Constitution
FRIENDS OF HOLLYDALE OPEN SPACE - CONSTITUTION 2021
ARTICLE 1: NAME AND LEGAL STATUS
1.1 The name of the organisation shall be The Friends of Hollydale Open Space. (FoHOS)
1.2 The legal status of the Group is an unincorporated “not for profit” organisation where its Committee members are responsible for any contracts entered into.
1.3 The Group shall operate in the area known as Hollydale Open Space.
ARTICLE 2: AIMS AND OBJECTIVES
The aims and objectives of the Group will be as follows:
2.1 To help with practical conservation through voluntary action for the benefit of wildlife and the community under the supervision of the London Borough of Bromley (LBB) and its professional officers.
2.2 To help to secure and promote the conservation and protection of the Park; to monitor its plants, animals and wildlife habitats and maintain and improve its biodiversity.
2.3 To promote its use as a place for quiet, informal enjoyment, recreation and study.
2.4 To assist in providing an educational experience for the general public in the history, natural history and biodiversity of the Park.
2.5 With a view to maintaining a sound financial base and seeking other funding or donations to further activities which meet the above aims and objectives.
ARTICLE 3: POWERS
To further these aims and objectives the committee shall have the power to:
3.1 Obtain, collect and receive money or funds by way of contributions, donations, grants and any other lawful method toward the aims of the Group.
3.2 Associate with LBB, voluntary organisations and those with an interest in the Park in a common effort to carry out the aims of the Group.
3.3 Permit the Committee to enter into contractual arrangements.
3.4 To have its own bank account.
3.5 To do such lawful things as will further the aims of the Group.
ARTICLE 4: MEMBERSHIP
4.1 Membership will be open to anyone interested in promoting the aims of the Group. There will be one level of membership, known as `household’ and this will be free of any subscription. Membership is open to all and this can be beneficial when making a grant application.
4.2 Membership will entitle each individual in the household over the age of 16 the right to vote.
4.3 The continuation of free paying subscription levels shall be determined and/or varied by the Management Committee and confirmed annually.
4.4 At its discretion the Management Committee may refuse to admit an applicant or to terminate the membership of any member provided that they give written reasons to the member. This may arise as it becomes apparent that a household does not share the Group’s aims and objectives.
ARTICLE 5: MANAGEMENT COMMITTEE
5.1 A Management Committee elected annually at the Annual Genera Committee shall manage the Group. The Committee shall consist of a minimum of 3 and a maximum of 8 individuals and shall include a chair, vice chair, secretary and treasurer.
5.2 The Committee may co-opt additional committee members during the year.
5.3 All Committee members shall retire at each AGM, although may offer themselves for re-election.
5.4 There shall be a minimum of two committee meetings per year. Additional electronic meetings may be necessary due to circumstances such as 2020-21 Pandemic where group meetings are not permitted. Representatives of LBB shall be invited to attend committee meetings in an advisory capacity.
5.5 The Chairman will have a second and casting vote.
5.6 Two committee members or one third of the committee being present (whichever is the higher) shall enable the business of the Group to be carried out.
5.7 A proper record of all transactions and meetings shall be kept by the Secretary.
5.8 No Committee members or members of the Group may be employed by the Group although out of pocket expenses may be reimbursed on production of appropriate receipts or other evidence of expenditure.
5.9 All Committee members must be members of the Group, having shown their commitment to the Group’s aims and objectives.
ARTICLE 6: FINANCIAL ARRANGEMENTS
6.1 Monies raised from voluntary donations, sale of goods, gifts, other sources or grants awarded to the Group shall be used for the express purposes of pursuing the aims and objectives of the Group.
6.2 The funds shall be paid into an account operated by the management committee. All cheques drawn on the account must be signed by at least two members of the Management Committee.
6.3 The Management Committee is empowered to pursue or make applications for grants to secure funds to support the Group’s planned activities and may take whatever steps are necessary to meet the requirements of the awarding bodies. In the case of jointly funded projects, the size of the FoHOS contribution would be decided at a full committee meeting.
6.4 No persons representing the Group shall make or enter into any agreement with any persons or organisation that may incur a financial liability save for those purposes as agreed by the Management Committee as necessary to carry out the objectives of the Group.
6.5 A current record of all income, funding & expenditure will be kept and presented to members annually at the AGM.
6.6 The Management committee is empowered to use Association funds, within the guidelines provided by the AGM, of up to £100. Any more than that must be sanctioned at a Committee meeting.
ARTICLE 7: EQUAL OPPORTUNITIES STATEMENT
7.1 The Organisation is committed to equal opportunities and diversity. This commitment extends to our volunteers and we welcome everyone from our community in this respect, valuing the skills and experiences they can bring.
