The Friends of Vinall Park
The name of the group shall be ‘The Friends of Vinall Park’ – hereinafter called FoVP
To preserve, promote and enhance Vinall Park as an urban green space for the use, enjoyment and well-being of local residents and visitors.
The group will:
- Promote and encourage the healthy and safe use and enjoyment of Vinall Park for a range of activities.
- Encourage local people who have an interest in the park to work together to enable it to provide opportunities for relaxation, recreation, education, biodiversity, community development and other activities of a positive social nature.
- Act as a voice for local residents and visitors to the park by working with Medway Council and other agencies to enhance Vinall Park for the enjoyment of all members of the public.
- Establish and develop a positive working relationship with Medway Council and other interested parties and agencies.
- Work in partnership with Medway Council and other similar groups to exchange information and advice, and to receive donations and raise funds for projects identified and agreed to by the FoVP.
- Membership of the Friends of Vinall Park shall be open to anyone who is interested in helping the group to achieve its aim and objectives and is willing to abide by the rules of the group.
- Membership categories will include, but are not limited to individual, family/household, corporate. The Committee, details below, will consider other categories of membership as necessary and appropriate
- Initially there will be no annual membership fee although donations may be requested to support activities, events and improvements to the Park. The Committee reserves the right to consider the introduction of a membership fee as an alternate means of supporting activities.
- Every member shall have one vote at general meetings. Councillors and Council officers are not permitted to vote or stand for committee positions of the group.
- Persons interested in becoming members of The Friends of Vinall Park shall apply to the Secretary. In exceptional circumstances the Committee shall have the power to refuse membership to an applicant, where it is considered such membership would be detrimental to the aims, purposes or activities of the group.
Any member may resign their membership at any time.
- The Committee may terminate or suspend the membership of any member if, in its opinion, their conduct is prejudicial to the interests and objects of the group or if the membership fee, if any, remains unpaid for a period of 3 months after it becomes due. The individual member shall have the right to be heard by the Committee before a final decision is made. There shall be a right of appeal to an independent arbitrator appointed by mutual agreement.
- The Friends of Vinall Park shall be administered by a Committee elected at the group’s Annual General Meeting. Committee Members must be at least 18 years old.
- The Committee shall consist of a Chairperson, Vice-Chairperson, Secretary, Treasurer and up to six other voting members. The committee is empowered to co-opt additional members at any time if a need arises for guidance and support for specific projects. Co-optees need not be members of FoVP, will not have Management Committee voting rights and may be asked to leave a Committee meeting if business of a confidential or sensitive matter is under discussion.
- Committee members will serve until the next Annual General Meeting. The term of office for chairperson shall not exceed three years from the AGM at which they were first appointed.
- An individual may not normally serve more than six consecutive years as an Officer in any combination of roles. This can be extended with the agreement of the AGM in circumstances in which there are no other persons wanting to undertake Officer roles. A gap of at least 1 year is required to show a break of consecutive years. The Committee shall meet at least four times a year, one of which shall be the Annual General Meeting. The quorum for Committee meetings to take place shall be four members.
- Notice of meetings shall be given in writing to members at least 21 days prior to an Annual General Meeting and at least seven days prior to other meetings. Notice shall include date, time and location of the meeting together with an agenda, minutes of previous meetings and any reports or papers.
- Voting at Committee meetings shall be by show of hands on a majority basis. If there is a tied vote, then the chairperson shall have a second vote.
- The Committee may set up sub-groups and work parties as deemed necessary who shall be accountable to the committee.
- All meetings must keep minutes and be made available to any interested party. The committee shall be accountable for the members at all times.
- The quorum for Annual General Meeting shall be at least eight persons of which no more than four shall be committee members.
- If circumstances beyond the control of the Committee prevent the convening of the AGM it will be postponed until such time as it is practicable and safe to proceed. In the meantime, the existing Committee will retain responsibility and authority for the running of the Group.
- The Friends of Vinall Park shall operate a bank account with a named bank or building society. Signatories to the bank account shall be the Treasurer and two other Committee members. Any two of these signatories shall be required to sign each cheque or authorise other business from this bank account.
- Any money obtained by the group shall be used only for the group and the Management Committee will ensure that the group stays within the budget.
- Decisions regarding the charging, or not, of a membership fee and setting charges for activities shall be taken by the Committee as the need arises and shall be communicated as part of the business of the Annual General Meeting.
- The Annual Accounts as presented to the Annual General Meeting shall record all income and all expenditure for the annual accounting period. This period shall start from 1 April and run for 12 calendar months.
Amendments to the Constitution:
- Any changes to this constitution may be made only at, either, the Annual General Meeting or an Extraordinary General Meeting.
- Proposals for amendments to this constitution, or dissolution must be delivered to the Secretary in writing. The Secretary in conjunction with all other officers shall then decide on the date of a forum meeting to discuss such proposals, giving at least four weeks clear notice.
- Any changes to this constitution must be agreed by a least two thirds of those members present and voting at any general meeting.
- The group may be wound up at any time if agreed by two thirds of those members present and voting. A Special Public Meeting shall be set up to discuss the matter and make decisions. Any assets shall be returned to their providers, if they require it, or shall be passed to another group with similar aims.
Adoption of the constitution
- This constitution was adopted by the members present at the AGM held on Wednesday 10h June 2020.