FoSG Constitution

  • Name
    The name of the organisation shall be “The Friends of Sutton Green”
    The Green to be interpreted as including Victoria Gardens).
    Guiding Principles
  • The Friends is an independent organisation and shall not engage in party political activities.
  • They will recognise the core values of the Council and, where relevant, will assist through its activities to promote those values.
  • Objectives
    The object of the Friends in partnership with Sutton Council shall be to:
    Seek to improve the provision of amenities and facilities in The Green either through public funding or by Public Private partnership or fund raising.
    Promote development and maintenance of The Green.
    Promote The Green with its historical connections as an important part of the local heritage.
    Promote as a public open space for use for public walks and leisure amenities.
    Promote as a site of Importance for Nature Conservation and Wildlife.
    Present the views of users of the Green to the Council on matters relating to the management of The Green.
    Engage in other activities that will enhance The Green as a resource for the local community.
    Powers of the Committee
    In furtherance of the objects described above, the Committee may exercise the powers:
    To raise funds and invite and receive contributions provided that in raising funds The Friends shall conform to any relevant requirements of the law.
    To have discretion to conduct and to discharge business on behalf of The Friends.
    Decide on any matter arising from the Constitution, and any other matters except those which must be decided by an Annual or Extraordinary General Meeting.
    Membership
  • People aged fourteen (14) or over can become members by applying to the Committee for approval, the Committee’s decision shall be final.
  • The Committee will keep an up-to-date membership list.
  • A Member wishing to resign from The Friends shall give email notice to the Committee.
  • The Committee may remove a person’s membership if they believe it is in the best interests of the Friends. The member has the right to be heard by the Committee before the decision is made and can be accompanied by another person.
  • The Committee
  • The Friends shall be managed by a Committee of at least seven (7) members who are appointed at the Annual General Meeting (AGM).
  • All members of the Committee shall retire annually but shall be eligible for re-election at the AGM. All nominees, proposers and seconders must be Members.
  • The Committee may co-opt other Members onto the Committee for specific reasons.
  • A Committee member absent from three consecutive meetings shall be deemed to have resigned their membership of the Committee unless otherwise agreed by a majority of the remaining Committee members.
  • Voting Rights
  • Committee Members are eligible to vote at committee meetings, AGMs and EGMs straight away following their election to The Committee.
  • Friends will be eligible to vote at AGMs and EGMs six (6) months from the date of their membership being confirmed by the Committee, unless they are also members of the Committee.
  • Ward Councillors and other interested parties, who have been invited to attend meetings, shall not have a vote at AGMs, EGMs or committee meetings
  • All eligible members shall only ever have one (1) vote, excepting the Chairperson who shall have a second or casting vote at AGMs and EGMs if required.
  • Committee Meetings
  • The Committee shall meet at least four (4) times a year. Four (4) members, including at least one (1) Officer of the Committee, shall be a quorum.
  • The business of the Committee shall be decided by a simple majority of votes. The Chairperson shall not have a second or casting vote. In the event of no majority the vote will not be carried.
  • Ward Councillors and other interested parties may be invited to attend as appropriate in an advisory capacity.
  • Committee Members with a conflict of interest must declare it and leave the meeting while this matter is being discussed or decided.
  • Sub-Committees
  • The Committee may appoint Sub-Committees to conduct such business that it deems appropriate. The Committee will decide the Terms of Reference and decision-making capabilities of the Sub-Committee.
    Annual General Meetings
  • An AGM of The Friends will take place in the first three (3) months of the calendar year.
  • The Secretary must give email notice of the AGM, with an Agenda, to all Members at least twenty-one (21) days prior to the date of the AGM.
  • There must be at least six (6) Members, including at least one (1) of the Committee, present at the AGM.
  • The Chairperson will give a report on the previous year’s activities of The Friends, and the Treasurer will report on the previous year’s income and expenditure and request approval of the audited accounts.
  • The AGM must elect the Committee members for the forthcoming year.
  • The AGM must elect the offices of Chairperson, Treasurer and Secretary.
  • The AGM must approve the maximum expenditure amount on the sole authority of the Treasurer.
  • The AGM must nominate two (2) other officers to provide written authority to spend more than that amount.
  • The AGM must elect a community representative, and substitute, to be on Sutton Local Committee.
  • Unless otherwise provided by this Constitution, resolutions shall be decided by a simple majority of votes recorded in the minutes of the meeting. In the case of an equality of votes, the Chairperson shall have a second or casting vote.
  • Extraordinary General Meetings
  • An Extraordinary General Meeting (“EGM”) of The Friends may be called at any time at the discretion of the Committee or by the Secretary (within fourteen (14) calendar days of the receipt by the Secretary of a written requisition signed by at least six (6) Members.)
  • Every such requisition must specify the business for which the meeting   is being convened.
  • The Secretary shall give to all Members at least seven (7) days’ notice of the EGM with an agenda of the matters to be discussed. No other business shall be transacted at the EGM. 
  • There must be at least six (6) Members, including at least one (1) officer of the Committee, present at the EGM.
  • Unless otherwise provided by this Constitution, resolution shall be decided by a simple majority of votes recorded in the minutes of the meeting. In the case of an equality of votes, the Chairperson shall have a second or casting vote.
  • Accounts
  • No expense shall be incurred in the name of The Friends unless authorised by the Committee.
  • Written accounts shall be kept by the Treasurer of the sums of money received and expended by The Friends. 
  • The Treasurer must operate a bank account in the name of the Friends Of Sutton Green.
  • Changes to the Constitution
  • Any change to the Constitution must be approved at an AGM or EGM by at least seventy-five (75) percent of members including at least one (1) Officer of the Committee, who are present and voting at the meeting.
  • Contributions 
  • The members of The Friends of Sutton Green shall not in any way benefit from donations or contributions given to The Friends. All funds will be used for the benefit of areas looked after by the Friends of Sutton Green or for the administration thereof.
  • Dissolution of The Friends
  • The Friends can be dissolved only by a resolution passed by a majority of at least seventy-five (75) percent of the Members present and eligible to vote at an EGM called for the purpose of considering such a dissolution.
  • In the event of dissolution, any balance of cash remaining in hand, after realisation of all assets, and payment of any debts of The Friends shall be applied for charitable purposes, similar to those undertaken by The Friends, or paid, distributed of transferred to a charitable institution(s) having similar objects to those of The Friends, as the EGM attendees shall decide.
  • Notices 
    Notices required under this constitution shall be deemed to be served if sent to the e-mail address of each Member as advised to the Secretary from time to time and held on the register of Members.
    Interpretation 
    In the event that any question arises about the interpretation of the Constitution or on matters on which the Constitution is silent, the decision of the Chairperson will be final.