Strokestown Tidy Town Group: Constitution
1) Name
1.1) The name of the group shall be Strokestown Tidy Town Group – hereafter referred to as the group.
2) Objectives
2.1) The enhancement of the physical and social environment of Strokestown.
2.2) To represent Strokestown in the National Tidy Towns competition and any other competitions as deemed beneficial to the promotion of the town, by decision of the Committee.
2.3) Liaise with relevant governing authorities to aid the development and management of a litter free, clean and green environment for the towns people.
2.4) Liaise with other local groups to enhance the physical environment of Strokestown.
2.5) The group will uphold equal opportunities and work towards good relations amongst all members of the community, specifically prohibiting any contact which discriminates or harasses on grounds of race, disability, political belief, sex or sexual orientation.
3) Membership
3.1) Membership shall be open to all those who are committed to fulfilling the objectives of the group.
3.2) All members must be over 18 years of age.
3.3) Membership shall be free from subscription.
3.4) Strokestown Tidy Town Group recognises the value of those under 18 years of age and is committed to their involvement under the supervision of their parent or guardian.
4) The Committee
4.1) The Committee will, as a minimum, comprise of a Chair, Secretary and Treasurer. There shall only be one officer position per household, business or grouping of the aforesaid three principal officer positions of Chairperson, Secretary or Treasurer. Other positions created as required shall also be filled
4.2) As an informal, non-consolidated group the Committee shall be formed from willing community volunteers and all Officers will serve 12 months.
4.3) All Committee members have equal voting rights.
4.4) The Committee shall have the power to co-opt other members to the committee during a 12-month period. Where a position of the officer board becomes vacant during the year, for whatever reason, the Principal Committee shall co-opt a member to fulfil the duties of the role.
4.5) The Committee shall make and carry out decisions in accordance with the objectives of the group as outlined above.
4.6) Meetings of the Committee shall be open to any member of the group who is invited to attend.
4.7) There must be at least 3 Committee members present for any decisions to be made at a Committee meeting.
4.8) Committee members can be voted off if they have not attended 3 consecutive meetings without good reason and have not submitted same.
4.9) Committee members must declare any interest they may have in the topic under decision and the remaining Committee members will decide if they need to forfeit their right to vote on this occasion.
5) Conduct of business or standing orders
5.1) The Chair shall chair all meetings of the group, except in cases where there is a conflict of interest. In the event of the absence of the Chair, the Committee shall agree on a Committee member to chair the meeting.
5.2) Members shall only speak through the Chair.
5.3) Decisions will be agreed by a simple majority, voted in through a show of hands or if deemed necessary a secret ballot.
5.4) In the event of a divided vote on decisions to be made, the Chair shall have the casting vote.
5.5) Meetings will start and end at the time agrees by the Committee unless all those present agree otherwise.
5.6) Offensive behaviour, including racism, ageism, sexism or inflammatory remarks will not be permitted.
5.7) Any member who brings the group into disrepute or refuses to comply with the constitution shall be cautioned/expelled on a majority vote of the Principal Committee. Any such member will have the right to appeal within 28 days of the expulsion. The appeal shall be heard by the membership at an Extraordinary General Meeting called for the purpose.
6) Finances
6.1) The group may raise funds by obtaining grants from other bodies, by fundraising schemes or by seeking voluntary contributions from local businesses and business organisations. All monies raised by or on behalf of the group shall be used to further the objectives of the group.
6.2) A bank account shall be maintained in the name of the group.
6.3) The Treasurer, Secretary and/or Chair shall be signatories on the account. All approved group expenditure will be reimbursed by cheque or, where appropriate, Electronic Financial Transfer.
6.4) Accounts shall be kept and made available upon request to any Committee meeting where they may be inspected.
6.5) Receipts must be obtained for all expenditure. No reimbursement will be made without receipted or confirmed evidence. No spending is permitted on behalf of Strokestown Tidy Town Group without the approval of the Committee.
6.6) No officer shall sign a blank cheque.
6.7) Assets and equipment of the group shall be vested in the officers of the group who shall hold same on behalf of the group.
6.8) Finances shall be a standing item on the quarterly meeting Agenda.
6.9) All correspondence to the group shall be addressed to [email protected].
7) Extraordinary General Meeting (EGM)
7.1) An EGM shall be called when the Committee deem it necessary. A member of the group, with the support of at least 3 Committee members and written support of at least 5 voting members, can also call an EGM.
7.2) Notice of an EGM shall be given to members at least 7 days prior to it taking place.
8) Changes to the Constitution
8.1) This constitution shall only be changes at an EGM of the group.
8.2) This constitution may only be amended at an EGM with the support of two thirds of the members present who are entitled to vote.
8.3) All members shall be given the required notice as defined by the meeting requirements along with the proposed changes.
8.4) Changes must be submitted to [email protected] not less than 7 days before an EGM.
9) Dissolution of Strokestown Tidy Town Group
9.1) Strokestown Tidy Town Group may only be dissolved by an EGM specifically called for that purpose. Such a meeting shall come about following a proposal in writing, signed by a simple majority of those remaining on the Committee and submitted to [email protected]
9.2) All members shall be informed of such a meeting 7 days before the date of the meeting.
9.3) Dissolution of the group shall only take effect if agreed by two thirds of the members present who are eligible to vote.
9.4) Any assets and funds remaining after the dissolution and meeting of the group’s liabilities must be distributed among local charities or other community groups with aims similar to the group. These must be nominated at the specific EGM.
9.5) On dissolution any documents belonging to the group shall be disposed of in a manner agreed at the meeting.
