Banbury Community Action Group

Constitution

Name

The name of the group shall be ‘Banbury Community Action Group’.

Aim

To support the residents of Banbury and its surrounding villages in arranging community based environmental projects to raise public awareness of sustainability in the local area.

Membership

Membership of the group shall be open to any individual without regards to age, disability, political or religious affiliation, race, sex or sexual orientation and who is interested in helping the group to achieve its aim. There will be no fee for joining or being involved in the group. Member’s names will be noted only on the meeting minutes, and with agreement, their email address added to the Banbury Community Action Group electronic mailing list which is only shared between members upon unanimous agreement of the group.

Meetings

Annual General Meeting

The group shall hold an Annual General Meeting (A.G.M.) in the month of April and all members shall be given at least fourteen days’ notice of the A.G.M. and shall be entitled to attend and vote.

The business of the A.G.M. shall include receiving a report from the Chairperson on the group’s activities over the past year, receiving a report from the Treasurer on the finances of the group, electing officers for the forthcoming year and considering any other matter as may be decided. At least 3 members must be present for the Annual General Meeting and any other General Meeting to take place.

General Meetings

There shall be a minimum of 4 general meetings (excluding the A.G.M) each year, to be held on the 4th Monday of the agreed month unless otherwise stated by the Chairperson or requested and agreed by a majority of the members at the previous meeting. All members shall be entitled to attend and vote.

Special General Meeting

A Special General Meeting may be called at the request of any 2 members to discuss an urgent matter. The Secretary shall give all members fourteen days’ notice of any Special General Meeting together with notice of the business to be discussed.

Quorum

Four members will form a quorum (the minimum number of people needed at the meeting in order to make decisions). Decisions will normally be taken by consensus but, if considered necessary at the meeting, by majority vote.

If the quorum is not present at any meeting the business will be transacted at the next meeting.

Members unable to attend a meeting who would like to vote on any issue are permitted to via electronic means however this must be conducted through the Chairperson as it would if the individual were present.

Duties of Members

Members are requested not to disclose any confidential information relating to the group or its members to the public or press. Enquires should be directed to the Chairperson or Secretary.

Officers Positions & Duties

Officers will be elected at an A.G.M for one year, with no limit on the number of times that they can be re-elected. Officers will not be paid. Officers may be removed by a decision taken by a special general meeting or A.G.M if they do not attend meetings or carry out their duties when required to fulfil the needs of the group. Officers may leave at any time by notifying the Chairperson and the vacancy will be filled at a special general meeting or the A.G.M. Officer positions and duties are contained within the constitution.

Chairperson

  • Chair the group meetings.
  • Ensure all members are given the opportunity to contribute.
  • Delegate tasks and invite all members feel involved and participate.
  • Ensure the group has enough members to undertake the activities and that the group only undertakes what capacity it possesses.
  • Be a signatory to the groups account.
  • Produce an annual report for presentation at the A.G.M.

Secretary

  • Ensure a true record of monthly meetings are fully documented and distributed to all members.
  • Prepare agendas in accordance with the guidance of the Chairperson.
  • Ensure appropriate arrangements for the Annual General Meeting and any special general meetings are conducted in accordance with the constitution.
  • Liaise with partnering organisations and external bodies to allow the progression and development of the group.

Treasurer

  • To keep records of the finances of the group and be the key point of contact with regards to financial matters arising.
  • To apply for the CAG grant each year and ensure that end-of-year accounts are submitted to the CAG Project at the end of the financial year.
  • Be a signatory to the group’s accounts that are to be produced along with an annual report for presentation at the A.G.M.

Finance

The financial year for the group shall run from 1st April to 31st March. All accounts are to be maintained by the Treasurer.

Bank account signatories will be the Chairperson, secretary of the group and the treasurer. Signatories must not be related. Any two signatories from the three officers specified will be required to approve a cheque following a group decision.

The treasurer must submit annual accounts to the CAG project annually in the month of April once reviewed by the group at the first meeting of the financial year.

At an annual general meeting or a special general meeting the accounts should be independently audited. The treasurer will nominate an individual for the group’s authorisation to do this and the group reserves the right to dismiss that person if they are not deemed suitable. Officers and members of the group may not act as the independent examiner, but a CAG officer may be approached to fulfil the role.

Changing the constitution

The constitution may be changed at a special or annual general meeting. A proposal for changing the constitution will be circulated by the secretaries at least one week before the meeting. The decision will normally be taken by consensus, unless the members decide that a majority vote should be used. Any changes to the constitution must not lead to designated funds contributed for one purpose being diverted to a different unrelated purpose.

Any changes to the constitution will be made in negotiation with a CAG officer and they will be informed of any changes made.

Termination of group

A decision to wind up the group can be taken at a special or annual general meeting and in consultation with the CAG Project. The members will transfer any assets of the organisation to an organisation with similar aims and objectives.

 

Adopted 19 May 2014