Constitution

Friends of Woolwich Common Constitution

1. Name: Friends of Woolwich Common

2. Aims / Purpose

  • To work in partnership with the Ministry of Defence and other Woolwich Common landowners to support the needs of the community to:
    • protect and enhance Woolwich Common as a place of enjoyment and recreation for all sections of the local community
    • protect and enhance the ecology of the Common and diversity of the wildlife
    • help residents contribute to the management and development of the open space to ensure that it best serves the needs of the local community
    • encourage the recreational use of the Common by supporting/creating events and activities
    • promote the cultural, educational, historical and environmental importance of the common by working in partnership with the community, army, hospital, Council and other interested parties

3. Membership

3.1 Membership of the group shall be open to all interested in actively furthering the aims of the group however parties with current commercial interests in the Common should not be eligible to vote and should not sit on the Executive Committee
3.2 Potential members should send a request to join to friendsofwoolwichcommon@gmail.com
3.3 All new members should be sent acknowledgement of the membership
3.4 The Group does not charge a fee to members
3.5 The Executive Committee may unanimously and for good reason terminate the membership of any individual, provided the individual’s case has been heard by the committee before a final decision is taken
3.6 Any member of the group may resign their membership by giving written notice to the Secretary

4. Management

4.1 Executive Committee

4.1.1 The Executive Committee should consist of a minimum of three (3) members and will include a Chair, Secretary and Treasurer (please see Section 6 below). Not all members of the Committee must hold a position
4.1.2 Should a vacancy on the Executive Committee become available, the Committee has the right to appoint a Full Member to the position until the time of the next Annual General Meeting
4.1.3 The Executive Committee shall be accountable to the members at all times
4.1.4 No two persons from the same household or family shall be named as co-signatories on the group’s bank account
4.1.5 Where decisions need to be made, the Executive Committee can do so by agreement via phone, email or other electronic communication.

5. Meetings

5.1 FoWC will hold up to four (4) meetings per year, the timing of which will be decided by the Executive Committee.
5.2 A minimum of seven (7) days notice will be given to all members prior to an ordinary meeting taking place
5.3 Voting at any meetings will be taken by a show of hands and carried by a simple majority. Should a vote be tied, the co-chairs have the over-riding vote.

6. Elections

6.1 All members of the Executive Committee should be elected by a simple majority
6.2 All members of the Executive Committee shall hold their post until the next Annual General meeting and shall be eligible for re-election
6.3 At each Annual General Meeting, the following positions shall be elected:

    • Chair / Co-chairs (responsible for conducting meetings)
    • Secretary (responsible for the convening/notice of all meetings, ensure that minutes are kept and submitted and management of membership)
    • Treasurer (responsible for the keeping of the groups income/expenditure and account records)

6.4 Nomination for election should be made at least 7 days prior to an Annual General Meeting in a written request to the Secretary
6.5 If fewer nominations are received than there are vacancies, then nominations may be taken from the floor

7. Annual General Meetings

7.1 There was an inaugural general meeting held on 12th February 2019, subsequent AGMs will be held normally in the month of May.
7.2 The Executive Committee shall give at least 21 days’ notice to members of an Annual General Meeting
7.3 The Executive Committee shall give a report of its stewardship of the group at each annual general meeting, including financial accounts

8. Special General Meetings

8.1 Special General meetings of the Friends shall be held at the written request to the Secretary of 25% or more members or called by the Executive Committee
8.2 No less than 7 days notice prior of a Special General meeting must be given to all members

9. Quorum

9.1 A quorum for an Annual General Meeting is one quarter of the total number of voting members.
9.2 A quorum for an Executive Committee meeting is 3 members of the Executive Committee.

10. Finance

10.1 Any money obtained by the group shall be used only for the aims and purposes for which the group exists
10.2 Any bank accounts opened for the group shall be in the name of the group and not that of an individual and expenditure should be authorised by two from four authorised signatories
10.3 A statement for the last financial year shall be submitted by the Committee to all members at the Annual General meeting.

11. Working with the MoD

11.1 The Friends of Woolwich Common will work with the MoD in the pursuit of joint aims and objectives.
11.2 The Friends of Woolwich Common will positively support applications for Green Flag, Community Green Flag and additional awards that are beneficial to the Common.
11.3 The Friends of Woolwich Common agree to seek the MoD’s permission prior to embarking on funding bids / works being undertaken on Woolwich Common.

12. Conduct

12.1 All members of the Friends of Woolwich Common will conduct themselves in an orderly fashion. Any aggressive or intimidating behaviour from members will give the Executive Committee grounds for suspension. Language or behaviour that is in any way discriminatory will also constitute grounds for suspension.
12.2 The Friends of Woolwich Common agree to set up a complaints procedure to assist in the resolution of any disputes.
12.3 The Friends of Woolwich Common agree to set up a privacy policy.
12.4 If any complaint is made against a member of the Group, the complaint will be dealt with by the Executive Committee.

13. Equal Opportunities

13.1 The Friends of Woolwich Common will treat all members equally, whatever their race, ethnic origin, nationality, religion, sexual orientation, age, status, disability or circumstances.

14. Events

14.1 The Friends of Woolwich Common agree to follow any MoD Event guidelines and processes ensuring that all risk assessments, application forms and licences have been completed and submitted to the MoD.

15. Volunteering

15.1 If volunteers working with the Friends of Woolwich Common wish to, they may complete a registration form including emergency contact details and any medical conditions they wish to be known. This is to ensure that the Friends of Woolwich Common have access to essential information in the event of an emergency.
15.2 Wherever possible, an accurate estimate of volunteering hours shall be recorded each year and presented at the Annual General Meeting.

16. Dissolution

16.1 If a motion for dissolution of The Friends of Woolwich Common is to be proposed at an Annual/Special General Meeting then a minimum of 21 days’ notice must be given to all members and the proposal should be 16.2 disclosed when the meeting is advertised/promoted
Any property or funds held by the group following dissolution and after all debts have been paid, shall be donated to community groups or charities with similar aims and objectives.

17. Agreement

This Constitution was adopted at an Annual General Meeting held at Cricket Pavilion, Barrack Field, Woolwich on 12th February 2019

Signed by:

Co-chairs, Treasurer and Secretary