Provisional Constitution

Name

The name of the group is Preston Park Community Forum, called ‘the group’ in these rules.

Aims of the group

• Share information about Preston Park
• Encourage ideas, raise concerns and discuss solutions
• Protect and improve the park environment for both people and nature
• Promote community safety and the responsible use of Preston Park
• Attend relevant environmental networking events
• Boost collaboration between the community, Brent Council and other relevant organisations

Powers

To further these aims, the group may exercise the following powers:

• 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

Membership

Membership of the group shall be open to all persons in sympathy with the group’s aims and willing to abide by the group’s constitution and community guidelines.

Members are required to submit their name and contact details to the group administrators for record-keeping purposes. All personal data will be handled in compliance with UK data protection principles.

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 three and seven members who will direct the policy and management of the group. 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, e.g. fundraising. They shall be elected to serve for one year after which time they may stand for re-election.

The committee will meet a minimum of four times a year. The quorum level will be set at three members.

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. Committee members will have the capacity to remove members for repeated breaches of the constitution and community guidelines.

Meetings

General meetings will be held as often as necessary and at least three times a year.

An annual general meeting (AGM) of the group shall be held every year in the month of May. All members shall be notified not fewer than fourteen days before the meeting and 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 fewer than seven members. The meeting shall be called within 21 days of such a request and appropriate measures taken to inform all members. An EGM 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 three signatories available to the treasurer for signing cheques. 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 fewer 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.