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Friends of Sudbury Pond - Constitution

The aims and objectives of the above organisation are:


bulletTo promote Sudbury Pond as an area of natural beauty and to enable people of all ages and abilities to access and enjoy the area
bulletTo manage the area as a natural open space and nature resource
bulletTo encourage, develop and promote educational and recreational activities and programmes.
bulletTo actively promote a safe environment and to encourage the responsible use of amenities by all.       
bulletTo create a management system which will sustain and develop the above aims and objectives into the future.
bulletTo involve local people in maintaining and developing Sudbury Pond as a resource for the local community and surrounding area.

 1. Achievement of objectives

 a) By working with :-

i. Middlesbrough Borough Council who own the land

ii Other conservation bodies

iii Statutory and Voluntary organisations

iv Local Communities and Schools

 b) By actively promoting Sudbury Pond in the local press, radio, newsletters,advertising etc.

 - by applying for grants to fund the aims and objectives identified.

 - by organising and running events at Sudbury Pond and/or other locations.

 - by involving local people in maintaining and developing Sudbury Pond as a resource for   the local community and surrounding area.

 2. The Committee

 a) The officers will be: Chairperson,

Secretary, Treasurer, Membership Secretary, Deputy Chair,

b) The Chair will conduct meetings and have the deciding vote in a

deadlock situation.

c) The Secretary will record the minutes of all Sudbury Pond meetings.

He/She will be responsible for all correspondence

appertaining to the business of the group. He/she will be the first point of contact for the group.

d). The Treasurer will keep accurate accounts of the finances of the

organisation's funds, although the Committee as a whole are ultimately responsible for the management and decision making regarding all monies held in the account.

e) The previously named officers may be cheque signatories. Any two signatures will be required per cheque. Signatories shall not be related or living together.

f) The funds of the organisation may only be used to achieve the aims and objectives of the organisation.

g) The accounts should be available for reasonable inspection by members and these accounts will be audited annually prior to the AGM. The Committee is empowered to apply for funding to meet the groups' objectives.

h) The Membership Secretary will be responsible for managing the membership list and for recruitment.

i)  lf a member of the committee resigns the committee may appoint someone in their place until the time of the next Annual General Meeting.

j) Additional members may be co-opted to the committee as necessary. Co-opted members will not have a vote.

 3. Election of Officers

 i)  All Officers shall be elected at the Annual General Meeting, from, and by, the members of the Organisation.

ii) All Officers are elected for a period of one year, but may be re-elected to the same office or another office the following year.

iii) Nomination of candidates for election of Officers should be made in writing to the Secretary at least 14 days in advance of the AGM meeting date. Nominations

can only be made by members and must be seconded by another member.

iv) Any officer may represent the organisation at any public activity /meeting provided they have approval from the Chairperson to do so.

 4. Meetings.

 General Committee Meetings

 i) A quorum for a General Committee Meetings shall be 2 members. (This

definition of a quorum will apply to all meetings listed below)

ii) The meeting will be taken by the Chair, or, in their absence, by a

deputy appointed by the organisation, or by any Officer

attending the meeting, by agreement of the meeting.

iii) Decisions made will by a simple majority of votes from those

members attending the meeting. In the event of equal votes, the

Chair shall be entitled to an additional casting vote.

iv) Each member will be entitled to one vote at General committee


v) There shall be a minimum of 4 general Committee Meetings per


 Annual General Meeting

 i. The Annual General Meeting shall be held in November of each year.

ii. 21 days written notice shall be given to every member and by posting the notice on the Organisation's notice boards.

iii. Members must advise the Secretary in writing of any business to be moved at the AGM

at least 14 days before the meeting.

iv. The Secretary will circulate the agenda for the meeting to members not less the 7 days before the meeting.

v. The business of the AGM shall be to:

bulletConfirm the minutes of the previous AGM and any General meetings held since the last AGM.
bulletReceive audited accounts from the Treasurer.
bulletElect the officers of the organisation for the following year
bullet. Transact such other business received in writing by the Secretary from members l4 days prior to the meeting and included on the agenda.
bulletThe Chair will present a report outlining the activities of the organisation in the previous year and how the funding of the organisation received has been used to carry out its purposes and aims.

Special General Meeting

 i) A special General Meeting of the organisation may be called when a significant number of people, as judged by the Committee, believe there should be a meeting.

ii). Sub-committees may be formed as required. They shall not have voting rights in themselves, but ideas must be presented to a General Meeting for a vote of action.

 5. Alterations to the Constitution

 Any proposed alterations to the organisation's constitution may only be considered at an Annual or Special General Meeting convened with the written notice of the proposal. Any alteration or amendment must be proposed by a member of the organisation

and seconded by another member.

Such alterations shall be passed if supported by not less than two thirds of the members present at the meeting assuming that a quorum has been achieved.

 6. Membership

 a. Membership of the organisation shall be open to any person, regardless of race, age, gender, sexual orientation or ability who completes a membership form, however voting rights shall only be to members over the age of 18.

b. The committee may refuse an application for membership if, acting reasonably and properly, they consider it to be in the best interests of the organisation to refuse the application. However the committee must:

i. Inform the applicant in writing within 21 days of the decision

ii. The committee must consider any written representations the applicant may make about the decision. The Committee's decision following any written representation must be notified to the applicant in writing, but shall be final.

c. Members may be co-opted, as necessary, but will not have voting rights.

8. Payments or benefits

a. No member shall receive payments or benefits from the work of the organisation, allowance being made however, for out of pocket expenses.

 7. Dissolution

 a. lf the Committee decides that the organisation should be dissolved it should call a meeting of all members giving 21 days notice.

b. The proposal to dissolve the organisation will be confirmed if two thirds majority of all members present and voting agree to this.

c. In the event of the group being disbanded any funds accumulated will, if identifiable, be returned to the funding source. Otherwise they will be directed to a similar non-profit making community group. The remaining members of the group will make the decision on the distribution of the funds by a simple majority vote.


Date of this constitution

04 October 2013

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