Consistution

Consitution for Albert Watson Memorial Hut friends

Name

The support group will be known as ‘Albert Watson Memorial Hut friends’, which may be abbreviated to AWMH friends. ‘the group’ within this document

Aims of the Friends

To be decided by the group in open discussion. These are some simple suggestions to be discussed:

  • To raise the profile of the AWMH within the community
  • To improve the habitat value of the AWMH site
  • To secure funds to improve or secure the structure of the AWMH
  • Any other aims or projects the group agrees to support

Powers

To further these aims, the group may exercise the following powers ( to be discussed and agreed by vote)

  • To raise funds and receive contributions, donations and otherwise, provided that the group shall not undertake any permanent trading activity;
  • To bring together representatives of voluntary and statutory organisations, government departments and individuals;
  • To produce leaflets/posters to publicise group activities;
  • To hold meetings;
  • To pay the necessary expenses involved in running the group;
  • To undertake any other lawful activity to further the group’s aims.

Note: Any part of this document can be deleted, amended or added to, or additional parts added to it at the next AGM.  Details of the proposed changes should be circulated with the notice of the AGM.

Membership

Membership of the group shall be open to (again a suggestion for discussion) all persons in sympathy with AWMH friends aims and willing to abide by the group’s constitution.

Each member will have one vote and will be eligible to stand for election onto the committee.

The group will be non-party-political, non-sectarian and will be committed to non-discriminatory practices and equal opportunities.

Management Committee

The group shall elect a committee of between (suggestion 3–10 + Chair, Secretary, Treasurer) members who will direct the policy and management of the group.  They shall be elected to serve for one year after which time they may stand for re-election.

The Chair will have a casting vote in the event of a tie.

The committee will have the power to co-opt members if it wishes to use this power.

The committee will meet a minimum of (suggested four or six) times a year.  The quorum level will be set at (suggestion – ? members).

From amongst the committee, a chairperson, a secretary and a treasurer will be selected.  Other members may be appointed to undertake particular responsibilities within the group, eg fundraising.

Do we require a comittee to meet for a simple fund-raising group?

Meetings

General meetings will be held as often as necessary and at least (suggested four or six) times a year. Meetings will be accessible on-line and usually on a Monday at 20:00.

All members will be notified by email not less than ten days before the meeting. 

Agenda and previous meeting minutes will be published in the members only area of this web-site prior to all members being notified by email, usually ten days before the meeting date.

An Annual General Meeting (AGM) of the group shall be held every year in the month of ……..  All members shall be notified not less than thirty days before the meeting.  An agenda will be circulated.  Business of the AGM will include electing the committee; reporting on the activities during the year, amendments to the constitution and approval of the group’s accounts.

An Extraordinary General Meeting (EGM) can be held at the chair’s discretion or by a written request to the chair of not less than 20% of members.  The meeting shall be called within twenty-one days of such a request and appropriate measures taken to inform all members.  An Extraordinary General Meeting should only consider the business specified in the request.

Finances

  • Any money raised shall be used to further the aims of the group and for no other purpose;
  • A bank account will be opened in the name of the group;
  • The account will require two signatures on any cheque or other bank document (except paying in slips).  There will be four signatories available to the treasurer for withdrawals.  The group shall decide the signatories to any account set up in the name of the group.)
  • A simple written note of the group’s financial position, will be produced and available at committee meetings;
  • A statement of accounts verified by a competent person who is independent of the group shall be tabled at the AGM;
  • No member shall derive any financial benefit from the group, except for payment of ‘reasonable expenses’;
  • No money will be paid out in the name of the group without a receipt being presented.

Amendments to the constitution

If amendment(s) to the constitution are necessary, members will be informed in writing and given the opportunity to consider and vote on the amendments.  The amendment(s) will be made if there is a two-thirds majority vote of members.

Dissolution

If the committee, by a simple majority, deem it advisable to dissolve the group, it shall call a meeting of all the members of the group, giving not less than 14 days notice.  If such a decision is confirmed by a majority of those present, then all the assets of the group shall be transferred to another local voluntary group or community group with similar aims.


Adopted on ……………………….. of ………………………… 2026

Signed ……………………………… …………. (Chair)

Signed ……………………………………………. (Treasurer)

Signed ……………………………………………. (Secretary)

Reproduced with permission of North West Parks Friends Forum