Friends of Warneford Meadow: Constitution, amended June 2009
For the first few months FOWM was informally run by a Steering Group made up of local residents. The following formal constitution was adopted at a public meeting on March 1st 2007 and amended at the Annual General Meeting held on 2nd June 2009.
1. The name of the organisation shall be "FRIENDS of WARNEFORD MEADOW" referred to hereinafter as "FOWM".
1. To campaign to prevent building or any other development on the 18.5 acre area of naturalised grassland in East Oxford known as Warneford Meadow, including the land abutting Boundary Brook and the Orchard bordering Warneford Playing Field, as shown on Appendix A , together referred to subsequently as “the Meadow”.
2. To campaign for the future maintenance and enhancement of the Meadow as a wild meadow and assist with the maintenance in agreement with the owners.
3. To encourage the protection and maintenance of the Orchard as a distinct cultivated area and assist with the maintenance in agreement with the owners.
4. To raise funds in direct support of the above objects.
5. To affiliate at its discretion to organisations whose objects are sympathetic to those of FOWM.
6. To promote and provide green care activities such as health walks and green gym on the Meadow and in the Orchard.
7. To develop environmental education in relation to the Meadow and Orchard by giving talks, guided walks and encouraging community involvement in projects such as reptile and moth surveys.
1. Individual membership is determined by signing a declaration of support for the objects of FOWM and by paying a subscription as determined by the Annual General Meeting. In addition to those who have paid a membership fee of £3, anyone who has donated to Friends of Warneford Meadow within the membership year should also be deemed to be members of FoWM.
2. Groups or organisations may affiliate to FOWM with the approval of the Steering Group, on payment of such annual fee as the Steering Group may determine.
3. The Steering Group may refuse admission to membership.
4. The Steering Group may for good and sufficient reason terminate the membership of any individual or organization, provided that the object of termination shall have the right to appeal to the Steering Group before a final decision is made.
5. The Steering Group may determine that a member with whom there has been no contact for one year has ceased to be a member.
1. The Steering Group shall propose the annual subscription rate(s) at each Annual General Meeting. The rate(s) shall be agreed by the Meeting.
2. The rate of subscription may be set at zero.
3. Members who join during the year shall pay the full annual subscription.
4. Additional revenue and funds to fulfil the organisation’s objects will be raised by voluntary donations.
5. STEERING GROUP
1. The Steering Group shall be responsible for managing the organisation, and for determining its policies (consistently with its Objects) between Annual General Meetings.
2. The Steering Group shall consist of up to nine members but not less than seven members, of whom four hold office.
3. Members of the Steering Group shall be elected from the membership by the members at the Annual General Meeting.
4. The honorary posts of Campaign Coordinator, Secretary and Deputy Coordinator, Meetings Secretary and Treasurer shall be filled by the Steering Group from among its members.
5. The Steering Group may co-opt up to three additional members.
6. Steering Group Members shall be eligible for re-election but shall not hold office for more than five consecutive years. A Steering Group member who has stood down after five years shall not be eligible for election or co-option until twelve months have elapsed.
7. The quorum for a Steering Group meeting shall be four; or if the number of members exceeds ten, the quorum will be five.
8. In all other respects the Steering Group may determine its own procedures.
1. The Meetings Secretary shall hold an open membership register.
2. Any requirement for notification to members shall be satisfied by sending an email to their last recorded email address, or, if no email address is held, by writing to their last recorded postal address.
7. ANNUAL GENERAL MEETING
1. The Annual General meeting will be held in Oxford in May in each year.
2. The Meetings Secretary shall give members not less than twenty-one days notice of the date, time and place of such meeting and shall send with it a copy of the Annual Report and Statement of Account for the last financial year.
3. Notice of any other business to be discussed shall be sent to members not less than seven days beforehand.
4. Fifteen members shall constitute a quorum.
8. EXTRAORDINARY GENERAL MEETINGS
1. An Extraordinary General Meeting shall be called if a minimum of fifteen members so request in writing to the Meetings Secretary.
1. If deemed necessary and in case of a diversity of views, the determination of a proposal shall be by a show of hands.
2. Affiliated organizations may exercise a single vote as such, without prejudice to individual votes exercised by members of those organizations as members of FOWM.
3. The person presiding at the Annual General Meeting and Steering Group meetings shall be entitled to vote and in addition may exercise a casting vote in the case of equality of votes.
1. If fifteen members so request in writing, any decision of an Annual or Extraordinary General Meeting shall be put to a ballot of the full membership.
2. The Steering Group shall make arrangements for a ballot within four weeks of such a request being received, allowing two weeks for return of ballot papers. A majority of those voting shall determine the outcome of a ballot, except for a proposed alteration to the Constitution when a two-thirds majority shall be required.
1. The Steering Group, and the Treasurer on its behalf, shall be empowered to administer such funds as shall be placed at its disposal for the furtherance of the objects of FOWM.
2. An Honorary Auditor shall be appointed at the Annual General Meeting.
3. The financial year shall be from the first day of March in any year to the last day of February the following year.
12. ALTERATIONS TO THE CONSTITUTION
1. This Constitution may be amended only by a two-thirds majority of those voting at an Annual or Extraordinary General Meeting, or following a ballot as provided for by paragraph 10.
2. The Meetings Secretary must receive a resolution for the alteration of the Constitution at least twenty-eight days before the meeting at which the resolution is to be considered.
3. At least twenty-one days notice of such a Meeting must be given by the Secretary to the membership and must include notice of the alteration proposed.
1. FOWM may be dissolved by a resolution passed by two-thirds majority of those voting at an Extraordinary General Meeting convened for the purpose of which twenty-one days notice shall have been given to Members.
2. Such resolution may give instructions for the disposal of any assets held by FOWM provided that if any property remains after the satisfaction of all debts and liabilities such property shall not be paid to or distributed among the members but shall be given or transferred to other organizations having objects similar to some or all of the objects of FOWM as the Meeting or the Steering Group may determine.
This Constitution of the Friends of Warneford Meadow is adopted by those present at a Meeting in Cheney Community Hall, Headington on Thursday 1st March 2007. The amended version is adopted by those present at a the 2009 Annual General Meeting in Cheney Community Hall, Headington on Tuesday 2nd June 2009.