Date agreed: 1st January 2024
1) Name
1.1) The name of the group shall be Strokestown Tidy Town Group – hereafter referred to as the group.
2) Objectives
2.1) The enhancement of the physical and social environment of Strokestown.
2.2) To represent Strokestown in the National Tidy Towns competition and any other competitions as deemed beneficial to the promotion of the town, by decision of the Committee.
2.3) Liaise with relevant governing authorities to aid the development and management of a litter free, clean and green environment for the towns people.
2.4) Liaise with other local groups to enhance the physical environment of Strokestown.
2.5) The group will uphold equal opportunities and work towards good relations amongst all members of the community, specifically prohibiting any contact which discriminates or harasses on grounds of race, disability, political belief, sex or sexual orientation.
3) Membership
3.1) Membership shall be open to all those who are committed to fulfilling the objectives of the group.
3.2) All members must be over 18 years of age.
3.3) Membership shall be free from subscription.
3.4) Strokestown Tidy Town Group recognises the value of those under 18 years of age and is committed to their involvement under the supervision of their parent or guardian.
4) The Committee
4.1) The Committee will, as a minimum, comprise of a Chair, Secretary and Treasurer. There shall only be one officer position per household, business or grouping of the aforesaid three principal officer positions of Chairperson, Secretary or Treasurer. Other positions created as required shall also be filled
4.2) As an informal, non-consolidated group the Committee shall be formed from willing community volunteers and all Officers will serve 12 months.
4.3) All Committee members have equal voting rights.
4.4) The Committee shall have the power to co-opt other members to the committee during a 12-month period. Where a position of the officer board becomes vacant during the year, for whatever reason, the Principal Committee shall co-opt a member to fulfil the duties of the role.
4.5) The Committee shall make and carry out decisions in accordance with the objectives of the group as outlined above.
4.6) Meetings of the Committee shall be open to any member of the group who is invited to attend.
4.7) There must be at least 3 Committee members present for any decisions to be made at a Committee meeting.
4.8) Committee members can be voted off if they have not attended 3 consecutive meetings without good reason and have not submitted same.
4.9) Committee members must declare any interest they may have in the topic under decision and the remaining Committee members will decide if they need to forfeit their right to vote on this occasion.
5) Conduct of business or standing orders
5.1) The Chair shall chair all meetings of the group, except in cases where there is a conflict of interest. In the event of the absence of the Chair, the Committee shall agree on a Committee member to chair the meeting.
5.2) Members shall only speak through the Chair.
5.3) Decisions will be agreed by a simple majority, voted in through a show of hands or if deemed necessary a secret ballot.
5.4) In the event of a divided vote on decisions to be made, the Chair shall have the casting vote.
5.5) Meetings will start and end at the time agrees by the Committee unless all those present agree otherwise.
5.6) Offensive behaviour, including racism, ageism, sexism or inflammatory remarks will not be permitted.
5.7) Any member who brings the group into disrepute or refuses to comply with the constitution shall be cautioned/expelled on a majority vote of the Principal Committee. Any such member will have the right to appeal within 28 days of the expulsion. The appeal shall be heard by the membership at an Extraordinary General Meeting called for the purpose.
6) Finances
6.1) The group may raise funds by obtaining grants from other bodies, by fundraising schemes or by seeking voluntary contributions from local businesses and business organisations. All monies raised by or on behalf of the group shall be used to further the objectives of the group.
6.2) A bank account shall be maintained in the name of the group.
6.3) The Treasurer, Secretary and/or Chair shall be signatories on the account. All approved group expenditure will be reimbursed by cheque or, where appropriate, Electronic Financial Transfer.
6.4) Accounts shall be kept and made available upon request to any Committee meeting where they may be inspected.
6.5) Receipts must be obtained for all expenditure. No reimbursement will be made without receipted or confirmed evidence. No spending is permitted on behalf of Strokestown Tidy Town Group without the approval of the Committee.
6.6) No officer shall sign a blank cheque.
6.7) Assets and equipment of the group shall be vested in the officers of the group who shall hold same on behalf of the group.
6.8) Finances shall be a standing item on the quarterly meeting Agenda.
6.9) All correspondence to the group shall be addressed to [email protected].
7) Extraordinary General Meeting (EGM)
7.1) An EGM shall be called when the Committee deem it necessary. A member of the group, with the support of at least 3 Committee members and written support of at least 5 voting members, can also call an EGM.
7.2) Notice of an EGM shall be given to members at least 7 days prior to it taking place.
8) Changes to the Constitution
8.1) This constitution shall only be changes at an EGM of the group.
8.2) This constitution may only be amended at an EGM with the support of two thirds of the members present who are entitled to vote.
8.3) All members shall be given the required notice as defined by the meeting requirements along with the proposed changes.
8.4) Changes must be submitted to [email protected] not less than 7 days before an EGM.
9) Dissolution of Strokestown Tidy Town Group
9.1) Strokestown Tidy Town Group may only be dissolved by an EGM specifically called for that purpose. Such a meeting shall come about following a proposal in writing, signed by a simple majority of those remaining on the Committee and submitted to [email protected]
9.2) All members shall be informed of such a meeting 7 days before the date of the meeting.
9.3) Dissolution of the group shall only take effect if agreed by two thirds of the members present who are eligible to vote.
9.4) Any assets and funds remaining after the dissolution and meeting of the group’s liabilities must be distributed among local charities or other community groups with aims similar to the group. These must be nominated at the specific EGM.
9.5) On dissolution any documents belonging to the group shall be disposed of in a manner agreed at the meeting.
Date agreed: 1st January 2024
Strokestown Tidy Towns is an initiative of Tidy Towns Ireland
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