Constitution
1. NAME
The name of the Organisation shall be “The Friends of Boscombe Chine Gardens” (hereinafter called “the Organisation”).
2. AIMS
The aims of the Organisation are to:
Enhance and Conserve Boscombe Chine Gardens for the enjoyment of the community and visitors
3. MEMBERSHIP
3.1 Membership shall be open, to all persons who share the aims of the Friends of Boscombe Chine Gardens
3.1.1 Full membership
3.1.2 Organisation membership – organisations as recognised by the committee.
3.2 Voting
3.2.1 Every full member shall have one vote.
3.2.2 Organisational membership carries one vote per organisation.
3.3 Members must actively seek to represent the various needs of the area. All members are expected to treat each other with respect and must not discriminate against any person in any way.
MEMBERSHIP FEE/SUBSCRIPTION
All members shall pay an annual membership fee that has been proposed by the Committee and agreed at the Annual General meeting.
4. FINANCE
All financial business must be carried out constitutionally.
4.1 All money raised by or on behalf of the Organisation is to be used only to further the aims of the Organisation.
4.2 The Treasurer shall open a bank account in the name of the Organisation.
4.3 Cheque and instruction signatories will be Secretary, Chairperson, Vice Chairperson and Treasurer.
4.4 All cheques and instructions to the Organisation bankers shall require two of the agreed signatures.
4.5 The Treasurer shall have the accounts audited annually by an independent, competent person.
4.6 The Organisation will not lend money to members.
4.7 A budget shall be prepared each year by the committee whenever necessary.
5. THE COMMITTEE
This is the body that manages the day-to-day affairs of your group, and is elected by the members of the Organisation. It is responsible to the membership.
5.1 The Committee shall be elected to carry out the business of the Organisation.
5.2 The Committee shall be made up of a Secretary, Chairperson, Vice Chairperson, Treasurer, and up to five committee members.
5.2.1 The Committee can co-opt up to 3 members.
5.3 The Committee shall be elected at the Annual General Meeting.
5.4 Officers shall carry out the duties given to them by General Meetings.
5.5 The Committee shall meet no less than 3 times a year.
5.6 Minutes of the Committee meetings shall be available to all members.
5.7 The Committee may introduce or appoint new members as required to replace any committee members that may leave during the year.
5.8 No two members from the same household shall be Officers of the Committee
5.9 Any Committee Member that fails to attend 3 meetings, without an apology, shall be deemed to have resigned.
5.10 At the discretion of the Officers of the Charity, meetings can be held either in person or via email or online video streaming (Skype, Zoom etc).
6. ANNUAL GENERAL MEETING
This is the meeting where the Committee reports on the activities of the previous year, then resigns. The new Committee is then elected.
6.1 There shall be an Annual General Meeting held approximately every 12 months at which the Committee reports on its work, presents a statement of accounts, then stands down.
6.2 The AGM shall elect a new Committee, vote on recommendations and any amendments to the constitution.
6.3 The AGM will be held around November each year and will be notified at least fourteen days in advance.
7. OTHER GENERAL MEETINGS
7.1 A special or extraordinary general meeting open to all members will be held if five or more full members submit in writing a request for such a meeting to the Secretary. The Secretary shall arrange for the meeting to take place within twenty-eight days.
7.2 The Secretary will publicise all general meetings at least fourteen days in advance.
8. QUORUM
This means the number of members required for the meeting to go ahead and make decisions.
8.1 No general meeting or Annual General Meeting shall take place if less than five full members are present.
8.2 No Committee meeting shall take place if less than half of the Committee are present.
9. CHANGES TO THE CONSTITUTION
9.1 The constitution can only be altered at an Annual, Special or Extraordinary General Meeting.
9.2 Any suggested changes to the constitution must be handed to the Secretary fourteen days before the Annual, Special or Extraordinary General Meeting.
9.3 Changes to the constitution must be agreed by a simple majority of the full members present at the meeting.
9.4 The Chair shall have the casting vote, should the original vote be tied.
9.5 None of the aims of the Organisation listed in section two may be deleted.
10. DISSOLUTION
The Organisation may only be dissolved at a Special General Meeting called for that purpose and must be advertised twenty eight days before the meeting.
10.1 A proposal to dissolve the Organisation shall only be accepted only if signed by two thirds of the full members. The decision shall be agreed by a simple majority of eligible voters present.
10.2 Funds and possessions will be disposed of by a gift for charitable purposes in the area or to a charity having substantially similar objects to the Organisation and in each case as agreed by a simple majority of the full members present in person or by proxy at the meeting.
10.3 No members of the Organisation shall receive any benefit either in cash or in kind from any disposal of the Organisation’s assets.
11. STANDING ORDERS
Members shall, at all times, conduct themselves in a reasonable manner at meetings or in the premises used by the organisation, and be excluded if they contravene the objectives of the organisation. This will be done by a majority of those full members present and voting at any Committee or general meeting.
11.1 Any members may make a proposal. In order for it to be voted on by full members it must be seconded, (or supported) by another member.
11.2 Only members present at the meeting may vote.
11.3 The only exception to the above rule will be for full members whose disabilities or medical conditions make it difficult for them to attend a meeting; or those unable to attend due to family, work or holiday commitments. In these circumstances, such full members may empower an appointed person (this could be the Chairperson, Secretary or any other full member), to vote by way of proxy.
11.4 Before voting any member may propose an amendment, which must also be seconded.
11.5 The Chairperson shall have the casting vote when there is equal voting.
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