Constitution as a community unincorporated association
The name of the group shall be Northern Corridor Community Volunteers
The aims of Northern Corridor Community Volunteers will be:
* Promoting, Protecting and Nurturing Greenspace - litter picks - improving paths - opposing inappropriate development applications
* Cataloguing, Protecting and Encouraging Habitats - ecological surveys - getting protection orders - improving habitats
* Promoting Cultural, Educational and Historical Assets - promoting the history and culture of the area for future generations including links with education service.
Membership is open to anyone who:
* is aged over 16 years old; and
* lives in the vicinity of the area of North Lanarkshire defined by the local authority as the “Northern Corridor” ; and
* supports the aims of Northern Corridor Community Volunteers
* Membership details are maintained on the ‘ourgreenspace’ website - members are responsible for keeping their details up to date, including the recording of volunteering hours.
* Any member without internet access may liaise with the Secretary to maintain membership details on their behalf and choose to be informed of meetings by text or phone call. Northern Corridor Community Volunteers are committed to remaining as far as possible a paper free organisation.
Digital Voting Rights
Northern Corridor Community Volunteers will provide a digital democracy platform to ensure that all active members are empowered to initiate and vote on campaign priorities, constitutional amendments or overturning decisions/deciding hung votes made by the steering committee. All members will be able to vote online with each active member having a vote. Any members who are unable to vote online can contact the Secretary to vote via other accessible means. In order to gain digital voting rights members must contribute volunteer hours on a regular basis, these hours may be accumulated by attendance at events, meetings, or by undertaking administrative duties, research or publicity. Voting rights will be granted after the first 3 hours of volunteering have been added to the website platform and will be reviewed every three months, any volunteer not contributing 3 hours in the three month period will lose voting rights.
Ceasing to be a member
Members may remove their membership status at any time by closing their account or contacting the Secretary to have their details removed and interactions anonymised, Additionally committee members or officers must inform the Secretary that they are ceasing their membership
Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted. Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to attend further meetings or to resign from the group if an apology is not given or the behaviour is repeated. The individual concerned shall have the right to be heard by the steering committee, accompanied by a friend, before a final decision is made.
4. Equal Opportunities
Northern Corridor Community Volunteers will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.
5. Officers and committee
The business of the group will be carried out by a Steering Committee comprised of local lead volunteers. The Committee will meet as necessary and not less than three times a year.
The Committee will consist of a minimum of 4 and up to 16 members, positions will represent a geographic spread of the area covered in the ratio outlined below and lead volunteers will be appointed by residents members of that specific area. Unfilled positions will remain vacant until a local lead volunteer for the vacant area is elected.
West Area - Auchinloch Stepps Cardowan Frankfield
South Area - Chryston Muirhead Mount Ellen Gartcosh
East Area - Glenboig North Glenboig South Mollinsburn Moodiesburn - Devro
North Area - Moodiesburn West (N) Moodiesburn West(S) Moodiesburn East(N) Moodiesburn East(S)
Chairing of meetings will be undertaken by each area in rotation. Northern Corridor Community Volunteers value the role of a meeting chair in order to progress through agenda items in a physical meeting - however the role of a single chairperson does not lend itself to the democratic platform of a community volunteer group.
These allocations are based upon a combination of area population, greenspace land volume and status as an area of multiple deprivation. Two additional voting members may be elected by the Northern Corridor Community Forum in the event that steering committee membership becomes too small to guarantee quora, or to address imbalance or under representation of any community, whether geographical or otherwise.
Any committee member not submitting a meeting report, without apology for three months will be contacted by the committee and asked if they wish to resign. The Committee meetings will be open to any member of Northern Corridor Community Volunteers wishing to attend, who may speak but not vote, unless the local lead volunteer position for their area is vacant, whereby if local attending members agree the vote can be taken as representative of the views of members in that area.
The officers’ roles are as follows, officers have the same voting rights as any other member but may not participate in steering committee votes.
* Volunteer and Funding Officer who will be responsible for maintenance of membership, voting system, grant applications and procurement
* Wildlife and Conservation Officer, who will be responsible for selecting, organising and facilitating whole community Sunday projects, Advising on local ecology and wildlife and procurement.
* Secretary, who shall be responsible for the arranging of committee meetings, the taking and publication of minutes
* Treasurer who shall be responsible for maintaining accounts, making payments and liaising with bank.
In the event of an officer standing down during the year a replacement will be elected by use of the digital voting platform.
A vote of confidence in the officers or committee members may be taken at any A/SGM at the suggestion of any member, should the vote fail the individual concerned will be deselected and a democratic selection process will be initiated.
6.1. Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM or IGM.
All members will be notified at least 3 weeks before the date of the meeting, giving the venue, date and time.
The quorum for the AGM will be 10% of the membership or 10 members, whichever is the greater number.
At the AGM:-
* The Committee will present a report of the work Northern Corridor Community Volunteers over the year.
* The Officers will present the accounts of Northern Corridor Community Volunteers for the previous year.
* The officers and Committee for the next year will be discussed and where required elected.
* Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.
6.2 Special General Meetings
The Secretary will call a Special General Meeting at the request of the majority of the committee or at least eight other members giving a written request to the Secretary stating the reason for their request.
The meeting will take place within twenty-one days of the request.
All members will be given two weeks notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post.
The quorum for the Special General Meeting will be 10% of the membership or 10 members, whichever is the greater number.
6.3 Digital Voting Platform - The officers will maintain a digital voting platform for all active members to register their activity and therefore entitlement to vote on business matters. If a vote of the steering committee does not reach 60% agreement, the decision will be taken by an online poll of active membership.
6.4 Committee Meetings
Committee meetings may be called by the Secretary. Committee members must receive notice of meetings at least 7 days before the meeting.The quorum for Committee meetings is three Committee members.
7. Rules of Procedure for meetings
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.
If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. In the event of a tie a poll of full membership will take place.
An account will be maintained on behalf of the Association at a bank agreed by the committee. Three cheque signatories will be nominated by the Committee (one to be the Treasurer). The signatories must not be related nor members of the same household.
All payments will be signed by two of the signatories.
* For cheque payments, the signatories will sign the cheque.
* For other payments (such as BACS payments, cash withdrawals, debit card payments or cash payments), a requisition note will be signed by two signatories, and held by the treasurer.
Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.
All money raised by or on behalf of Northern Corridor Community Volunteers is only to be used to further the aims of the group, as specified in item 2 of this constitution.
9. Amendments to the Constitution
Amendments to the constitution may be proposed at any General Meeting. Proposals must be made in writing and will then be circulated to all members with the notice of the polling dates on the digital voting platform to decide whether to adopt the amendment.
If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group.
If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid and unspent restricted funds returned to funders, will be donated to a local charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution.