Constitution
THE CONSTITUTION OF THE FRIENDS OF THE TRAP GROUNDS
1. NAME. We are called the Friends of the Trap Grounds.
2. PURPOSE. Our purpose is to conserve and enhance the Trap Grounds (grid reference SP 503081) as a resource for wildlife, recreation, and education, in partnership with Oxford City Council and local people and representative groups.
3. MEMBERSHIP. Membership is open to all who share our aims and who demonstrate support by a voluntary financial contribution each year and/or by active participation in our projects.
4. MANAGEMENT. The following officers shall be elected at each AGM: Chair, Secretary, and Treasurer. The Committee shall normally consist of these officers and up to a maximum of five other members, who shall be elected at the AGM. A representative of the City Council’s Parks Department shall serve on the Committee ex officio without voting rights. The Committee shall have the power to co-opt up to three additional members to serve on the Committee, to ensure that due consideration is given to all three objectives named in (2) above. A quorum for committee meetings shall be three, including at least one officer. Decisions outside committee meetings shall not be made unless at least three members of the Committee, including two officers, are consulted in a transparent and reported process. Decisions shall be made by a simple majority vote. The Chair shall have the casting vote in the event of a tie.
5. ANNUAL GENERAL MEETING. An Annual General Meeting shall be held not later than four months after the end of the financial year, which shall be 31 December each year. The Committee shall give not less than 21 days’ notice of the date fixed for an AGM. The quorum shall be ten non-committee members or one tenth of the total number of members, whichever shall be the lower.
6. EXTRAORDINARY GENERAL MEETINGS. Extraordinary General Meetings of members shall be called by the Secretary if so requested by the Committee, or if requested by any ten members. At least 14 days’ notice of such meetings shall be given to members. A quorum for such meetings shall be the same as for the Annual General Meetings.
7. FINANCES. The funds of the organisation shall be held in a Bank or Building Society account, and the Committee shall authorise its officers to sign cheques on behalf of the organisation. Each cheque should be signed by two officers. An auditor shall be appointed by the Committee. Audited accounts shall be presented at the AGM for approval by the members.
8. AMENDMENTS. This constitution may be amended by a motion passed at an AGM by at least two thirds of the members present at the meeting.
9. DISSOLUTION. Should the Friends Of The Trap Grounds cease to exist, any residual funds shall be paid to Oxford City Council, provided that Oxford City Council undertakes to expend such funds on one or more projects on the Trap Grounds within six months of the date of payment; failing which, the money shall be given to a local community group or a conservation body.
Adopted at the Annual General Meeting held on 4 March 2008 at St Margaret’s Institute, Polstead Road, Oxford.