Friends of Hagg Wood                           

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FRIENDS OF HAGG WOOD - CONSTITUTION

1.                                   Name The name of the association shall be FRIENDS OF HAGG WOOD, hereafter called "The Friends"

2.                Objects: The objects of the association are to promote the preservation, protection and improvement for the public benefit of the land known as Hagg Wood, near Dunnington, York, public access into Hagg Wood and to promote the conservation of the natural plant and animal life therein. To achieve these objects, the Friends shall seek:

(i)                 to promote pride in the area;

(ii)              to promote research into the history and ecology of Hagg Wood;to act as a co-ordinating body between, where appropriate, the parish council, the owners and lessees of Hagg Wood;

(iii)             to make surveys and prepare maps and plans in relation to Hagg Wood;

(iv)              to hold meetings, lectures, exhibitions and other events;

(v)                to educate public opinion and to give advice and information;

(vi)             to raise funds and to invite and receive contributions from any person or persons by way of subscription, donation or grant;   provided that the Friends shall not undertake any permanent trading activities in raising funds for its primary purpose;

(vii)            to encourage the continued use of Hagg Wood for sustainable timber production.

3.              Membership: Any person is eligible for membership. Each subscribing member over the age of 18 years shall be entitled to one vote at the Annual General Meeting or at other General Meetings. Methods of voting will be decided, as and when required, by the Chairman of the Committee. Voting will be either by means of a preprinted form specially prepared for the occasion or by a show of hands. Members under the age of 18 years may attend meetings but may not vote at any meeting. Annual membership will be from 1st June to 31 May.

4.             Subscriptions: On application for membership the applicant shall pay an annual subscription as determined at the Annual General Meeting (AGM).

5.      The Committee: The Committee shall consist of no fewer than six and no more than ten members. A quorum shall be five. Three members of the Committee may summon a meeting of the Committee by notice being served on its members giving notice of 14 clear days. Committee meetings shall take place as required at least once every two months at a place to be determined by the Chairman. Minutes of meetings will be taken by the Secretary or other previously appointed nominee. The members shall elect the Committee at the AGM or at an Extraordinary General Meeting (EGM) if necessary. Each member of the Committee shall have the right to exercise one vote at Committee meetings. In the event of equal votes, the Chairman shall have a second or casting vote. The Committee shall have the power to co-opt any other member, ex officio, on to the Committee as and when it is deemed necessary. The Officers of the Committee shall be as follows: Chairman, Secretary, Treasurer and may also include a Conservation officer, Membership Secretary, Education officer and other posts to be determined as necessary.

6.          President and Vice President. The Members may invite an individual or individuals to accept the post of President of the Friends of Hagg Wood or to be Honorary Friends

7.        Annual General Meeting: An AGM shall be held within the month of May at such a time and place as the Committee shall appoint and 21 days' clear notice shall be sent to all members and advertised within the village of Dunnington, York. This meeting shall have power to elect members of the Committee as well as to amend the constitution and adopt decisions and resolutions. Nominations for the Committee are to be received by the Secretary or other nominated Committee member 14 days before the AGM. If there are no more nominations than vacancies the persons nominated shall be elected. The Committee shall decide at its first meeting after the AGM which of those elected should serve as Officers of the Committee. If an election is necessary this shall be carried out by secret ballot at the AGM using ballot papers listing the nominations received.

8.             Accounts and Auditors. A bank account or accounts shall be opened in the name of 'Friends of Hagg Wood'. Cheques shall require two signatures, the Treasurer and either the Chairman or Secretary. Accounts subject to audit shall be presented by the Treasurer at the AGM as a true and fair view of the association's affairs. Auditors shall be appointed at the AGM.

9.              Alterations to the Constitution. Alterations to this constitution shall receive the assent of two-thirds of the members present and voting at the AGM or EGM. A resolution for the alteration of the Constitution must be received by the Secretary at least 21 days before the meeting at which it is to be brought forward. At least 14 days notice must be given by the Secretary to the Membership and must include notice of the proposed alteration.

10.         Extraordinary General Meeting. An EGM may be called by the Chairman or by at least 10 members acting together and in writing when a situation arises which is urgent.  Notice of the meeting to the members shall be as long as possible, respecting the period of notice for alterations to the Constitution, where appropriate. Where necessary, special means shall be used to notify the members of the time and venue of the EGM.

11.         Expulsion of Members. The Committee shall have the power to expel any member or members whose conduct is deemed contrary to or detrimental to the Objects of the Friends. The member or members shall be given an opportunity to plead their case before the final decision to expel is taken. Thereafter the Committee's decision shall be final.

12.         Dissolution: The Friends shall only be dissolved by the AGM or an EGM called for that purpose, upon the recommendation of the Committee. Any residual money or property remaining upon the dissolution, after the payment of all expenses and settling of all liabilities properly incurred, shall not be paid to or distributed to the members. Any such residues shall be given, as determined by the Members to other organisations with similar objects to those of the Friends.

Published  3 June 1998

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