read the constitution and its accompanying guidance notes carefully. These must be followed, and can only be changed in certain circumstances. We also use Google Analytics cookies to get anonymous information about how the site is being used. You need to decide whether you will have them, how often, who can call them, and what the quorum will be. There is no point in lumbering yourself with a lot of bureaucracy you don’t want, or writing down loads of things you don’t intend to do, simply because you think they are what people expect. 2. Constitutions are important because they can help people to understand exactly why they are working together and can help them to plan how best to get things done. The advantages are that it makes it very clear who is a member (the people who have paid) and it raises a bit of money. How to make your neighbourhood newsletter look good, How to write clearly in your neighbourhood newsletter, Without this written understanding people can easily find themselves at cross purposes and the jobs won’t get done, It will serve as a reference, and help to resolve problems in times of controversy. CONSTITUTION FOR: GENIE (Gap Electronic News & Information Exchange) Community Group . Charities have to comply with charity law. It is important to try and get a constitution that actually reflects the way in which you want to do things. If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. However, you may want to include a statement of your commitment to equal opportunities in your constitution as well. A voluntary or community group is an organisation which enables these types of activities to take place. The individual concerned shall have the right to be heard by the management committee, accompanied by a friend, before a final decision is made. A constitution is a type of governing document. Write your Constitution Community groups of all types must have a governing document which sets out the rules of the organisation and details the group's aims, obligations and powers. (b) establish, or secure the establishment of, a Community Centre (hereinafter called "the Centre") and to maintain and manage the same (whether alone or in co-operation with any local authority or other person or body) in furtherance of these objects. How members will be notified of the date, time and venue of the AGM. Name and position in group …………………………………………. A remit for an unregistered and unincorporated voluntary group – developed by the Charity Commission and Wales Council for Voluntary Organisations. Signed (Chairman) (Secretary) (Treasurer) Date: Amendment 1 – dated 15th September 2011. all users and volunteers at the project; or, anyone who supports the aims of the group and participates in its activities. We willwork to: 1. find out the views of local people and site users 2. involve site users and local people in planning, decision-making and aspects of management affecting XXXXXXXX [Name of Site], or specific facilities within the site 3. improve funding to maintain and increase the facilit… Any member who has not paid their membership fee for one year will be contacted by the committee, who will then decide whether that member is deemed to have resigned. This involves having a clear procedure by which decisions are made. The Group may be wound up at any time if agreed by two-thirds of those members present and voting at any General Meeting. The proposal must then be circulated with the notice of meeting. The quorum for the AGM will be 10% of the membership or 10 members, whichever is the greater number. The more aware you are of what you need to do the easier the task will be. To establish sports clubs and participate in different sporting activities, To use dance, drama and music to share culture and experiences, lives in Brighton and Hove or the surrounding area; and, supports the aims of Wild about Brighton Youth Group, Chair, who shall chair both general and committee meetings, Secretary, who shall be responsible for the taking of minutes and the distribution of all papers, Membership secretary, who shall be responsible for keeping records of members, Treasurer who shall be responsible for maintaining accounts. All members will be notified in writing at least 3 weeks before the date of the meeting, giving the venue, date and time. Many groups use this as an opportunity to involve their members in a celebration of their achievements. Our Constitution and Rules . Any committee member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign. adopted) that sets out the aims of the group, how it will be managed (or governed), who can be members and other important items. The signatories must not be related nor members of the same household. Other groups share or ‘rotate’ the jobs that need doing. However, the time may come when you need a more formal structure for your community group, particularly if you wish to raise finance or funding or enter into a legal agreement. For example, when the time comes to hold your next AGM, check your constitution so that you know what procedures your group has agreed to follow. The name of the organisation shall be "Ravenswood Community Group Inc" hereby called the Group. You need to decide who will be entitled to be a member of your group. Will every meeting be facilitated by somebody? The sole business of this meeting will be to dissolve the group. This constitution was agreed at the Inaugural General Meeting of the Wild about Brighton Youth Group on:-. If you choose to have a fee, will it be weekly, monthly or yearly? When you form a public group, you will need to create and agree on a constitution. If applying for charitable status, then your objects will have to incorporate