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CONSTITUTION OF CHARNWOOD GROVE WOODLANDERS

  1. DATE
    February 2007 (Amended 28 May 2009)
  2. TITLE
    The Group shall be called Charnwood Grove Woodlanders, hereafter to be referred to as “the Woodlanders”
  3. PURPOSE OF THE WOODLANDERS
    To secure opportunities for Members and others to promote and develop their spiritual and/or emotional connection with the natural world in the Charnwood Forest area.
  4. OBJECTIVES
    1. To acquire or gain access to land in the Charnwood Forest area which can be used by Members and others to promote and develop their spiritual and/or emotional connection with the natural world.
    2. To raise money for projects which contribute towards the promotion and development of Members` spiritual and/or emotional connection with the natural world, either within Charnwood Forest or within a 15 mile radius of Beacon Hill.
    3. To manage all land, for which the Woodlanders become responsible, in a way which promotes its sustainability, ecological diversity and tranquility.
  5. MEMBERSHIP
    Membership of the Woodlanders shall be open to any person who is actively involved in the Charnwood Grove and wishes to make a connection with said piece of land. Members will commit themselves to being engaged with other members in its management and involvement in events that promote emotional/spiritual bonds with the land/landscape and its flora and fauna. New Members must be proposed by an existing Member. A membership form must be completed and an annual subscription fee paid as determined by the Annual General Meeting of the Woodlanders.
  6. OFFICERS
    The Officers of the Woodlanders shall be as follows:
    Chairperson}
    Secretary }- Executive Officers
    Treasurer }
  7. ELECTION OF OFFICERS
    1. All Officers shall be elected at the Annual General Meeting of the Woodlanders, from, and by, the full Members of the Woodlanders.
    2. All Officers are elected for a period of one year, but may be re-elected to the same office or another office the following year.
  8. GENERAL COMMITTEE
    1. The affairs of the Woodlanders shall be controlled by a General Committee comprising the Executive Officers of the Woodlanders and a minimum of two, maximum of ten other Members elected from, and by, the Full Members of the Woodlanders. The General Committee shall meet at agreed intervals and not less than four times per year, a quorum requires the presence of at least half of the committee members. The Committee may appoint sub-committees.
    2. The duties of the General Committee shall be:
      1. To control the affairs of the Woodlanders on behalf of the Members.
      2. To keep accurate accounts of the finances of the Woodlanders through the Treasurer. These should be available for reasonable inspection by Members and should be audited before every Annual General Meeting. The Woodlanders shall maintain a bank current account and the following Officers shall be authorised to sign Woodlanders cheques: two from the Chairperson; Treasurer and Secretary.
      3. To co-opt additional members of the Committee as the Committee feels this is necessary. Co-opted members shall not be entitled to a vote on the Committee, unless they have been co-opted to replace a member who has died or has resigned. They shall hold office until the next A.G.M.
      4. To make decisions on the basis of a simple majority vote. In the case of equal votes, the Chairperson shall be entitled to an additional casting vote.
  9. GENERAL MEETINGS
    1. The Annual General Meeting of the Woodlanders shall be held not later than the end of October each year. 21 clear days written notice shall be given to Members of the Annual General Meeting by circulating a copy of the notice to every member at their home address and posting the notice on the Charnwood Grove website. Members must advise the Secretary in writing of any business to be moved at the Annual General Meeting at least 14 days before a meeting. The Secretary shall circulate or give notice of the agenda for the meeting to Members not less than 7 days before the meeting.
    2. The business of the Annual General Meeting shall be to:
      1. Confirm the minutes of the previous Annual General Meeting and any other General Meetings.
      2. Receive the accounts
      3. Receive the annual report of the Secretary.
      4. Elect an auditor if required.
      5. Elect the Officers of the Woodlanders
        (i.e. Chairperson; Secretary; Treasurer and other General Committee Members).
      6. Fix Woodlanders subscription rates. A Member who has not paid his subscription by such default date as the Committee prescribes may at the discretion of the Committee be deemed to have resigned.
      7. Transact such other business received in writing by the Secretary from Members 14 days prior to the meeting and included on the agenda.
      8. Such other business except business for which a Special General Meeting is required (e.g. expulsion, dissolution or changes to the constitution) as by common consent of the meeting the Chairperson in his/her discretion admits.
        NOTE: The agenda could provide for “Any Other Business”, but Members should be encouraged to refer other items to the General Committee and give the required notice for important Annual General Meeting business.
    3. Special General Meetings may be convened by the General Committee or on receipt by the Secretary of a request in writing from not less than six Full Members of the Woodlanders. At least 21 days notice of the meeting shall be given.
      The business to be considered at the meeting to be specified in the notice convening the business.
    4. Nomination of candidates for election of Officers shall be made in writing to the Secretary at least 14 days in advance of the Annual General Meeting date. Nominations can only be made by Full Members and must be seconded by another Full Member.
      In the absence of nominations prior to the meeting nominations may be taken from the floor. All nominations shall have the consent of the nominee.
    5. At all General Meetings the chair will be taken by the Chairperson, or, in their absence, by a deputy appointed by the Woodlanders or by Full Members attending the meeting.
    6. Decisions made at a General Meeting shall be by a simple majority of votes from those Full Members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an additional casting vote or alternatively in his/her discretion he/she may direct a written poll.
    7. A quorum for a General Meeting shall be four Full Members and the three Officers of the Woodlanders: the Chairperson, Secretary and Treasurer.
    8. Each Member, having been a member of the Woodlanders for a minimum of six months, shall be entitled to one vote on any separate issue at General Meetings.
    9. A member who is found by vote carried at a Special General Meeting called in accordance with clause 9.3 to have behaved in a manner likely to bring the Woodlanders into disrepute or cause substantial prejudice to it may be expelled from the Woodlanders provided that:-
      1. The resolution must be carried by 4/5ths of those attending and voting.
      2. This is the only business at the meeting.
      3. Before putting the motion to the vote the member shall have a full opportunity to address the meeting.

      The member expelled may appeal by notice in writing sent to the Secretary of the Woodlanders within 14 clear days, who shall within 14 days thereafter convene a meeting of the Chairperson (or in their absence the Vice-chairperson) of the Woodlanders and two members who shall decide the appeal and shall not be required to give reasons. Following expulsion any subscription for the whole of that year that has been paid by that member shall be returned.
  10. ALTERATIONS TO THE CONSTITUTION

    Any proposed alterations to the Woodlanders Constitution may only be considered at an Annual or Special General Meeting, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a Full Member of the Woodlanders and seconded by another Full Member. Such alterations shall be passed if supported by not less than two thirds of those Full Members present at the meeting and voting, assuming that a quorum has been achieved.

    An abstention shall be recorded but shall not count as a vote.
  11. DISSOLUTION
    1. If at any General Meeting of the Woodlanders, a resolution be passed calling for the dissolution of the Woodlanders the Secretary shall immediately convene a Special General Meeting of the Woodlanders to be held not less than one month thereafter to discuss and vote on the resolution.
    2. If at that Special General Meeting, the resolution is carried by at least two thirds of the Full Members present at the meeting and voting the General Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Woodlanders and discharge all debts and liabilities of the Woodlanders. Abstentions shall be recorded but shall not count as a vote.
    3. After discharging all debts and liabilities of the Woodlanders, the remaining assets shall not be paid or distributed amongst the Full Members of the Woodlanders, but shall be donated to The Woodland Trust or other similar body engaged in the conservation of woodland.
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