Constitution

Equal Opportunity

The Queen’s Hills Community Group wants to involve everyone in the Queen’s Hills area and will try to overcome any obstacles to people giving their views, attending or getting involved in meetings and events.  The Group will try to ensure everyone can feel welcome and safe at events they organise.  The Group will challenge any remarks or behaviour that causes offence.

The Committee

The Committee will be elected from volunteers yearly at the AGM and will consist of at least a:

• Chairperson
• Deputy Chairperson
• Treasurer
• Secretary
• Web Master
• and will have a maximum of twelve members

If vacancies occur on the Committee between AGMs, the Committee shall have the power to fill those vacancies except where three or more vacancies occur at the same time, in which case a Special General Meeting, advertised for that purpose, must be called.  The Chair will have the right to a casting  vote where a committee decision has resulted in a tie.
The Committee will have power to co-opt members with skills and knowledge useful to the Group who can advise and support the Group.  Co-opted members of the Committee can take part but will have no voting rights at Committee meetings and should not hold Committee posts.
A minimum of six Committee members, to include the Chair or Vice Chair, are needed at any meeting to approve motions etc.  All meetings are to be recorded and the Minutes of these meetings will be shared with Queen’s Hills members.  These Minutes will be made available via the group’s website.

General Meetings

General Committee meetings (open to all members) shall be held as deemed necessary throughout the year.  A motion shall be carried by a majority vote of those members present at the meeting.  A minimum of 6 committee members, to include the Chair or Vice Chair, are required for these motions to be accepted.

Annual General Meeting

The Annual General Meeting will be held at a time and place as determined by members.  AGMs shall not be less than nine months or more than fifteen months apart.  Twenty-one clear days notice in writing must be given to all members of such a meeting.
The AGM shall transact the following business:

• Read the Minutes of the previous AGM
• Consideration of the year’s actions by QHCG
• Annual Statement of Account
• Election of Committee members
• Any other relevant business.

If there is nobody willing to stand as elected members of the Committee for the next year, the Committee will decide whether to start procedures to close the Group down.  Alternatively, the Committee can continue in office and try to redevelop the Group for up to six months.  It is the responsibility of the Committee to recruit a new Committee or formally dissolve the Group within that period (see paragraph 13 - Dissolution).

Special General Meeting

The Committee of the Group may, at any time, call a Special General Meeting of the Group, giving at least seven days written notice to all members, to consider any matter that the Committee may decide should be referred to all members.
A Special General Meeting of the Group can also be called by six or more members who request this in writing to the Secretary, stating their reason for wanting one.  This could be in the form of a letter signed by six people from different addresses.  The Secretary will ensure that the meeting is held within twenty-eight days and that all households are given prior notice.

Running the Meetings

This Group will be democratic and open.  The Committee will hold at least six meetings or events and will publicise general meetings and public events to all households on the estate in order to involve all members and hear their views.
These meetings or public events will be publicised on the Queen’s Hills Community  notice board, Parish notice board, web site, developers sales offices, and with permission at bus stops and in Sainsbury’s store,  Longwater Retail Park. 
At least six members of the Committee, to include the Chair or Vice Chair, have to be present to make a decision on behalf of the Group.  All members of the Committee should be consulted on the dates and venues of meetings.  The Committee will try to work by general agreement, but where this is not possible, decisions will be taken by majority vote.
Minutes will be kept of meetings.  The Minutes will be presented to the next meeting to be approved.  The Minutes will be made available to all members of the group via the web site, and to any member of the group on request.
All members will be expected to treat each other with respect and act in a reasonable manner at Group events.  The Chairperson may ask members to leave if their behaviour is disruptive or offensive.

Finance

The Committee can raise money on behalf of the Group as they see fit, as long as they spend it in line with the aims and objectives of the group.
The Treasurer shall keep proper account of the finances of the Group and shall open a bank account in the name of the Group.  The Committee will nominate at least four people who can sign cheques, with each cheque to be signed by two people.  These people must not live in the same household or be close family members. 
The accounts will be audited or independently checked at least once a year and the accounts presented to the Annual General Meeting.
The Committee are responsible for the proper use of money raised through grants according to the guidelines issued by the funding body.
The Treasurer should keep receipts for all money paid out in expenses to Committee members for duties carried out on behalf of the group.

Committee Officers' Roles

The Chairperson will:-

• Ensure the smooth running of meetings in a fair and efficient manner.

The Vice Chairperson will:-

• Deputise for the Chairperson if he/she is absent.

The Secretary will:-

• Keep accurate notes of meetings, issue agendas, and produce correspondence on behalf of the Committee.
• Report to the Committee on any correspondence received and make available to the public all
• agendas and notes of meetings.
• Distribute Minutes of the last meeting to Committee members at least seven days before the next meeting.

The Treasurer will:-

• Bank and account for any funds for which the Committee is responsible.
• Pay any approved expenditure and report to the Committee quarterly on its financial position.

Alterations to the Constitution

This Constitution may only be amended at an Annual General Meeting or at a Special General Meeting.  Any proposal to alter the Constitution should be sent to the Secretary at least fourteen days before the meeting.  Notice of the proposal to alter the Constitution should be included in the publicity for the meeting.

Dissolution

The Group may only be dissolved at a public meeting called for that purpose and publicised to all members.  All members have to be informed that a decision about the future of the Group will be on the agenda.
A proposal to dissolve the Group will only be carried if agreed by two thirds of the members present, or if the Group is unable to form a Committee.  All outstanding bills will be paid and the balance of any grants from funding bodies will be returned.  Any assets remaining after the satisfaction of proper debts and liabilities will be applied towards the charitable benefit of the residents of the area as the Committee may decide, subject to the approval of the meeting to dissolve the Group.

The Constitution was adopted as the Constitution of the Queen’s Hills Community Group at a Committee meeting of its members held on