Constitution

Friends of Spondon Parks Constitution

1. Name

The name of the group is Friends of Spondon Parks

2. Purpose

The purposes of the group are

  • To ensure that the parks of Spondon meet the needs of the community.
  • To provide areas that are safe for all park users to enjoy.
  • To develop park facilities to support future community needs

3. Executive Committee

The group shall be managed by an Executive Committee of members who are appointed at the Annual General Meeting (AGM).

The Executive Committee shall be formed based on the following Officers as a minimum

  • Chair
  • Treasurer
  • Secretary

The following Officers are optional within the committee

  • Vice Chair
  • Park Lead(s)

A Chair can only be in the role for 3 consecutive years, after 3 years a different Chair shall be elected

  • If no other member stands for Chair, the committee can vote to re-elect the Chair for another year
  • A previous Chair can stand for election again after a 1-year break.

4. Duties of the officers

The duties of the Chair (and Vice Chair) will be:

  1. To preside at meetings of the Executive Committee and General Meetings
  2. As may be required by the Executive committee to act as the principal spokesperson for the group.

The duties of the Secretary will be:

  1. To prepare in consultation with the Chair the agenda for the meetings of the committee and to ensure that the agenda is circulated prior to the meeting.
  2. To take minutes of all meetings and to ensure that the meeting minutes are circulated as soon as possible after the meeting.
  3. To collect and disseminate information on all matters affecting the group.

The duties of the Treasurer will be:

  1. To supervise financial affairs of the group.
  2. To ensure that proper accounts are kept with regards to all monies received by and paid out by the group.

The duties of a Park Lead will be:

  1. Focal point for individual Park activities
  2. Required for park to be included in the group’s activities
  3. An individual can be a Park Lead for multiple parks

5. Carrying out the purposes

In order to carry out the group’s purposes, the Executive Committee has the power to:

  1. Raise funds, receive grants and donations
  2. Apply funds to carry out the work of the group
  3. Co-operate with and support other groups with similar purposes
  4. Do anything which is lawful and necessary to achieve the purposes
  5. In all matters financial the membership shall have the power to appoint an independent auditor to examine the accounts at any time.

6. Membership

The group shall have a membership.

  1. Membership applications are made to the Executive Committee
  2. Members will be aged 18 or over
  3. Membership lasts for 3 years and may be renewed
  4. The Executive Committee will keep an up to date membership list
  5. The Executive Committee may remove a person’s membership if they believe it is in the best interests of the group.
    1. The member has the right to be heard by the Executive Committee before the decision is made and can be accompanied by another individual.

7. Money and property

  1. Money and property must only be used for the group’s purposes.
  2. The Executive Committee must keep accounts. The most recent annual accounts can be seen by anybody on request.
  3. The Executive Committee cannot receive any money or property from the group, except to refund reasonable out of pocket expenses.
  4. Money must be held in the group’s bank account. All cheques must be signed by 2 of members of the Executive Committee.
  5. Any bank accounts opened by the group shall be in the name of the group.
  6. The Treasurer must provide a report in writing at every committee meeting.

8. Annual General Meeting (AGM)

  1. The AGM must be held every year
  2. The agenda will be issue 14 days prior to the AGM.
  3. Minutes will be captured and distributed to the membership and attendees.
  4. There must be at least 4 members present at the AGM.
  5. Every member has one vote.
  6. The Executive Committee shall present the annual report and accounts.
  7. Any member may stand for election as a member of the Executive Committee
  8. Members shall elect the Executive Committee to serve for the next year
  9. Elections shall be based on a majority decision. Where a majority is not possible, the Chair shall have a second vote.
    1. Where a vote for Chair is tied, the elected Executive Committee shall perform repeat vote(s) to define the Chair.
  10. The Executive Committee shall retire at the next AGM but may stand for re-election.
  11. The membership has the right to change the Executive Committee role combination as required.
  12. All decisions require a majority vote

