Chapelhay Community Playgarden Association

CONSTITUTION

1 Name: The name of the group shall be Chapelhay Community Playgarden Association hereinafter referred to as The Association)

2 Area of Interest: All of the area known as Chapelhay Community Playgarden (the Franchise Street play ground). This land is in the ownership of Weymouth & Portland Housing Association.

3 Aims and objectives: The aims of the Chapelhay Community Playgarden Association are:

A to work together to build a stronger local community

B to work towards making the Playgarden a safe, attractive and welcoming space for everyone

C to offer activities for young people and the wider local community. These will include:

• Regular activities for local young people which may be social, recreational or educational
• Regular gardening sessions open to all
• Monthly workdays
• Occasional larger-scale social events

The group will also:

a) actively seek the views of the local community on how they wish to see the Playgarden and its activities develop

b) encourage local people to become involved in whatever way they feel appropriate for them

c) seek funding to further develop the Playgarden and the activities offered

d) liaise with Weymouth and Portland housing about the playgarden’s use and future development

e) work with other bodies and agencies as appropriate

f) have appropriate policies in place to promote the wellbeing of and to safeguard those who run and take part in the activities offered. These will include the following;

- Health and Safety Policy

- Child Protection Policy

- Equal Opportunities Policy

- Disability Discrimination Policy

- Insurance Policy

4 Membership: Shall be open to all who are actively interested in furthering the aims of the Chapelhay Community Playgarden Association.

5 Meetings: An Annual General Meeting shall be held in or about October each year at which the following business will be done:

i) To receive a report on all areas of the Association’s activities

ii) To receive the Treasurer’s report

iii) To appoint and elect the Committee for the following year. All members and officers of the Committee from the past year shall be eligible for re-election with the exception of any members who has been absent without apology for more than 50% of Committee meetings during the course of the past year. People who were not previously on the Committee may also stand for election.

iv) Any other business as prescribed by the retiring Committee.

Notice of an invitation to attend the AGM shall be by such public advertisement as the Committee deems appropriate, at least 21 days in advance of the meeting.

All residents of Chapelhay and the surrounding area may attend the AGM and members 12 years or older shall be entitled to vote.

Committee meetings of the ‘Chapelhay Community Playgarden Association’ shall be decided by the Committee or as agreed at a previous general meeting. The Association may invite beforehand any person to contribute to a discussion or provide information at a meeting. All Chapelhay residents are welcome to attend but will not be able to vote.

6 Officers: The following positions for the ‘Chapelhay Community Playgarden Association’ shall be elected annually at the Annual General Meeting and serve until the close of the next Annual General Meeting.

These will be:

- Chair

- Vice Chair

- Secretary

- Treasurer

- Youth work co-ordinator

People holding an elected position must be over 18 years of age.

Decisions will be made by majority vote.

The Secretary shall keep the minutes of the proceedings of the Committee.

The Treasurer shall be responsible for keeping accounts of the income and expenditure of the Group. The Committee shall ensure that the audited accounts are presented at the AGM.

Should any elected position become vacant the committee shall nominate a committee member to fulfil the vacant role until the following AGM.

Should any member of the public have a concern or complaint this should be directed to the Committee via the Chair.

7 The Committee: Meetings of the Committee shall be called as required to administer the affairs of the ‘Chapelhay Community Playgarden Association’ and to liaise as necessary with other partners concerning the Association. The Committee shall consist of a minimum of 6 and a maximum of 14 including the Officers. Two of these places are for young people age 12 and over. The Committee shall have the power to co-opt further members who will attend in an advisory and non-voting capacity. The quorum shall comprise not less than one-third of Committee members with a minimum of three.

8 Declarations of Interest: It shall be the duty of every Member of the Committee who is in any way directly or indirectly interested professionally or financially in any item discussed at any Committee meeting at which he or she is present to declare such interest and he/she shall not vote thereon.

9 Finance: the Committee shall receive by way of gifts, grants or donations monies on behalf of the Group. Bank accounts shall be operated in the name of ‘Chapelhay Community Playgarden Association’ and withdrawals shall be made on the signature of two Committee members. Financial accounts to be reported to meetings with year end accounts presented at the AGM.

10 Amendments to the Constitution: This constitution may be amended by a two-thirds majority of members present at an Annual General Meeting or Extraordinary General Meeting provided that a minimum of 14 days written notice is given to all Members of the proposed alterations or amendments. Except that Clause 11 (Dissolution) should be exempt from amendment.

11 Dissolution: The ‘Chapelhay Community Playgarden Association’ may be dissolved by a two-thirds majority of members voting at an Annual General Meeting or Extraordinary General Meeting of which 28 days notice shall be given to the members. After payment of all proper debts, any remaining funds will be transferred to any charitable institution or institutions having objects similar or reasonably similar to ‘Chapelhay Community Playgarden Association’ as chosen by the Committee.