ARTICLE 8: GENERAL MEETINGS
8.1 An Annual General Meeting (AGM) shall be held within 15 months of the date of the adoption of this Constitution and each year thereafter.
8.2 Notice of the AGM shall be given at least 21 days before the meeting and a report on the Group’s financial position for the previous year will be made available at the same time.
8.3 The AGM agenda will include formal business as follows:
- Minutes of the previous AGM
- Chairman's report
- Treasurer's statement including, independently examined accounts (e.g. 2 ordinary members elected at the previous AGM)
- Election of Management Committee members for the following year. Nominations for
Management Committee members shall be received by the Secretary before the published date of the AGM. Nominations shall be supported by two members and signed by the nominee indicating willingness to serve.
- Review of this constitution, as necessary
8.4 The activities of the Group shall be approved at the AGM
8.5 Decisions needing a vote shall be decided by a simple majority of those members present, with the Chairman having a second and casting vote.
8.6 Voting rights shall be restricted to members of the Group over the age of 16 years and each member shall have one vote.
8.7 An Extra-ordinary General Meeting (EGM) may be called at any time at the request of the committee.
A notice explaining the place, date, time and reason shall be sent to all members at least three weeks beforehand.
8.8 A minimum of two committee members plus one tenth of the membership being present shall enable a General Meeting to take place (a Quorum).
8.9 Open General Meetings (i.e. meetings which may include members of the general public and not necessarily sole members of the Group) may be held when necessary. These would include a general discussion on progress of the Group and how well it is meeting its aims and objectives.
ARTICLE 9: AMENDMENTS
Amendments to the constitution can only be made at the AGM or EGM. Proposed amendments must be circulated at least 21 days before the Meeting at which they are to be considered, and must be approved by a majority of those members present.
ARTICLE 10: DISSOLUTION
10.1 The Group may be dissolved by a resolution passed by a simple two-thirds majority of those present and voting at an Extra-ordinary General Meeting.
10.2 After the payment of all bills and other liabilities and the fulfilment of any requirements of any external bodies e.g. grant providers, the committee shall distribute any assets remaining to other group(s) or organisation(s) having aims similar to the Group or some other charitable purpose(s) as the Group may decide.
10.3 Under no circumstance should any assets of the Group be paid or shared out amongst members of the Group.
10.4 LBB and any external funding organisation must be provided with accounts and other documentation as they require.
ARTICLE 1: NAME AND LEGAL STATUS
1.1 The name of the organisation shall be The Friends of Hollydale Open Space. (FoHOS)
1.2 The legal status of the Group is an unincorporated “not for profit” organisation where its Committee members are responsible for any contracts entered into.
1.3 The Group shall operate in the area known as Hollydale Open Space.
ARTICLE 2: AIMS AND OBJECTIVES
The aims and objectives of the Group will be as follows:
2.1 To help with practical conservation through voluntary action for the benefit of wildlife and the community under the supervision of the London Borough of Bromley (LBB) and its professional officers.
2.2 To help to secure and promote the conservation and protection of the Park; to monitor its plants, animals and wildlife habitats and maintain and improve its biodiversity.
2.3 To promote its use as a place for quiet, informal enjoyment, recreation and study.
2.4 To assist in providing an educational experience for the general public in the history, natural history and biodiversity of the Park.
2.5 With a view to maintaining a sound financial base and seeking other funding or donations to further activities which meet the above aims and objectives.
ARTICLE 3: POWERS
To further these aims and objectives the committee shall have the power to:
3.1 Obtain, collect and receive money or funds by way of contributions, donations, grants and any other lawful method toward the aims of the Group.
3.2 Associate with LBB, voluntary organisations and those with an interest in the Park in a common effort to carry out the aims of the Group.
3.3 Permit the Committee to enter into contractual arrangements.
3.4 To have its own bank account.
3.5 To do such lawful things as will further the aims of the Group.
ARTICLE 4: MEMBERSHIP
4.1 Membership will be open to anyone interested in promoting the aims of the Group. There will be one level of membership, known as `household’ and this will be free of any subscription. Membership is open to all and this can be beneficial when making a grant application.
4.2 Membership will entitle each individual in the household over the age of 16 the right to vote.
4.3 The continuation of free paying subscription levels shall be determined and/or varied by the Management Committee and confirmed annually.
4.4 At its discretion the Management Committee may refuse to admit an applicant or to terminate the membership of any member provided that they give written reasons to the member. This may arise as it becomes apparent that a household does not share the Group’s aims and objectives.
ARTICLE 5: MANAGEMENT COMMITTEE
5.1 A Management Committee elected annually at the Annual Genera Committee shall manage the Group. The Committee shall consist of a minimum of 3 and a maximum of 8 individuals and shall include a chair, vice chair, secretary and treasurer.
