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The Constitution of the Friends of Histon & Impington Green Spaces
1. Name of the Friends Group
1.1. The Name of the Group is – Friends of Histon & Impington Green Spaces
1.2. The acronym FHIGS will be used in this document.
2. Aims
2.1. To facilitate community involvement in the stewardship of Croft Close Set Aside and Long Meadow
2.2. Stewardship will involve helping with
2.2.1. the protection and preservation of the environment for the public benefit, including safe public access to the land for informal recreation.
2.2.2. the protection and preservation of the environment through the conservation or promotion of biological diversity
2.2.3. the preservation and recording of the heritage aspects of the land.
2.2.4. exploration, research and involvement of the local community in educational activities relating to the local wildlife and landscape, and local nature and heritage.
2.2.5. fund-raising with the aim of helping to secure the land long-term, and to support maintenance and other relevant activities such as education and research.
3. Governance Structure
3.1. There will be a Steering Committee which will oversee the overall direction, activities and expenditure of the Friends Group
3.2. Elections will be held at AGMs or within 2 weeks of an AGM by paper ballot or electronically.
3.3. The Steering Committee will comprise 6 elected members including an elected Chair
3.4. The Steering Committee will nominate a Secretary and Treasurer
3.5. The Steering Committee may form subgroups to further its work.
3.6. Subgroups may include a Site Management Action Subgroup for CCSA and LM. In which case a member of SMAG will be co-opted onto the Steering Committee as a voting member
3.7. Other subgroups may be formed such as for Fundraising.
3.8. The Steering Committee may co-opt other members as deemed appropriate for the functioning of the committee such as to fill vacancies .
3.9. No member of the Steering Committee may also be a Trustee of the HIGS Charity who may nevertheless attend Steering Committee meetings by invitation
3.10. Four Members of the Steering Committee must be present at any meeting for it to be quorate, including two whom must be Chair, Secretary or Treasurer.
3.11. In the event of a equality of votes, the chair may exercise a casting or second vote
3.12. The Committee shall decide when and where it will meet, with a minimum of four meetings per year, with adequate notice given to all committee members, and a record of meetings and decisions shall to be kept.
3.13. The first term of office shall be up to two years, after which further elections will be held and, thereafter, terms of office will be for up to three years with one third of the Steering Committee standing down each year.
3.14. Members of the Steering Committee standing down in rotation may put themselves forward for re-election.
4. Land Management Plan
4.1. It is anticipated that HIGS Charity as the future owner/lessee of the land will set objectives, parameters and scope of a Land Management Plan that will be produced in a participatory way..
4.2. The Steering Committee, if requested by HIGS charity, will oversee the consultation and production of Land Management Plans for approval by HIGS Charity.
4.3. The Steering Committee, if requested by HIGS charity, may take on the responsibility of helping to fulfil the aims and objectives of the Land Management Plan in which case it will provide HIGS Charity with regular reports
4.4. The Steering Committee actions in this respect include but are not confined to strengthening community participation and communications; accessing specialist advice and reports, arranging paid and voluntary maintenance of the land, facilitating educational and recreational visits, and risk assessments and mitigation,
4.5. The Steering Committee will also obtain approval from HIGS Charity for any significant interim plans.
5. Membership
5.1. Membership of FHIGS is open to all who are supportive of the aims of FHIGS.
5.2. FHIGS believes in equal opportunity of membership and involvement in FHIGS and will not discriminate between members and applicants for membership because of their gender, age, ethnic origin, colour, sexual orientation, nationality, place of residence, personal beliefs, religion, political affiliation, disability or mental health.
5.3. Applicants for membership are requested to read and agree to abide by this constitution and privacy policy of FHIGS.
5.4. The Steering Committee shall have the right for good and sufficient reason to terminate the membership of any individual who, by actions words or otherwise, undermines, or seeks to undermine, the aims and objectives of FHIGS.
5.5. At the formation of the Friends Group there will not be any membership fee payable for at least 12 months. Any decision in the future regarding membership fees can only be taken at an AGM – by simple majority.
5.6. Members data is held in accordance with GDPR, by agreement with members and in line with the privacy policy of FHIGS,
5.7. Members will be informed of the plans and activities of FHIGS.
6. Annual General Meeting
6.1. An AGM shall be held each year, and no more than 15 months may elapse between AGMs except in exceptional circumstances.
6.2. Three weeks notice shall be given to all members, normally by email
6.3. The AGM should also be more widely publicised such as through local publications and posters
6.4. Other General Meetings may be called as required either by decision of the Steering Committee or if requested by 15 individual members.
6.5. At the AGM, as a minimum, the following business will be conducted:
6.5.1. Annual Report from the Steering Committee Chair on the work and achievements of FHIGS.
6.5.2. Election to vacant posts on the Steering Committee.
6.5.3. Report on the finances of FHIGS, and receipt and approval of the accounts for the year.
6.5.4. Appointments of Auditors or external validator.
6.6. All questions arising at an AGM or General Meeting , with the exception of those affecting alterations to the Constitution (see 9. below), shall be decided by a simple majority of members present and voting.
6.7. No member shall exercise more than one vote except that in the case of an equality of votes the Chair shall have a second or casting vote.
6.8. Any decision to extend the scope of activities of the Friends Group to other portions of land can be only be taken at an AGM or General Meeting, by simple majority
7. Finance
7.1. The Treasurer will keep proper account of all monies, and will report to the Steering Committee at each meeting and to the AGM.
7.2. All bank accounts opened on behalf of FHIGS will be in the name of FHIGS and will require two signatures for any transaction. Up to four approved signatories will be arranged from members of the Steering Committee, of whom at least two shall be Officers.
7.3. The annual statement of accounts will be externally approved by an accountant or external validator prior to submission to the AGM.
7.4. The financial year runs from April 1st to March 31st.
7.5. All monies received by or on behalf of FHIGS shall be applied in furtherance of the aims and objectives of FHIGS and for no other purpose.
8. Alterations to the Constitution
8.1. This constitution may be rescinded or amended at any AGM or General Meeting by a two thirds majority of those present, provided such a motion has been publicised to all members and that three weeks notice has been given.
9. Dissolution
9.1. FHIGS may at any time be dissolved by a resolution passed by a two thirds majority at any AGM or General meeting, provided that such a motion has been publicised to members and that three weeks notice has been given.
9.2. All monies remaining shall be passed to HIGS Charity.
Constitution adopted by membership at or shortly after an Inaugural Meeting on………………..
Chair Signature…………………………………………..Date…………………….
Chair Name……………………………………………