terminology from the list of charitable purposes set out in section 7 of the Charities and Trustee Investment (Scotland) Act 2005. The constitution should also set out the ideals and goals your group want to achieve. A constitution is basically a written agreement of what a group is going to do and how they will do it. Notes The model is intended to be sufficiently flexible to deal with most eventualities. If your aims are charitable, this will mean that your group is a charity (even if you have not registered with the Charity Commission). Alterations to the Constitution Any proposal by the COMMUNITY COUNCIL to alter this Constitution must be first considered by a meeting of the COMMUNITY COUNCIL and the terms of the proposed resolution to alter the Constitution shall be stated on the notice calling the meeting which shall be issued not less than ten days prior to the meeting. A Special General Meeting is used to discuss important matters that need to be put before the whole membership, such as an amendment to the constitution. Other committees have specific officers who take specific roles. Make copies of the constitution available to all members, including new members. Would you like to make a donation? The Committee will present the accounts of Wild about Brighton Youth Group for the previous year. This is probably the most important part of your constitution and needs to be very clear. If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. You need to spell out how you will deal with any money. There are some items it is standard to include on the agenda for your AGM. How many days/weeks in advance members can submit items for discussion, How people should nominate themselves for the committee. 2) OBJECTS The objects of the Group shall be: to improve the area known as Anytown for the benefit of the inhabitants of the area; to encourage the goodwill and involvement of the wider community; the members of the Community, at which a quorum is present, will be able to exercise all or any of the powers, authorities and discretion of the members of the Community as set out in this Constitution. If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. This is useful if the status of the constitution is called into doubt at a future date. A constitution is a simple set of rules which for you or your group to help make it clear to everyone involved what you intend to do … A Chairperson will be appointed at the meeting by decision of … Download the Constitution … The business of the group will be carried out by a Committee elected at the Annual General Meeting. 2 OBJECTIVES. How members will be notified of the date, time and venue of the meeting. The organisation will be agreed at the meeting which agrees the dissolution. Many small groups run very successfully without an elected committee. If you choose to have a group of people to run your organisation they will usually be called the management committee. A constitution helps serve as a set of rules and principles that everyone in your group agrees is the basis of how they want to governed. Not-for-profit Law Legal help for community organisations Resources. We hope you find this page useful. You can find out more about this in our sheet on Charity Registration. The quorum for the Special General Meeting will be 10% of the membership or 10 members, whichever is the greater number. The maximum time there can be between AGMs. The aims of Wild about Brighton Youth Group will be: Membership will begin as soon as the membership form and first annual payment has been received. The overarching aim of GENIE COMMUNITY GROUP will be to provide, whenever necessary on an ad-hoc … Decide: At some stage you may decide you want to close the group down, and you need to have an agreed procedure by which this can happen. A company’s constitution is established by its articles of association and memorandum of association. Simple Constitution. Members will be entitled to attend the Annual General Meeting (AGM). This constitution was adopted at … This is when you inform your group’s members about the work the group has done, share financial information, and approve your annual accounts. Have a look at our sample constitution to get some idea of how these are usually written. If your aims are clearly written, you can use them to let others know what your group is about. There will also be a need to show OSCR that the ‘public benefit test’ is satisfied. We use some essential cookies to make our website work properly. If you want to make decisions by voting, it is common to state in the constitution that a simple majority is required, and that if there are an equal number of votes on each side, the chair will have an additional casting vote. Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to attend further meetings or to resign from the group if an apology is not given or the behaviour is repeated. Will minutes always be taken? A constitution is simply the aims and rules that your group will use. NCVO have partnered with Bates Wells solicitors to bring Get Legal to provide a range of legal documents for charities, social enterprises and voluntary organisations. To help ensure XXXXXX [Name of Site] is a well-maintained and safe public site which can enhance the quality of life for local people by improving their physical and mental health and act as a focus for bringing people together. See our information sheets on Your group’s money,  Role of the Treasurer, Financial Rules and Bank Accounts. View and download the template constitution. The disadvantages are that it may put people off and that it can be fiddly to collect the money. This should be low enough that you will not struggle to meet it, but high enough that big decisions cannot be made by very few people. At least two members should sign and date it to confirm it has been agreed. Committee meetings may be called by the Chair or Secretary. When you form a public group, you will need to create and agree on a constitution. File it somewhere where you’ll be able to find it next time you need to refer to it. The meeting will take place within twenty-one days of the request. It is then clear who you mail about meetings, who can come, and who can vote. Who will be entitled to attend – just the committee or will it be open to all members? Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed. If you are trying to set up a charity, make sure your constitution is acceptable to the Charity Commission by using the model constitution that is available on their website. *All voluntary and community groups have a membership structure. Tell us what you need and we’ll send you the latest straight to your inbox. All Resource Centre information is available for free because we know small community groups have small budgets. Any proposal to amend the constitution must be given to the Secretary in writing. The committee is usually made up of members of the group and elected once a year at the Annual General Meeting. What will you put in your neighbourhood newsletter? General Meetings are open to all members and will be held at least once every 3 months or more often if necessary. Do you want to specify a minimum number of meetings? Discussing your aims and objectives will help you to make sure that everyone in the group agrees on the purpose of the group and what it will be doing. In some organisations people become members automatically when they move into an area, start volunteering or using the services that the group provides. Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted. You could choose to have a combination of both, where you aim to make decisions by consensus but can have a vote if consensus cannot be reached. Houndwood Community Group – Constitution . The decisions you make will help you write your constitution. Read our information on Finding a legal structure to suit your group for more help. Some committees rotate the work between them. Committee members must receive notice of meetings at least 7 days before the meeting. It is not suitable if you are employing workers, buying premises or dealing with large amounts of money. Agree one or two people who will draft your constitution based on your discussion. See our information sheet: AGM checklist for more information on organising an AGM. What is a constitution? Its work has a social or environmental benefit. Constitutions usually cover the following areas. You will also elect your committee (if you have one) and can make changes to the constitution. Click Essential cookies only if you don’t want us to have anonymous data about your location and which pages you visit. Membership is open to anyone who: 1. is aged between 16 and 30 years old; and 2. lives in Brighton and Hove or the surrounding area; and 3. supports the aims of Wild about Brighton Youth Group Membership will begin as soon as the membership form and first annual payment has been received. Does it need to be ‘catchy’ so people easily remember it? For most people, the need to write a constitution will likely arise in the context of a small organization. Aims; The aims of Houndwood Community Group will be: To improve the environment and wellbeing of the Houndwood estate and to foster good community relations among the residents; Membership ; Membership is free and open to anyone who lives on the Houndwood estate, … When you make decisions (such as running a press campaign or organising a fundraising event) you will also need to decide who will be responsible for carrying them out. All money raised by or on behalf of Wild about Brighton Youth Group is only to be used to further the aims of the group, as specified in item 2 of this constitution. More detailed guidance on this is available from … Take the constitution to a meeting for formal acceptance by the group. Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote. You could decide this each year at your AGM, but remember to put this in your constitution. The Committee will present a report of the work of Wild about Brighton Youth Group over the year. Name; The name of the group shall be Houndwood Community Group. This Charity Constitution Document Templates subfolder provides a range of constitution document templates for various types of legal structure for use when forming a new charity. You need to decide who they must give this to, and if they become a member when they hand in the form, or if their membership has to be approved by a meeting of the committee or the group. All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to. The Committee meetings will be open to any member of Wild about Brighton Youth Group wishing to attend, who may speak but not vote. DRAFT LCSA CONSTITUTION 2011 CONFIDENTIAL CONFIDENTIAL TO MC WHILE DRAFT Page 3 Part 1 - Preliminary 1. 