9. Executive Committee Meetings

  1. The Executive Committee shall hold at least 3 meetings each year.
  2. At least 3 members of the Executive Committee shall be present at the meeting to be able to take decisions.
  3. Members are welcome to attend Executive Committee Meetings
  4. Minutes shall be kept and distributed for every meeting.
  5. The Chair or Vice Chair shall lead all meetings of the group.
  6. If members have a conflict of interest, they shall declare it and leave the meeting while this matter is being discussed or decided.
  7. During the year, the Executive Committee may appoint additional members to the Executive Committee. They will stand down at the next AGM.
  8. The Executive Committee may make reasonable additional rules to help run the group. These rules shall not conflict with this constitution or the law.
  9. Executive Committee members failing to send apologies or attend 4 consecutive meetings will be relegated to normal membership rights, subject to the decision of the committee.
  10. Paid employees and representatives of statutory bodies, agencies, organisations, political parties and local businesses may be invited as advisors to attend meetings where necessary but shall not have voting rights.
  11. Voting at Executive Committee meetings shall be by show of hands. If there is a tied vote the Chair shall have second vote.
  12. Executive Committee shall act by majority decision.
  13. Members shall only vote in person not by post or proxy.
  14. The Chair shall have the discretionary powers to convene an extraordinary meeting to deal with any situation.

10. General meetings

  1. If the Executive Committee consider it is necessary to consult the membership, change the constitution, or wind up the group, they must call an Extraordinary General Meeting (EGM) so that the membership can make the decision.
  2. The Executive Committee must also call an EGM if they receive a written request from the majority of members.
  3. All members must be given 14 days’ notice and told the reason for the meeting.
  4. All decisions require a majority vote.
  5. Minutes must be kept.
  6. Changes to the Constitution
    1. Can be made at AGMs or EGM. No change can be made that would make the organisation no longer a community group.
    2. Any alterations to the constitution must be approved by two thirds majority of the membership attending the AGM or EGM.
    3. Any proposal for alteration to the constitution must be forwarded to the Chair and Secretary twenty-eight days before the meeting at which it will be discussed and must be an agenda item for that meeting.
    4. No amendment shall be made which would have the effect of making the charitable status of the group cease to be a charity at law. 
  7. Winding up
    1. Any money remaining provided by external funding bodies shall be returned to that body.
    2. Any money or property remaining after payment of debts shall be donated to a charity or community group supporting similar issues.  This chosen organisation shall be agreed by the membership at an Extraordinary General Meeting (EGM) convened for that purpose.

11. Spondon Parks

  1. Parks within the remit of the group are defined on the Parks page
  2. The Park list can be amended at an Executive Committee Meeting based on a majority vote without the need to re issue this constitution.

12. Declaration of GDPR, Equal Opportunities and non-political policy

  1. GDPR Policy
    1. We will process all personal data fairly and lawfully
    2. We will only process personal data for specified purposes
    3. We will endeavour to hold relevant and accurate personal data, and where practical, we will keep it up to date
    4. We will not keep personal data for longer than is necessary
    5. We will keep all personal data secure
  2. The group shall conduct its affairs in such a manner so as to make sure that no individual or organisation shall receive less or more favourable treatment on the grounds of sex, race, colour, religion, disability, ethnic or national origin, age, sexual orientation, marital or parental status, social class or political persuasion, in accordance with the groups stated policy.
  3. The group shall not, by deed or intent, lend itself or its facilities to any political party but shall remain apart from any political activities.

13. Confirmation of Constitution

This version of the Constitution has been approved by

Chair Christian Hadfield
Treasurer Laura Winslow
Secretary Matthew Smith

14. Change Control

Issue Reason for Change Date
1 Initial Issue 28th February 2020
2

Section 10

  • Added 6.4 to clarify that changes to the constitution shall not affect the charitable status of the group.
  • 2 updated to clarify that on winding up, any remaining funds will be passed to a similar charity or community group.

Section 13

  • changed from ‘Setting up the Group’ to Confirmation of Constitution.
  • Added Date to signature boxes
 29th May 2020

 

Note: This is a copy of the constitution. The signed version is available on request