Raising awareness of the climate emergency and respect for the planet
Constitution
Sustainable Woodstock Constitution 18/1/2025
1. Name of the Organisation: Sustainable Woodstock
2. Aims & Objectives
Sustainable Woodstock is an unincorporated organisation. We are a community group managed and supported by local volunteers and our aim is to encourage local individuals, businesses, organisations and elected representatives to be aware of and understand the climate and nature emergency and to take appropriate action. We promote local sustainable practices by encouraging engagement and support of activities, projects, campaigns, lobbying and the sharing of knowledge and ideas, and by networking with other local climate and nature recovery groups. Sustainable Woodstock consists of its “members”, “supporters”,
“Steering Group” and “Working Groups”.
3. Members and Supporters
“Members” are volunteers from Woodstock or its environs who have signed up to the Aims and objectives of Sustainable Woodstock. There is no subscription fee. They are entitled to vote at Annual General Meetings (AGM) and Special General Meetings (SGM).
“Supporters” may be individuals, businesses or organisations and they do not have to reside in or near Woodstock. There is no subscription fee but they are expected to support the Aims and Objectives of Sustainable Woodstock and subscribe to the e-Newsletter. Supporters are not entitled to vote at meetings unless they sign up to the Aims and Objectives.
4. Officers, Steering Group and Working Groups
Officers are the chair, vice-chair, treasurer and communications secretary of Sustainable Woodstock. Officers will be elected at an AGM for one year, with no limit on the number of times that they can be re-elected. Officers will not be paid. Sustainable Woodstock is a member of CAG (Community Action Group Oxfordshire Network) to which officers are responsible for submitting annual accounts and community impact data. Officers may be removed by a decision taken by a SGM or AGM. 21days notice of a proposal to remove an officer must be given in advance of the meeting together with the reasons for the proposed removal, and the officer shall be given the right of reply. Officers may resign from their role at any time and the vacancy will be filled at a SGM or AGM. Officers’ powers and responsibilities may be defined by members at an AGM.
The Steering and Working Groups work together on tasks, share information and expertise, and pool resources towards achieving the aims of Sustainable Woodstock.
The Steering Group consists of approximately nine members that include the four officers (chair, vice-chair, treasurer and communications secretary) plus a nominated representative from each of the working groups.
Working Groups comprise members whose role is to focus on specific areas of activity of Sustainable Woodstock. The establishment and operation of the working groups will depend on the priorities of Sustainable Woodstock and will vary with time. Working groups should nominate a lead to direct the group and attend steering meetings. If the lead is unable to attend a steering meeting, a substitute member of the working group may attend. Members of a working group may co-opt new members to the group. There are no limits to the number of members in a working group or the number of working groups you can join.
5. Termination of Membership
Members or supporters whose actions jeopardise the activities or reputation of Sustainable Woodstock may be asked to resign from the organisation. The steering group may, subject to a recorded majority vote, terminate the membership of any such member or supporter. The member or supporter has a right to appeal by calling for a SGM.
6. Record Keeping
Sustainable Woodstock may keep a record of the Members and Supporters in accordance with its Data, Systems and Privacy Policies. (Reference: Sustainable Woodstock – Data Protection Policy Version 1.0; Privacy policy Version 1.0; Register of Systems Version 1.0)
7. Public Liability Insurance and Risk Management
Events are risk managed by event organisers by completing risk assessments and arranging public liability insurance cover. Risk assessments are forwarded 2 weeks before an event, either to the Town Clerk at Woodstock Town Hall (for community woodland/ orchard events) or to Friends of the Earth for other climate action events (current contact information will be available from the communications officer). Advise on insurance may also be available from CAG Oxfordshire network.
8. Steering Group Meetings
The Steering Group shall meet at least 3 times annually. Meetings will decide objectives, priorities, direct activities, delegate actions, monitor, discuss and report on progress.
Decisions will normally be taken by consensus but, if considered necessary by the meeting, by majority vote. A member will be nominated by the chair to keep a full record of proceedings at every meeting. Four members of the steering group will form a quorum.
9. Annual General Meeting (AGM)
An AGM will be held once a year after the accounts of the previous financial year are available. The group’s financial year runs from 1st January until 31st December. The AGM will review the accounts of the group, report on the activities of the previous year and elect officers.
All members, supporters and the public are invited to the AGM. Written notice of the AGM will be given at least 21 days before the date of the meeting to all members and supporters through the e-Newsletter and by a public notice on the town’s public noticeboards. Six members will form a quorum. The chair will direct the meeting (or in their absence a member will be nominated by those members present). Nomination of officers for election shall be made by members and elections shall be by a show of hands.
