Constitution


  1. Name - Alvaston Park Friends

  2. Aims

    1. To ensure the park meets the needs of the community.
    2. To provide a wide variety of park activities.
    3. To create an environmentally diverse park.
    4. To provide an area that is safe for children to play.
    5. To provide facilities to cater for all abilities and ages.

  3. Membership

    1. Membership of the group shall consist of individuals who want to see Alvaston Park become a better park.
    2. Membership entitles eligible individuals to one vote at general meetings.
    3. Members of the management committee failing to send apologies or attend 4 consecutive meetings will be relegated to normal membership rights, subject to the decision of the committee.
    4. Paid employees and representatives of statutory bodies, agencies, organisations and local businesses may be invited as advisors to attend meetings where necessary but will not have voting rights.

  4. Officers

    1. All officers of this group shall be elected by the membership.
    2. In all matters financial the membership shall have the power to appoint an independent auditor to examine the accounts at any time.
    3. The officers shall be at least 1 Chairperson, 1 Vice Chairperson, 1 Secretary and 1 Treasurer.
    4. The membership has the right to change this combination as required.

  5. Election of Officers

    1. Officers shall be elected at the Annual General Meeting, the date of which shall be fixed by agreement of the membership; officers shall serve for one year and be eligible for re-election.
    2. The election of officers shall be decided by one member one vote.
    3. Voting shall be carried out by ballot of members.
    4. Members may only vote in person not by post or proxy.

  6. Management Committee

    1. The group will be managed by a management committee of no more than 18 members and no less than 4.
    2. The officers of the committee shall be as 4.3 above.
    3. The management committee will meet up to 10 times per year.
    4. A chairperson or Vice Chairperson will chair all meetings of the group.
    5. Voting at management committee meetings will be by show of hands. If there is a tied vote the Chairperson shall have second vote.

  7. Meetings

    1. An Annual General Meeting (AGM) will be held in July each year.
    2. All members will be given 14 days notice of the AGM and shall be entitled to attend and vote.
    3. Meeting dates shall be a matter of general agreement of the membership.
    4. At all meetings the members shall have one vote, decisions by majority of votes cast
    5. The Chairperson(s) will have the discretionary powers to convene an extraordinary meeting to deal with any situation.
    6. A minimum of 9 members may request an Extraordinary General Meeting (EGM).

  8. Sub-committees

    1. The management committee shall decide the size and organisation and terms of reference of sub-committees.

  9. Duties of the officers

    1. The duties of the Chairperson(s) will be:
      1. To preside at meetings of the management committee and general meetings
      2. As may be required by the management committee to act as the principal spokesperson for the group.
    2. The duties of the Secretarie(s) will be:
      1. To prepare in consultation with the Chairperson(s) the agenda for the meetings of the committee and to ensure that the agenda is circulated 14 days before the next committee date.
      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.
    3. The duties of the Treasurer(s) 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.

  10. Finance

    1. Any monies obtained by the group shall be used only for the group
    2. Any bank accounts opened by the group shall be in the name of the group (Alvaston Park Friends).
    3. Any cheques issued shall be signed by a minimum of two of the four signatories. No two signatories may be from the same household or family.

  11. Quorum

    1. A quorum shall exist with the attendance of 9 eligible members for general meetings.
    2. A quorum of no less than 5 total eligible members present will exist for the management committee.

  12. Alterations to the Constitution

    1. Any alterations to the constitution must be approved by two thirds majority of the membership attending the AGM or EGM
    2. 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.

  13. Financial Clause

    1. There will be an audit by the appointed auditors of the groups finances once a year and the Treasurer(s) will present that audit to the AGM
    2. The Treasurer(s) must provide a report in writing at every committee meeting.

  14. Dissolution of the group

    1. In the event of the voluntary or compelled dissolution of this group then any monies held in trust by it shall be disposed of in the following manner:
      1. Any money remaining from that provided by external funding bodies shall be returned to that body.
      2. Any money generated by the group itself shall be disposed of in accordance with the wishes of the membership, those wishes having been ascertained at an EGM convened for that purpose.

  15. Declaration of equal opportunities and non political policy

    1. 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.
    2. 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.
    3. Elected members cannot be committee members.