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Friends of Sudbury Pond - Constitution
1. Achievement of objectives
a) By working with :-
i. Middlesbrough Borough Council who own the
ii Other conservation bodies
iii Statutory and Voluntary organisations
iv Local Communities and Schools
b) By actively promoting Sudbury Pond in
the local press, radio, newsletters,advertising etc.
by applying for grants to fund the aims and objectives identified.
by organising and running events at Sudbury Pond and/or other locations.
- by involving local people in maintaining and developing Sudbury Pond as a resource for the local community and surrounding area.
a) The officers will be: Chairperson,
Secretary, Treasurer, Membership Secretary,
b) The Chair will conduct meetings and have
the deciding vote in a
c) The Secretary will record the minutes of
all Sudbury Pond meetings.
He/She will be responsible for all
appertaining to the business of the group.
He/she will be the first point of contact for the group.
d). The Treasurer will keep accurate accounts
of the finances of the
organisation's funds, although the Committee
as a whole are ultimately responsible for the management and decision making
regarding all monies held in the account.
e) The previously named officers may be cheque
signatories. Any two signatures will be required per cheque. Signatories shall
not be related or living together.
f) The funds of the organisation may only be
used to achieve the aims and objectives of the organisation.
g) The accounts should be available for
reasonable inspection by members and these accounts will be audited annually
prior to the AGM. The Committee is empowered to apply for funding to meet the
h) The Membership Secretary will be
responsible for managing the membership list and for recruitment.
a member of the committee resigns the committee may appoint someone in their
place until the time of the next Annual General Meeting.
j) Additional members may be co-opted to the committee as necessary. Co-opted members will not have a vote.
3. Election of Officers
Officers shall be elected at the Annual General Meeting, from, and by, the
members of the Organisation.
ii) All Officers are elected for a period of
one year, but may be re-elected to the same office or another office the
iii) Nomination of candidates for election of
Officers should be made in writing to the Secretary at least 14 days in advance
of the AGM meeting date. Nominations
can only be made by members and must be
seconded by another member.
iv) Any officer may represent the organisation at any public activity /meeting provided they have approval from the Chairperson to do so.
i) A quorum for a General
Committee Meetings shall be 2 members. (This
definition of a quorum
will apply to all meetings listed below)
ii) The meeting will be taken by the Chair,
or, in their absence, by a
deputy appointed by the organisation, or by
attending the meeting, by agreement of the
iii) Decisions made will by a simple majority
of votes from those
members attending the meeting. In the event of
equal votes, the
Chair shall be entitled to an additional
iv) Each member will be entitled to one vote
at General committee
v) There shall be a minimum of 4 general
Committee Meetings per
Annual General Meeting
i. The Annual General Meeting shall be
held in November of each year.
ii. 21 days written notice shall be given to
every member and by posting the notice on the Organisation's notice boards.
iii. Members must advise the Secretary in
writing of any business to be moved at the AGM
at least 14 days before the meeting.
iv. The Secretary will circulate the agenda
for the meeting to members not less the 7 days before the meeting.
v. The business of the AGM shall be to:
Special General Meeting
i) A special General Meeting of the
organisation may be called when a significant number of people, as judged by the
Committee, believe there should be a meeting.
ii). Sub-committees may be formed as required.
They shall not have voting rights in themselves, but ideas must be presented to
a General Meeting for a vote of action.
5. Alterations to the Constitution
Any proposed alterations to the
organisation's constitution may only be considered at an Annual or Special
General Meeting convened with the written notice of the proposal. Any alteration
or amendment must be proposed by a member of the organisation
and seconded by another member.
Such alterations shall be passed if supported
by not less than two thirds of the members present at the meeting assuming that
a quorum has been achieved.
a. Membership of the organisation shall
be open to any person, regardless of race, age, gender, sexual orientation or
ability who completes a membership form, however voting rights shall only be to
members over the age of 18.
b. The committee may refuse an application for
membership if, acting reasonably and properly, they consider it to be in the
best interests of the organisation to refuse the application. However the
i. Inform the applicant in writing within 21
days of the decision
ii. The committee must consider any written
representations the applicant may make about the decision. The Committee's
decision following any written representation must be notified to the applicant
in writing, but shall be final.
c. Members may be co-opted, as necessary, but
will not have voting rights.
8. Payments or benefits
a. No member shall receive payments or
benefits from the work of the organisation, allowance being made however, for
out of pocket expenses.
a. lf the Committee decides that the
organisation should be dissolved it should call a meeting of all members giving
21 days notice.
b. The proposal to dissolve the organisation
will be confirmed if two thirds majority of all members present and voting agree
c. In the event of the group being disbanded
any funds accumulated will, if identifiable, be returned to the funding source.
Otherwise they will be directed to a similar non-profit making community group.
The remaining members of the group will make the decision on the distribution of
the funds by a simple majority vote.
Date of this constitution
04 October 2013