Constitution for the ……………………………………………………
Name
The name of the Group is ……………………………………………. called ‘the group’ in these rules.
Aims of the group
To be decided by the group in open discussion. These are some simple suggestions to be discussed:
- To raise the profile of the park in the local community
- To improve the habitat value of the park
- To secure funds to improve the infrastructure of the park
- To campaign for improving the existing facilities in the park
- Any other aims the group wants.
Powers
To further these aims, the group may exercise the following powers (Again to be discussed)
- 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 employ staff, when necessary, to carry out work;
- To undertake any other lawful activity to further the group’s aims.
Note: Any part of this document can be deleted, amended or added to, or additional parts added to it at the next AGM. Details of the proposed changes should be circulated with the notice of the AGM.
Membership
Membership of the group shall be open to (again a suggestion for discussion) 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 between (suggestion 3–10 + Chair, Secretary, Treasurer) 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 (suggested four or six) times a year. The quorum level will be set at (suggestion – five members).
From amongst the committee, a chairperson, a secretary and a treasurer will be selected. Other members may be appointed to undertake particular responsibilities within the group, eg fundraising.
Meetings
General meetings will be held as often as necessary and at least (suggested four or six) times a year.
An Annual General Meeting (AGM) of the group shall be held every year in the month of …….. All members shall be notified not 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 not less than …. 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. The group shall decide the signatories to any account set up in the name of the group. (Better to have at least four people able to sign 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.
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
………………………… 20. ..
Signed …………………………………………………. (Chair)
Signed ……………………………………………………………. (Treasurer)
Signed ……………………………………………………………. (Secretary)
This will go on two pages when all the instructions are taken out.
You can download a version of this document in Word format here.

Reproduced with permission of North West Parks Friends Forum