned or their representative has had the right to be heard by the Management Committee before the final decision is made. There shall be the right of appeal to an independent arbitrator agreed by both parties;
• Upon the receipt by the Secretary or the Chair of a written resignation from the member concerned.

6 MANAGEMENT COMMITTEE:
6.1 Individuals directly nominated by and from the Group’s membership and elected at the Annual General Meeting (AGM) shall manage the Group until the end of the following AGM, but only if as a result of any resignation at least three Committee members remain in office;
6.2 Anyone wishing to stand for the Management Committee must be nominated in writing to the Secretary 14 days before the date of the AGM;
6.3 Any retiring member of the Management Committee shall be eligible to stand for re-election;
6.4 The Committee shall comprise a minimum of three and a maximum of five elected members.
6.5 A Committee member automatically ceases to be a member of the committee if he or she:
6.5.1 is incapable, whether mentally or physically, of managing his or her affairs;
6.5.2 is absent from three consecutive meetings of the Committee; 6.5.3 Ceases to be a member of the Group;
6.5.4 Resigns by written notice to the Secretary.
The Committee shall have the following powers:
6.6 Until the first AGM the Committee shall have the power to elect a Chair, a Treasurer and a Secretary from among their members, thereafter these positions shall be filled at the AGM;
6.7 To appoint not more than two co-opted members ensuring that no-one is appointed as a co-opted member if, as a result, more than one third of the members of the Executive Committee would be co-opted members. Each appointment of a co-opted member shall be made at a meeting of the Committee;
6.8 To set up subcommittees, working parties and ad hoc committees to address specific tasks.

7 COMMITTEE MEETINGS
7.1 The Committee shall meet at least three times a year and whenever necessary;
7.2 The Secretary shall be responsible for the preparation and distribution of agendas and notices of the meetings;
7.3. Notice of the meetings stating the time, date and venue shall be sent to all Committee members at least five days before the date of the meeting;
7.4 The Committee shall keep minutes (in files kept for the purpose), of the proceedings at meetings of the Committee and any subcommittee. The Secretary shall be responsible for keeping a proper record of the Committee meetings;
7.5 The quorum shall be three members at meetings where matters require a vote to be taken. However, Committee members will not be allowed to vote if they have not attended at least one of the last three ordinary Committee meetings;
7.6 Every matter shall be determined by a majority of votes of the members of the Committee present and voting on the question. The chairperson will not normally be entitled to vote but in the case of equality of votes the chairperson of the meeting shall have the casting vote;
7.7 Committee meetings shall be conducted in accordance with rules drawn up and revised as necessary by the Committee;
7.8 Whenever a Committee member has a personal interest in a matter to be discussed at a Committee meeting the member must declare an interest before the discussion begins, withdraw from that part of the meeting and have no vote on the matter.

8 ANNUAL GENERAL MEETINGS
8.1 The Committee shall arrange an AGM for the purpose of:
(a) reporting to the members about the Group’s activities over the year;
(b) receipt and approval by membership of the Group’s accounts;
(c) accepting resignation of the Committee;
(d) electing the new Committee: Chair, Secretary and Treasurer;
(e) resolving any other proposal that members may have submitted.
8.2 The AGM shall be held at an interval of not more than 15 months from the date of the last AGM;
8.3 Notice of the AGM shall be sent to all members 28 days before the date, of the meeting. This shall be the responsibility of the Secretary or in his/her absence, that of the Chair;
8.4 The Chair of the Committee shall act as Chair at any AGM. In his/her absence, members present may elect any of the Committee members present to chair the meeting;
8.5 Any member of the Group wishing to include a motion at the AGM, shall be required to submit it to the Secretary not later than 14 days before the date of the meeting;
8.6 Any motion to be adopted shall require agreement by a two-thirds majority of the members present;
8.7 At the AGM, each member of the Group shall be entitled to one vote;
8.8 The Management Committee may call a Special General Meeting of the Group at any time. Alternatively, if at least a third of members request such a meeting in writing stating the business to be considered the
Secretary shall call such a meeting. At least 21 days’ notice must be given and the notice must state the business to be discussed;
8.9 A minimum of 30% of members must be present for decisions taken at a General Meeting to be valid.

9 ACCOUNTS / FINANCE
9.1 All monies raised by or on behalf of the Group shall be applied to furthering the objects of the Group and to no other purpose;
9.2 The Treasurer shall be responsible for keeping proper books and records of accounts, opening a Bank Account in the name of the Group and preparing accounts for AGMs;
9.3 The Accounts shall be examined once a year by an independent person/agency appointed by the Committee;
9.4 The funds of the Group, including all donations, contributions and bequests, shall be paid into an account operated by the Committee in the name of the Group at such bank as the Committee shall from time to time decide;
9.5 Three elected members of the Committee shall be required to become signatories available to sign cheques. All cheques drawn on the account must be signed by at least two of these three members of the Committee.

10 ALTERATIONS TO THE RULES
10.1 Any alterations to this Constitution shall require the approval of a two-thirds majority of the members present at a General Meeting;
10.2 The secretary must receive any resolution for the alteration of the Constitution in writing not less than 28 days before the General Meeting. Alterations may be requested by either the Management Committee or by a minimum of one third of the members.

11 WINDING UP and DISSOLUTION
11.1 The Group may be wound up and dissolved at a General Meeting provided that 28 days notice is given stating the terms of the resolution proposed;
11.2 If the proposed resolution is confirmed by a simple majority of members present and voting at the meeting, the Committee shall have the power to dispose of any assets held by or in the name of the Group. Any assets remaining, after the satisfaction of any proper debts and liabilities, shall be transferred to another voluntary organisation(s) having objects similar to those of the Group.

Adopted at a public meeting held on: 15 / 2 / 11
Signed by the Chair:                              Bruno Roubicek
Witnessed by:                                         Ann Field

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