FoCP Constitution

This is the Constitution, accepted at the inaugural meeting of FOCP held in the Charles Gray Room, Colchester on 15th November 2005, amended at an EGM held on 17th May 2006 and further amended at an EGM held on 19th May 2015

1 NAME

The Society shall be known as the FRIENDS OF CASTLE PARK.

2 AIMS

The aims of the society are to promote the use of Castle Park and to protect the interests of the park and its members.

3 MEMBERSHIP

a) Membership shall be open, subject to the discretion of the Committee, to any persons interested in the aims of the Society.

b) Family members will pay a reduced subscription. Honorary members will not pay.

i) Family Members are defined as being part of a members family resident in the same household.

ii) Honorary Life Membership may be granted to any person, who in the opinion of the Committee has rendered outstanding service to the Society. Such membership shall carry the rights of full membership but shall be free from subscriptions.

d) All members to have equal voting rights.

4. SUBSCRIPTIONS

a) The annual subscription for each class of membership shall be an amount agreed at the preceding AGM .

b) The subscription year shall run from 1st April to 31st March .The Committee may deem membership to continue until 31st May, where-upon if the subscription remains unpaid membership will lapse.

5. FINANCE

a) The financial year shall run from 1st April to 31st March.

b) All money received by the Society shall be deposited in a recognised clearing Bank or Building Society.

c) All withdrawals to be countersigned by two of three nominated committee members.

d) A sum of money, reviewed annually by the Committee, be allowed to be spent by the Chairman or Secretary, without prior approval of the Committee.

6. MEMBERSHIP OF THE SOCIETY’S COMMITTEE.

a) The society’s affairs shall be administered by a Committee elected at the A.G.M. consisting of :- a Chairman, a Secretary, a Treasurer, Events Co-ordinator and up to five ordinary Committee members. A member may not hold one specific post for longer than four consecutive years but may be re-elected after a period of one year. The duties of these officers are defined as follows:-

CHAIRMAN

To chair all meetings and ensure that the Society operates within the Constitution. The Chairman will have the casting vote in ballots.

SECRETARY:

To take minutes of meetings and be responsible for their safekeeping and to handle the Society’s correspondence. To keep the membership informed of forthcoming Society meetings and events, and to maintain an accurate list of members.

TREASURER

To record all financial transactions relating to the Society, provide an audited set of accounts at the A. G. M.

EVENTS CO-

ORDINATOR

To plan and organise the regular Society’s activities except as in (c) below. To keep the Secretary informed about the planned programme of meetings. To act as Chairman in the absence of the Chairman.

ORDINARY

COMMITTEE

MEMBERS:

To assist the officers in the running of the Society by participating at committee meetings and carrying out delegated tasks.

b) During the year the Committee may co-opt up to three members.

c) Sub Committees may be formed by resolution of the Committee to run specific Club functions

7. GENERAL STANDING ORDERS

a) A quorum for general meetings will be 20% of the membership.

b) All motions must be seconded.

c) A member who is unable to attend a general meeting will be allowed a proxy vote. This intention must be conveyed in writing to the secretary prior to the start of the meeting.

8. COMMITTEE STANDING ORDERS

a) The quorum for the Committee shall be four.

b) Committee meetings are called by the Chairman, or, exceptionally by any three members of the Committee.

c) The Chairman will have a casting vote.

9. ANNUAL GENERAL MEETING (AGM)

The AGM shall normally be held in May. At least 28 days notice shall be given, in writing, to all Members. In the event that the AGM cannot be held in May it shall be held as soon as possible after and the Committee shall have the power to extend membership rights accordingly.

The business of the meeting must include the presentation of the minutes of the previous AGM, reports from the Officers of the Society and the election of the new Committee and Auditor.

A member will become eligible for election if he/she has been nominated by two members prior to the closing date for nominations, which will be notified. A nomination will only be valid if confirmed by the nominee. In the event of there being no prior nominations for a particular post, the Chairman may accept nominations during the meeting.

10. EXTRAORDINARY GENERAL MEETING (EGM)

An Extraordinary General Meeting may be called by the Committee or by not less than 5 members of the Society. The Committee shall fix a date which is no later than three months from the date of receiving a valid request. All members are to be informed in writing within 28 days of any such request and must at the same time be provided with a copy of the motion(s) to be proposed. No other business may be transacted in the EGM.

11. AMENDMENTS TO THE CONSTITUTION

The Constitution may be amended only at an EGM called for that purpose and the motion(s) there presented will require a 2/3rds majority of those present to be carried.

12. WINDING UP THE SOCIETY

a) The decision to wind up the Society may be taken only at an EGM or AGM. In the absence of a quorum at such a meeting, a motion signed by 10 members or 10% of the membership, whichever is the smaller, shall constitute the same decision.

b) The assets of the Society shall be disposed of as directed by members at the final EGM or AGM, or as directed by members in a motion presented under the terms of paragraph 12(a), after payment of all outstanding debts.