A member may table a motion by presenting the motion to an officer of Sustainable Woodstock at least 7 days before the meeting. Supporters are entitled to vote at an AGM but the supporter must first sign at the meeting that they agree to the aims and objectives of Sustainable Woodstock.
The AGM shall include consideration of this Constitution, the Privacy Policy and any other formal documentation that forms part of the guiding principles of Sustainable Woodstock.
10. Special General Meeting (SGM)
A SGM can be called at any time. Subject to the agreement of at least one officer, a member may request that the chair call a SGM. The member must give at least 14 days notice to the chair in writing stating the business to be considered. The chair shall then convene the SGM giving at least a further 14days notice (unless there is good reason for the meeting to be held sooner).
11. Changing the Constitution
Changes to the constitution can be authorised at a SGM or AGM meeting. A proposal for changing the constitution shall be circulated at least 28 days before the meeting and shall provide details of the proposed changes. The proposed changes shall be adopted by a resolution passed by a two thirds majority of the members present. Any changes made to the constitution must not lead to designated funds contributed for one purpose being diverted to some different purpose.
The Chair shall inform the Community Action Group Oxfordshire Network (CAG Oxon), of any changes to the constitution.
12. Finance
The Treasurer will keep the group’s financial accounts and records, prepare annual accounts and control expenditure. Sustainable Woodstock funds, including all receipts, subscriptions, donations and contributions shall be paid into an account in the name of Sustainable Woodstock and managed by three of its designated officers. All payments must be authorised by at least two of the officers and the signatories must not be related. All expenditure shall be compatible with the aims and objectives of Sustainable Woodstock. On occasion the steering group may agree to pay out of pocket expenses for a member to attend meetings, etc. with the presentation of receipts.
The treasurer shall prepare an annual statement of account which shall be circulated to all members at least 28 days in advance of the AGM. The accounts may be independently examined. Officers and members of the group may not act as the independent examiner.
The treasurer shall provide accounts for CAG Oxon when called upon.
13. Termination of Group
In the event of Sustainable Woodstock ceasing to function, the organisations assets shall be distributed to another charitable or not-for-profit organisation within the Woodstock area. No member or officer shall benefit from such a distribution of assets.
Constitution
Sustainable Woodstock Constitution 18/1/2025
1. Name of the Organisation: Sustainable Woodstock
2. Aims & Objectives
Sustainable Woodstock is an unincorporated organisation. We are a community group managed and supported by local volunteers and our aim is to encourage local individuals, businesses, organisations and elected representatives to be aware of and understand the climate and nature emergency and to take appropriate action. We promote local sustainable practices by encouraging engagement and support of activities, projects, campaigns, lobbying and the sharing of knowledge and ideas, and by networking with other local climate and nature recovery groups. Sustainable Woodstock consists of its “members”, “supporters”,
“Steering Group” and “Working Groups”.
3. Members and Supporters
“Members” are volunteers from Woodstock or its environs who have signed up to the Aims and objectives of Sustainable Woodstock. There is no subscription fee. They are entitled to vote at Annual General Meetings (AGM) and Special General Meetings (SGM).
“Supporters” may be individuals, businesses or organisations and they do not have to reside in or near Woodstock. There is no subscription fee but they are expected to support the Aims and Objectives of Sustainable Woodstock and subscribe to the e-Newsletter. Supporters are not entitled to vote at meetings unless they sign up to the Aims and Objectives.
4. Officers, Steering Group and Working Groups
Officers are the chair, vice-chair, treasurer and communications secretary of Sustainable Woodstock. Officers will be elected at an AGM for one year, with no limit on the number of times that they can be re-elected. Officers will not be paid. Sustainable Woodstock is a member of CAG (Community Action Group Oxfordshire Network) to which officers are responsible for submitting annual accounts and community impact data. Officers may be removed by a decision taken by a SGM or AGM. 21days notice of a proposal to remove an officer must be given in advance of the meeting together with the reasons for the proposed removal, and the officer shall be given the right of reply. Officers may resign from their role at any time and the vacancy will be filled at a SGM or AGM. Officers’ powers and responsibilities may be defined by members at an AGM.
The Steering and Working Groups work together on tasks, share information and expertise, and pool resources towards achieving the aims of Sustainable Woodstock.
The Steering Group consists of approximately nine members that include the four officers (chair, vice-chair, treasurer and communications secretary) plus a nominated representative from each of the working groups.
