Constitution of Greening Westbourne
1.0 Name of the group
1.1 The name of the group shall be ‘Greening Westbourne’ and shall encompass the Westbourne Parish community of Aldsworth, Westbourne and Woodmancote.
2.0 Objectives of the group
2.1 raise community awareness about the consequences of climate change, and to motivate and empower the community to take simple actions to mitigate and adapt to its impacts.
2.2 promote the protection of the local environment.
2.3 encourage sustainable living through community action.
3.0 Scope and activities.
The group’s activities will include, but not be limited to, the following:
3.1 To initiate and support activities and events that support the group’s objectives.
3.2 To promote and publicise the work of the group
3.3 To encourage and widen the membership of the group.
3.4 To promote community spirit through its actions.
4.0 Group structure and powers
4.1 The group shall have the following structure and powers to be used in achieving its aims and objectives in the community: The group’s activities shall at all times be non-political and secular.
4.2 The group shall be defined as an ‘Unincorporated Association’ and therefore its members have unlimited liability both joint and several, for example of any unpaid debts. The group may purchase relevant goods provided monies are available but will not enter into any contracts save the payment of small amounts (maximum £200 per transaction or as jointly agreed by the committee) for the hire of facilities, the purchase of equipment, insurances and the like.
4.3 The group shall be run by volunteers and represented by a committee drawn from the local community.
4.3 To promote the group’s activities and objectives through the media with all communication approved in advance by one of the officers.
4.4 To raise money through donations or private/public funding to support its events and activities and any schemes but to ensure that, in doing so, it does not become liable for any underperformance or financial shortfalls.
4.5 To hold a bank account in the name of Greening Westbourne.
4.6 To do anything lawful that will help it to fulfil its aims.
5.0 Membership of Greening Westbourne
5.1 Membership of Greening Westbourne shall be open to both residents and other members of the community.
6.0 The Greening Westbourne committee structure and meetings
6.1 The committee structure shall be as follows: Chair, Secretary, Treasurer, and other elected members to a maximum of 10. At least half the elected members including the Chair, or one of the other officers, shall be present at any meeting to approve decisions.
6.2 All decisions shall be made by consensus. If consensus cannot be achieved, any decision shall be based on a majority vote. If there is a tied vote, the Chair shall have the casting vote.
6.3 The Group shall hold an Annual General Meeting (AGM) in the month of May. All members shall be given at least fourteen days’ notice of the AGM and shall be entitled to attend and vote. At least five elected members of the group must be present at the AGM for the meeting to take place.
6.4 The business of the AGM shall include:
6.4.1 receiving a report from the Chair on the Group’s activities over the year
6.4.2 receiving a report from the Treasurer on the finances of the Group
6.4.3 receiving a report from the Secretary
6.4.4 receiving a report from the Communications Officer
6.4.5 electing a new committee, and
6.4.6 considering any other matter as may be decided.
6.5 Committee members shall be appointed/reappointed at the group’s AGM, which shall be open to the whole community and who may vote for any committee nominees. The officers shall be subsequently elected by members of the committee.
6.6 The Committee may co-opt any other member of the group as a committee member to fill a vacancy, provided that the maximum prescribed is not exceeded.
6.7 The Committee may require the resignation of a committee member for any good and proper reason.
6.8 Formal meetings that are properly minuted should be held at least four times a year. Informal meetings to discuss individual projects, etc may be held on an ad hoc basis.
6.9 Written minutes, including the names of those attending, shall be made of all
formal meetings and the AGM, and shall be kept for a minimum of three years.
7.1 The group shall set up a bank account in the name of Greening Westbourne and with two signatories, one of them to be either the Treasurer or the Chair.
7.2 The Treasurer shall supervise the financial affairs of the group and keep up-to-date simple accounts that show all monies received and paid out.
7.3 The Treasurer shall provide a simple balance sheet and financial statement for the AGM each year and the accounts shall be made available to any committee member on request.
7.4 The accounts need not be annually audited or independently examined unless monies exceed £5,000.00.
7.5 All monies received shall be used to further the aims of Greening Westbourne and for no other reason.
7.6 No expenses may be incurred in the name of Greening Westbourne without the approval of the Committee.
8.0 Changes to the constitution.
8.1 Proposed changes to the constitution shall be notified to all committee members and at least 21 days’ notice shall be given of any formal meeting to approve or reject such proposals.
8.2 Any changes to the constitution must be agreed by at least two-thirds of the Committee present at a formal meeting to discuss such proposals.
8.3 Changes may be made to the constitution with the agreement of the committee but the main aims of working with the community to achieve the objectives set out in 2.0 above must remain and the group will not get involved in any other activity that would adversely impact on, or dilute, these aims.
9.1 In the event that Greening Westbourne ceases to exist, any surpluses in the bank account, after all debts and liabilities have been settled, will be passed to local organisations that offer an environmental benefit to the community.
Name: Richard Hitchcock