Our Proposed Constitution

This page sets out the proposed constitution for Friends of Skyeline Pocket Park, which will be discussed at our inaugural meeting (19th February at the Park Library on Duke Street) and put forward for approval by those attending. The constitution explains the purpose of the group, how it will be run, and how decisions will be made, helping to ensure the project is transparent, inclusive and community-led.

The document is shared in advance so that everyone has the opportunity to read it, reflect on it, and come to the meeting with any questions or suggestions. 

Amendments can be proposed and discussed at the meeting before a vote is taken. Our aim is to agree a clear and workable foundation that will support the group as it develops and begins seeking funding and partnerships.

Name
The name of the group is ‘Friends of Skyeline Pocket Park’ called ‘the group’ in these rules.

Aims of the group
To campaign for the creation and maintenance of a pocket park at the top of South Street and the Steel Steps in Sheffield.

Powers
To further these aims, the group may exercise the following powers:

• To raise funds and receive contributions, donations and otherwise, provided that the group shall not undertake any permanent trading activity;

• To bring together representatives of voluntary and statutory organisations, government departments and individuals;

• To produce leaflets/posters to publicise group activities;

• To hold meetings;

• To pay the necessary expenses involved in running the group;

• To undertake any other lawful activity to further the group’s aims.

Membership
Membership of the group shall be open to all persons in sympathy with the group’s aims and willing to abide by the group’s constitution.

Each member will have one vote and will be eligible to stand for election onto the committee. The group will be non-party-political, non-sectarian and will be committed to non-discriminatory practices and equal opportunities.

Management committee
The group shall elect a committee of five members who will direct the policy and management of the group.  They shall be elected to serve for one year after which time they may stand for re-election.

The chair will have a casting vote in the event of a tie. The committee will have the power to co-opt members if it wishes to use this power. The committee will meet a minimum of six times a year.  The quorum level will be set at five members

The management committee will be formed of five members: Chair, Secretary, Treasurer, Funding Officer, and Publicity and Communications Officer.

Meetings
General meetings will be held as often as necessary and at twice a year.

An annual general meeting (AGM) of the group shall be held every year in the month of May.  All members shall be notified no less than fourteen days before the meeting. An agenda will be circulated.  Business of the AGM will include electing the committee; reporting on the activities during the year, amendments to the constitution and approval of the group’s accounts.

An extraordinary general meeting (EGM) can be held at the chair’s discretion or by a written request to the chair of no less than 25% of the members. The meeting shall be called within twenty-one days of such a request and appropriate measures taken to inform all members.  An extraordinary general meeting should only consider the business specified in the request.

Finances

• Any money raised shall be used to further the aims of the group and for no other purpose;

• A bank account will be opened in the name of the group;

• The account will require two signatures on any cheque or other bank document (except paying in slips).  There will be four signatories available to the treasurer for signing cheques.

• A simple written note of the group’s financial position, will be produced and available at committee meetings;

• A statement of accounts verified by a competent person who is independent of the group shall be tabled at the AGM;

• No member shall derive any financial benefit from the group, except for payment of ‘reasonable expenses’;

• No money will be paid out in the name of the group without a receipt being presented.

Meeting quorum
In order for any votes to be carried 50% of the membership must be present at the meeting. This includes the AGM but not constitutional amendments which require a different threshold.

Amendments to the constitution
If amendment(s) to the constitution are necessary, members will be informed in writing and given the opportunity to consider and vote on the amendments.  The amendment(s) will be made if there is a two-thirds majority vote of members.

Dissolution
If the committee, by a simple majority, deem it advisable to dissolve the group, it shall call a meeting of all the members of the group, giving not less than 14 days notice.  If such a decision is confirmed by a majority of those present, then all the assets of the group shall be transferred to another local voluntary group or community group with similar aims.

Adopted on the day of Month Year

Signed .................................................................................................. (chair)

Signed .................................................................................................. (treasurer)

Signed .................................................................................................. (secretary)