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Friends of Calverley Grounds Constitution 2012

1.

Name

The group shall be called: Friends of Calverley Grounds. (the Friends)

2. a)

Objectives

To be an autonomous, non-political, non-profit-making group, committed to supporting a well maintained and safe public park which can enhance the quality of life for local people and the wider community and act as a focus for bringing the community together. b) To encourage the local community to take an interest in the conservation, management, enhancement and protection of the Park for the benefit of people and wildlife. c) To work with Tunbridge Wells Borough Council (TWBC) and other relevant organisations to help achieve the above objectives.

3. a)

Membership

Membership shall be open to all people and organisations, including junior members below the age of 18, who are interested in the objectives of the Friends provided: i) They agree with the objectives of the Friends. ii) They have paid a membership subscription unless exempted. iii) They have given their name & address to be put on the membership list. b) A member may be an individual, a couple, a household or an organization. Each member will have one vote at General Meetings c) Members of the Friends shall be allocated a membership number. d) An annual membership subscription shall be payable by 31st March each year. No member whose subscription is unpaid shall be entitled to any privileges of membership. e) The annual membership fee shall be set at the AGM and will be paid to the Treasurer. f) The Friends are opposed to all forms of discrimination. Expressions of prejudice will not be allowed at meetings or other activities of the Friends.

g)The Management Committee shall have the right to refuse or revoke membership of any individual, after giving the individual concerned the right to be heard by the Management Committee. The final decision will be taken by majority vote. h)Any member of the Friends who may have a personal or professional interest in any of the activities or projects that the Friends are organising or sponsoring shall declare that interest or involvement to the Management Committee in the interests of clarity and good judgement. i) The Friends may affiliate to any organisation with similar interests and objectives.

4. a)

Management Committee The Management Committee (MC) shall consist of a Chairman, Deputy Chairman, Treasurer and Secretary and other such officers as the Friends deem necessary to a total of not more than 12. All members of the MC shall be members of the Friends at the time of election. b) The MC for each year will be elected at the AGM. They shall hold office for three years when four members shall retire by rotation but shall be eligible for immediate re-election provided they are still a member of the Friends and have nominated support. Nominations for any new MC members must be received in writing by the Secretary not less than seven days before the AGM. The proposer and seconder must both be members of the Friends. c) The MC shall have the sole responsibility for policy decisions and general management of the Friends. d) The MC shall have the power to delegate any of its responsibilities to a sub-committee appointed by and responsible to the MC. e) The MC may co-opt additional members as required. g) The MC shall meet as required. h) The quorum for MC shall be 4 members of MC

5. a)

Records

The records shall be kept by the Secretary and made available for inspection by any member of the Friends. b) These records will include: i) Details of all current members and the MC. ii) Details of past members and the MC, for a maximum period of 5 years. iii) Minutes of any meetings.

iv) Minutes of the AGM. v) The Annual Report/Accounts.

6.

Vacation of Office on Management Committee Any officer of the MC shall vacate their office upon resignation or upon dismissal from office by resolution of a General Meeting of the Friends.

7. a)

General Meetings The General Meetings shall be the decision-making body of the Friends scheduled at the discretion of the MC. Notice of not less than 14 days shall be given prior to the meeting. b) General Meetings will require a quorum of 5 members. c) All members will have the right to attend General Meetings and to vote. Decisions shall be by consensus where possible or a straightforward majority vote. d) The chair will be taken by the Chairman or, should he/she be unable to attend, by the Deputy Chairman before any other business is transacted.

8. a)

Annual General Meeting Every year there will be an Annual General Meeting. The agenda will include: i) The annual report on the activities of the Friends. ii) The annual statement of the accounts given by the Treasurer. iii) The cost of the membership subscription. iv) Any relevant amendments to the constitution. v) Election of the members of the Management Committee. Everybody on the membership list will receive not less than 14 days notice of the AGM. Members will also receive information on how to become active in the Friends activities and join any working groups. Extraordinary General Meeting

b)

9.

a) The MC may call an Extraordinary General Meeting of the Friends at any time if requested in writing to the Secretary by not less than 10 members and stating the business to be considered. b) Notice of no less than 14 days must be given: the notice must state the business to be discussed. c) Extraordinary General Meetings will require a quorum of 10 members.

10. a)

Finances

The finances of the Friends shall be held and operated in a bank account in the name of the Friends. The bank account will operate with three signatories, the Chairman, the Secretary and the Treasurer, any two of whom will be required to sign each cheque. b) All money received, be it donations, subscriptions or from any other source, shall be put in the bank account and will be used only to further the objectives of the Friends. c) The financial year shall end on the 31st December. d) The Treasurers statement of the accounts shall be presented at the AGM. e) The yearly accounts shall be scrutinised and signed off by an independent examiner who is to be approved by the MC and appointed at the AGM. f) On vacating office, the Treasurer shall hand over the account books to their duly elected successor and report the handing over to the Friends. g) In the event of the Friends not electing any officers for the following session, the Treasurer shall hand over the account books to the Chairman.

11.

Amendment of the Constitution This constitution may be amended or altered only by: a) A resolution supported by two thirds of the members present and voting at a General Meeting at which at least half of the membership must be present. b) Notice of not less than 14 days shall be given and must include notice of the resolution, setting out the terms of the amendment proposed.

12.

Dissolution

Should it become necessary or advisable to dissolve the Friends group, the Management Committee shall call an Extraordinary General Meeting of all members of the Friends, giving notice of not less than 21 days and stating the terms of the resolution. If their proposal is confirmed by a two thirds majority of those present and voting, the MC shall have the power to realise any assets held by or on behalf of the Friends. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other voluntary organisation(s) with compatible objectives and principles, this being agreed at the same meeting. A proper copy of the statement of accounts for the final accounting period shall be prepared for approval by the MC and an approved independent examiner.

This constitution shall be made available to all members of the Friends on request.

August 2012 (draft2)

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