1.Name: The name of the Group shall be: The Friars' Community Group.
2. The aim of the group: "The purpose of the Friars Community Group is to represent the interests of people living and working within the Friars, to preserve its architectural and historical integrity as far as is reasonable, and to act as a point of contact for negotiation with developers, builders, and local and central government departments".
3. Powers: In order to achieve its aim, the Group may:
Raise money.
Open bank/building society/Post Office accounts.
Take out insurance
Organise courses and events
Work with similar groups and exchange information and advice with them.
Do anything lawful to fulfil its aim.
4. Membership: Membership of the Group shall be open to any individual over 18 without regards to disability, professional, political or religious affiliation, race, gender, or sexual orientation who is:
a) Interested in helping the Group achieve its aims.
b) Willing to abide by the rules of the Group.
c) Willing to pay any subscription agreed by the Management Committee and set at the A.G.M.
The membership of any member may be terminated for good reason by the Management Committee: Provided that the member concerned shall have the right to be heard by the Management Committee accompanied by a friend before a final decision is made.
5. The management:
A) The Group shall be administered by a Management Committee of no less than five, and no more than eight, elected at the Group's Annual General Meeting (AGM) to be held as close to the nearest convenient date to the 23rd August, each year, this date being the annual anniversary of the Group's formation, unless otherwise agreed by the Group.
B) The officers of the Management Committee shall be: Chairman, Vice-Chairman, Treasurer, and Secretary. The posts may be shared by more than one person according to the needs and wishes of the Group. Other posts may be appointed as required.
C) The Management Committee may co-opt onto the Committee as many individuals as it may see fit to achieve its aims and objectives, in an advisory and non-voting capacity only.
D) The Management Committee shall meet no less than two times a year, and as many times as required to meet and fulfil its aims and objectives.
E) At least four Management Committee members must be present for a Management Committee meeting to take place.
F) Voting at Management Committee meetings shall be by a show of hands. If there is a tied vote then the Chairman shall have the casting or second vote.
G) The Management Committee shall have the power to remove any member of the Committee for good and proper reason.
H) The Management Committee may appoint any other member of the Group as a Committee member to fill a vacancy, provided that the maximum number is not exceeded.
I) Any Management Committee member having been absent from four or more consecutive meetings will be deemed to have resigned.
6. The duties of the officers:
The duty of Chairman / Vice Chairman: Chair meetings of the group, to represent the Group at functions/meetings, to delegate such representations to other members of the Group if necessary, to act as spokesman of the Group, or to delegate that task to another if required, and to undertake any other task decided by the Management Group as being required.
The duty of the Secretary: To keep a membership list. To prepare and circulate; minutes of past meetings and prepare agendas and relevant documents for subsequent meetings, in agreement and collaboration with the Chairman and other officers of the Management Committee. To collate and circulate any relevant information useful to the Group. To liase and organise records and archive material for the Group.
The duty of the Treasurer: To supervise the financial affairs of the Group, and to keep proper accounts that show all monies received and paid out by the Group, and to present regular reports to the Management Committee as required.
7. The duties of the Management Committee Members: To actively engage in the aims and objectives of the Group, to participate in discussion, to promote the aims and objectives of the Group, and to carry out delegated tasks according to ability and according to the requests of the Management Committee as decided at committee meetings.
8. Tenure of Officers: The posts of Chairman, Vice Chairman, Secretary, and Treasurer are subject to tenure of three years. In extraordinary circumstances post holders may remain in post for four years. Election of officers may take place at the Annual General Meeting unless circumstances dictate otherwise. To avoid all post holders expiring their tenure at the same time, this clause may be amended by the AGM.
9. Finance:
A) All monies received by or on behalf of the Group shall be applied to further the aim of the Group and no other purpose.
B) Any accounts opened for the Group shall be in the name of the Group.
C) Any cheques issued shall be signed by the Treasurer and countersigned by any one nominated member of the Management Committee who isn't sharing the post of Treasurer.
D) The Group shall ensure that its accounts are audited or independently examined every year.
E) The Group may pay reasonable out of pocket expenses including travel and meal costs to members or Management Committee members.
F) The Group shall not incur debt of any kind not agreed by a full Management Committee meeting or AGM.
10. Annual General Meeting (AGM);
A) The Annual General Meeting (AGM) is to be held as close to the nearest convenient date to the 23rd August.
B) All members shall be given at least 14 days notice of the AGM and shall be entitled to attend and vote.
C) Circulation of the AGM notice may be, if desired, a public notice in the Parish Magazine, and/or by public notice in the local Press, and/or any other method to be decided by the Management Committee.
D) The business of the AGM shall include:
a. Receiving reports from the Chairman.
b. Receiving reports from the Treasurer.
c. Electing a new Management Committee
d. Any Other Business.
At least ten members must be present for the AGM and any other General Meeting to take place.
11. General Meetings: There shall be as many meetings held each year in addition to the AGM as may satisfy the needs of the community. Where General Meetings specific to the membership of the Group are required, these will be called by the Management Committee. Any member may apply to the Management Committee to call such a meeting, and the Management Committee will decide.
12. Special General Meeting (SGM): A Special General Meting may be called by the Management Committee or ten members to discuss an urgent matter. The Secretary shall give all members 14 days notice of any SGM together with written notice of the business to be discussed.
13. Alterations to the Constitution: Any changes to the Constitution must be agreed by at least two thirds of those members present and voting at any General Meeting.
14. Dissolution: The Group may be wound up at anytime if agreed by two thirds of those members present and entitled to vote at any General Meeting. In the event of winding up, any assets remaining after all debts have been paid shall be given to any Registered Charity agreed by the Management Committee members present at the meeting to wind up the Group.
15 Adoption of the Constitution: Until the first AGM takes place, the persons whose names and addresses and signatures appear at the bottom of this document shall act as the Management Committee referred to in this Constitution.
This constitution was adopted by the AGM of 2nd September 2008, and replaces the previous constitution which was quite a lot more amusing. Sorry about that!