The groups constitution
Below is the group’s constitution:
Constitution for Friends of Amberswood
Constitution for Friends of Amberswood Adopted on the 18 July 2011. Amended September 2016
1. Title 1.1 The group shall be called the Friends of Amberswood.
2. Aims and Objectives
2.1 To promote the diversity of wildlife and support biodiversity on Amberswood with a long term aim to designate parts of the site as a Local Nature Reserve. To promote Amberswood as a recreational green space for the local communities and help support and maintain the site in conjunction with Wigan Council.
3.1 Membership for the Friends of Amberswood shall be open to any person, regardless of race, age, gender, sexual orientation or ability, who is a resident in the locality of Amberswood or utilises the site regularly. The Group is a not for profit organisation.
4.1 The Officers of Friends of Amberswood shall be as follows: Chairperson Vice-Chairperson Secretary Treasurer
5. Election of officers
5.1 All Officers shall be elected at the Annual General Meeting of the Friends of Amberswood, from, and by, the Members of the Friends of Amberswood whether by secret ballot or show of hands.
5.2 All Officers are elected for a period of one year, but may be re-elected to the same office or another office the following year.
6. General Committee
6.1 The affairs of the Friends of Amberswood shall be controlled by a General Committee comprising the Officers of the Friends of Amberswood and others elected by the Friends of Amberswood. The General Committee shall meet at agreed intervals and not less than six times per year. 6.2 The duties of the General Committee shall be:
6.2.1 To control the affairs of the Friends of Amberswood on behalf of the Members.
6.2.2 To keep accurate accounts of the finances of the Friends of Amberswood through the Treasurer. These should be available for reasonable inspection by Members and should be audited before every Annual General Meeting. The Friends of Amberswood shall maintain a bank current account and the following Officers shall be authorised to sign Organisation cheques: two from the Chairperson and Treasurer.
6.2.3 Review petty cash payments on a monthly basis and minute all transactions for the month.
6.2.4 No individual expense in excess of £100 to be made without a group majority agreement. These are to be agreed at monthly meetings.
6.2.5 Bank account minimum holding threshold to be set and unanimously agreed by the committee and can only be adjusted by a unanimous vote during monthly meetings. This should be exclusive of any funds from bids awarded from external sources.
6.2.6 To co-opt additional members of the Committee as the Committee feels this is necessary. Co-opted members shall not be entitled to a vote on the Committee.
6.2.7 To make decisions on the basis of a simple majority vote. In the case of equal votes, the Chairperson shall be entitled to an additional casting vote.
7. General meetings
7.1 The Annual General Meeting shall be held no later than the end of the annualisation of the group year (No later than the end of September). 21 clear days’ written notice shall be given to Members of the Annual General Meeting by circulating a copy of the notice to every member at their home address or by email. Members must advise the Secretary in writing of any business to be moved at the Annual General Meeting at least 14 days before a meeting. The Secretary shall circulate or give notice of the agenda for the meeting to Members not less than 7 days before the meeting.
7.2 The business of the Annual General Meeting shall be to:
7.2.1 Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting.
7.2.2 Receive the audited accounts for the year from the Treasurer.
7.2.3 Receive the annual report of the Committee from the Secretary.
7.2.4 Elect the Officers of the Club i.e. President; Chairperson; Secretary; Treasurer and other General Committee Members.
7.2.5 Transact such other business received in writing by the Secretary from Members 14 days prior to the meeting and included on the agenda. NOTE: The agenda could provide for “Any Other Business”, but Members should be encouraged to refer other items to the General Committee and give the required notice for important Annual General Meeting business.
7.3 Special General Meetings may be convened by the General Committee or on receipt by the Secretary of a request in writing from not less than 3 Full Members of the Friends of Amberswood. At least 21 days’ notice of the meeting shall be given.
7.4 Nomination of candidates for election of Officers shall be made in writing to the Secretary at least 14 days in advance of the Annual General Meeting date. Nominations can only be made by Full Members and must be seconded by another Full Member.
7.5 At all General Meetings, the chair will be taken by the Chairperson or, in their absence, by a deputy appointed by the Friends of Amberswood or by Full Members attending the meeting.
7.6 Decisions made at a General Meeting shall be by a simple majority of votes from those Full Members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an additional casting vote.
7.7 A quorum for a General Meeting shall be 3 Full Members and 2 Officers of the Friends of Amberswood including 1 from the Chairperson, Vice-Chairperson, Secretary and Treasurer.
7.8 Each Full Member of the Friends of Amberswood shall be entitled to one vote at General Meetings.
8. Alterations to the Constitutions
8.1 Any proposed alterations to the Friends of Amberswood Constitution may only be considered at an Annual or Special General Meeting convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a Full Member of the Friends of Amberswood and seconded by another Full Member. Such alterations shall be passed if supported by not less than two-thirds of those Full Members present at the meeting, assuming that a quorum has been achieved.
9.1 If, at any General Meeting of the Friends of Amberswood, a resolution be passed calling for the dissolution of the Friends of Amberswood, the Secretary shall immediately convene a Special General Meeting of the Friends of Amberswood to be held not less than one month thereafter to discuss and vote on the resolution.
9.2 If, at that Special General Meeting, the resolution is carried by at least two-thirds of the Full Members present at the meeting, the General Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Friends of Amberswood and discharge all debts and liabilities of the Friends of Amberswood.
9.3 After discharging all debts and liabilities of the Friends of Amberswood, the remaining assets shall not be paid or distributed amongst the Full Members of the Friends of Amberswood, but shall be given or transferred to some other voluntary organisation having objects similar to those of the Friends of Amberswood.