5.2 The Committee may co-opt additional committee members during the year.
5.3 All Committee members shall retire at each AGM, although may offer themselves for re-election.
5.4 There shall be a minimum of two committee meetings per year. Additional electronic meetings may be necessary due to circumstances such as 2020-21 Pandemic where group meetings are not permitted. Representatives of LBB shall be invited to attend committee meetings in an advisory capacity.
5.5 The Chairman will have a second and casting vote.
5.6 Two committee members or one third of the committee being present (whichever is the higher) shall enable the business of the Group to be carried out.
5.7 A proper record of all transactions and meetings shall be kept by the Secretary.
5.8 No Committee members or members of the Group may be employed by the Group although out of pocket expenses may be reimbursed on production of appropriate receipts or other evidence of expenditure.
5.9 All Committee members must be members of the Group, having shown their commitment to the Group’s aims and objectives.
ARTICLE 6: FINANCIAL ARRANGEMENTS
6.1 Monies raised from voluntary donations, sale of goods, gifts, other sources or grants awarded to the Group shall be used for the express purposes of pursuing the aims and objectives of the Group.
6.2 The funds shall be paid into an account operated by the management committee. All cheques drawn on the account must be signed by at least two members of the Management Committee.
6.3 The Management Committee is empowered to pursue or make applications for grants to secure funds to support the Group’s planned activities and may take whatever steps are necessary to meet the requirements of the awarding bodies. In the case of jointly funded projects, the size of the FoHOS contribution would be decided at a full committee meeting.
6.4 No persons representing the Group shall make or enter into any agreement with any persons or organisation that may incur a financial liability save for those purposes as agreed by the Management Committee as necessary to carry out the objectives of the Group.
6.5 A current record of all income, funding & expenditure will be kept and presented to members annually at the AGM.
6.6 The Management committee is empowered to use Association funds, within the guidelines provided by the AGM, of up to £100. Any more than that must be sanctioned at a Committee meeting.
ARTICLE 7: EQUAL OPPORTUNITIES STATEMENT
7.1 The Organisation is committed to equal opportunities and diversity. This commitment extends to our volunteers and we welcome everyone from our community in this respect, valuing the skills and experiences they can bring.
ARTICLE 8: GENERAL MEETINGS
8.1 An Annual General Meeting (AGM) shall be held within 15 months of the date of the adoption of this Constitution and each year thereafter.
8.2 Notice of the AGM shall be given at least 21 days before the meeting and a report on the Group’s financial position for the previous year will be made available at the same time.
8.3 The AGM agenda will include formal business as follows:
- Minutes of the previous AGM
- Chairman's report
- Treasurer's statement including, independently examined accounts (e.g. 2 ordinary members elected at the previous AGM)
- Election of Management Committee members for the following year. Nominations for
Management Committee members shall be received by the Secretary before the published date of the AGM. Nominations shall be supported by two members and signed by the nominee indicating willingness to serve.
- Review of this constitution, as necessary
8.4 The activities of the Group shall be approved at the AGM
8.5 Decisions needing a vote shall be decided by a simple majority of those members present, with the Chairman having a second and casting vote.
8.6 Voting rights shall be restricted to members of the Group over the age of 16 years and each member shall have one vote.
8.7 An Extra-ordinary General Meeting (EGM) may be called at any time at the request of the committee.
A notice explaining the place, date, time and reason shall be sent to all members at least three weeks beforehand.
8.8 A minimum of two committee members plus one tenth of the membership being present shall enable a General Meeting to take place (a Quorum).
8.9 Open General Meetings (i.e. meetings which may include members of the general public and not necessarily sole members of the Group) may be held when necessary. These would include a general discussion on progress of the Group and how well it is meeting its aims and objectives.
ARTICLE 9: AMENDMENTS
Amendments to the constitution can only be made at the AGM or EGM. Proposed amendments must be circulated at least 21 days before the Meeting at which they are to be considered, and must be approved by a majority of those members present.
ARTICLE 10: DISSOLUTION
10.1 The Group may be dissolved by a resolution passed by a simple two-thirds majority of those present and voting at an Extra-ordinary General Meeting.
10.2 After the payment of all bills and other liabilities and the fulfilment of any requirements of any external bodies e.g. grant providers, the committee shall distribute any assets remaining to other group(s) or organisation(s) having aims similar to the Group or some other charitable purpose(s) as the Group may decide.
10.3 Under no circumstance should any assets of the Group be paid or shared out amongst members of the Group.
10.4 LBB and any external funding organisation must be provided with accounts and other documentation as they require.