Working Groups comprise members whose role is to focus on specific areas of activity of Sustainable Woodstock. The establishment and operation of the working groups will depend on the priorities of Sustainable Woodstock and will vary with time. Working groups should nominate a lead to direct the group and attend steering meetings. If the lead is unable to attend a steering meeting, a substitute member of the working group may attend. Members of a working group may co-opt new members to the group. There are no limits to the number of members in a working group or the number of working groups you can join.
5. Termination of Membership
Members or supporters whose actions jeopardise the activities or reputation of Sustainable Woodstock may be asked to resign from the organisation. The steering group may, subject to a recorded majority vote, terminate the membership of any such member or supporter. The member or supporter has a right to appeal by calling for a SGM.
6. Record Keeping
Sustainable Woodstock may keep a record of the Members and Supporters in accordance with its Data, Systems and Privacy Policies. (Reference: Sustainable Woodstock – Data Protection Policy Version 1.0; Privacy policy Version 1.0; Register of Systems Version 1.0)
7. Public Liability Insurance and Risk Management
Events are risk managed by event organisers by completing risk assessments and arranging public liability insurance cover. Risk assessments are forwarded 2 weeks before an event, either to the Town Clerk at Woodstock Town Hall (for community woodland/ orchard events) or to Friends of the Earth for other climate action events (current contact information will be available from the communications officer). Advise on insurance may also be available from CAG Oxfordshire network.
8. Steering Group Meetings
The Steering Group shall meet at least 3 times annually. Meetings will decide objectives, priorities, direct activities, delegate actions, monitor, discuss and report on progress.
Decisions will normally be taken by consensus but, if considered necessary by the meeting, by majority vote. A member will be nominated by the chair to keep a full record of proceedings at every meeting. Four members of the steering group will form a quorum.
9. Annual General Meeting (AGM)
An AGM will be held once a year after the accounts of the previous financial year are available. The group’s financial year runs from 1st January until 31st December. The AGM will review the accounts of the group, report on the activities of the previous year and elect officers.
All members, supporters and the public are invited to the AGM. Written notice of the AGM will be given at least 21 days before the date of the meeting to all members and supporters through the e-Newsletter and by a public notice on the town’s public noticeboards. Six members will form a quorum. The chair will direct the meeting (or in their absence a member will be nominated by those members present). Nomination of officers for election shall be made by members and elections shall be by a show of hands.
A member may table a motion by presenting the motion to an officer of Sustainable Woodstock at least 7 days before the meeting. Supporters are entitled to vote at an AGM but the supporter must first sign at the meeting that they agree to the aims and objectives of Sustainable Woodstock.
The AGM shall include consideration of this Constitution, the Privacy Policy and any other formal documentation that forms part of the guiding principles of Sustainable Woodstock.
10. Special General Meeting (SGM)
A SGM can be called at any time. Subject to the agreement of at least one officer, a member may request that the chair call a SGM. The member must give at least 14 days notice to the chair in writing stating the business to be considered. The chair shall then convene the SGM giving at least a further 14days notice (unless there is good reason for the meeting to be held sooner).
11. Changing the Constitution
Changes to the constitution can be authorised at a SGM or AGM meeting. A proposal for changing the constitution shall be circulated at least 28 days before the meeting and shall provide details of the proposed changes. The proposed changes shall be adopted by a resolution passed by a two thirds majority of the members present. Any changes made to the constitution must not lead to designated funds contributed for one purpose being diverted to some different purpose.
The Chair shall inform the Community Action Group Oxfordshire Network (CAG Oxon), of any changes to the constitution.
12. Finance
The Treasurer will keep the group’s financial accounts and records, prepare annual accounts and control expenditure. Sustainable Woodstock funds, including all receipts, subscriptions, donations and contributions shall be paid into an account in the name of Sustainable Woodstock and managed by three of its designated officers. All payments must be authorised by at least two of the officers and the signatories must not be related. All expenditure shall be compatible with the aims and objectives of Sustainable Woodstock. On occasion the steering group may agree to pay out of pocket expenses for a member to attend meetings, etc. with the presentation of receipts.
The treasurer shall prepare an annual statement of account which shall be circulated to all members at least 28 days in advance of the AGM. The accounts may be independently examined. Officers and members of the group may not act as the independent examiner.
The treasurer shall provide accounts for CAG Oxon when called upon.
13. Termination of Group
In the event of Sustainable Woodstock ceasing to function, the organisations assets shall be distributed to another charitable or not-for-profit organisation within the Woodstock area. No member or officer shall benefit from such a distribution of assets.
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