1 Name. It is not suitable if you are employing workers, … Some clauses contain blank spaces that you will need to fill in. there will be at least three signatories to the account (so that there are always two available to authorise payments), each transaction will require two signatures, records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting, an annual statement of accounts will be presented to the Annual General Meeting, all money raised by the Association will be spent solely on the objects laid out in the constitution, which meetings can decide to make changes to the constitution, how much notice has to be given to members of the proposed changes, if you will require a vote, and if it will have to be a simple majority or a 2/3 majority, To bring together and foster understanding amongst young people from the diverse communities in Brighton and Hove. The name of the group shall be GENIE COMMUNITY GROUP, established as a community-led project, owned and run by volunteer members of the group for the benefit of the community. An account will be maintained on behalf of the Association at a bank agreed by the committee. The constitution should also set out the ideals and goals your group want to achieve. You may wish to make changes to your constitution at a later date. In legal terms a member is a person or group who agrees to abide by the constitution in return for rights given in the constitution. Alternatively, you could have a membership form that people fill in when they want to join. Your aims, sometimes called objectives or objects, are a statement of your long term goals: what you want to achieve and how you want to achieve it. If, in future, you find your group wants to work in a way that is different to your constitution, you will need to make a change to the constitution. Your constitution should state: How will your meeting be organised, and how will you make decisions? If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote. How many weeks’ notice they must be given. A constitution is simply the aims and rules that your group will use. In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members. A constitution helps serve as a set of rules and principles that everyone in your group agrees is the basis of how they want to governed. For other payments (such as BACS payments, cash withdrawals, debit card payments or cash payments), a requisition note will be signed by two signatories, and held by the treasurer. (c) promote such other charitable purposes as may from time to time be determined. Every community group needs a constitution. An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM. A constitution is the document that has been agreed by the members of the group (i.e. Anything Community Group Constitution 1) NAME The name of the group shall be the Anything Community Group, hereafter referred to as the Group. The name of the group shall be Wild about Brighton Youth Group. The quorum for a General Meeting shall be 10% of the membership or 5 members, whichever is the greater number. Some groups have a committee which is elected once a year and is responsible for running the day to day affairs of the group. When they have not paid any membership for a set period of time? For cheque payments, the signatories will sign the cheque. There will be a… All members will be given two weeks notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post. Outsiders, especially potential funders, will want to see that your group is democratic and accountable. The Secretary will call a Special General Meeting at the request of the majority of the committee or at least eight other members giving a written request to the Chair or Secretary stating the reason for their request. It is important because: This information sheet will help you to draw up a constitution for an unincorporated association  such as a Residents’ Association or other volunteer run community group. In the event of winding up, any assets remaining after all debts have been paid shall be given to another Group with similar aims. The constitution should set out clearly the main objects of your organisation. How much will it be? The template consitution was written as a template for ‘Friends of Parks’ groups, but you can amend it as you wish to fit your own need. Do you want a name that reflects the area you are based in, what you are doing, or both? They may be members of the group but can come from outside, and are generally co-opted because they have particular skills or knowledge (such as fundraising or accountancy). 1 . Depending on your legal form a governing document might be called various things including a constitution, rules, deed and memorandum and articles of association. The committee may also invite other people to serve on the committee (known as co-opting). When they stop volunteering or attending activities? The constitution should define who is eligible for membership, categories of Incorporated not-for-profits have rules or a constitution. A list of all members will be kept by the membership secretary. To find out more, see  our Privacy notice for website users. A community group which forms to address issues or meet needs arising within the local community will usually draw up a written agreement, a constitution, between the organisation and its members. Wild about Brighton Youth Group will not discriminate on the grounds of sex, race (including colour, ethnic or national origin), sexual orientation, disability, gender reassignment, religious or political belief, pregnancy or maternity, marital status or age. You will still need to have members that take responsibility for long term tasks such as managing the money. It is useful to decide in advance of each meeting who will be the Chair or Facilitator and who will take minutes. For more information about different legal structures, see our page on Legal structures for community groups and not-for-profit organisations. Definitions (1) In this constitution: community means a group of interacting people living in a common location (community of location) or sharing common ethnicity, values or experiences (community of culture or It is up to you to decide how many committee members you will have and what officers you want. 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