FoWGP Constitution & Policies
Constitution
- Name
The name of this group shall be ‘Friends of Woodthorpe Grange Park’ hereafter referred to as FoWGP. - Aim
To protect, enhance and promote Woodthorpe Grange Park, its heritage, plants and wildlife. - Objectives
Involve, engage and encourage participation by local residents in the use and improvement of Woodthorpe Grange Park.
Promote and encourage the conservation and enhancement of Woodthorpe Grange Park.
Actively seek involvement of relevant departments of Nottingham City Council so the it performs its statutory duty to maintain Woodthorpe Grange Park.
Liaise and work in partnership with other relevant organisations and agencies to achieve its aims.
Encourage a sense of community by promoting equal opportunities for all and appose any form of discrimination.
Represent the interests of the residents when dealing with the local authority and other bodies.
Where possible, work with the Nottingham City Council to help secure funding to improve site facilities. - Membership
Membership shall be open to anyone who shares an interest in the aims and objectives of the group.
Every member shall have one vote. The Chair shall only vote in the event of a tied vote, their vote being the deciding vote.
Membership of the group may be terminated unanimously and for good reason by the organising group/committee provided that member has the right to a hearing accompanied by a friend before the decision is made.
Each member shall provide their name and address to be put on the membership list. - Equal Opportunities
FoWGP is committed to the principles and practice of equal opportunities in all matters of membership, employment and service provision.
No person shall suffer discrimination on the grounds of race, gender, disability, class, age, political or religious belief, marital status or sexual orientation.
The group is opposed to all forms of discrimination including racism, sexism and homophobia. - Data Protection
All details of members’ personal information (i.e. addresses, contact emails, phone numbers etc.) to remain private and in accordance with the principles of the Data Protection Act and GDPR unless specific written permission has been received.
No personal information will be passed onto third parties unless specific written permission has been granted to do so. Also, records will be kept detailing what information has been passed on to third parties. - The Organising Group (Committee)
The affairs of FoWGP shall be administered by an organising committee elected from and by the members of the group.
As a minimum the committee shall comprise Chair, Vice-Chair, Treasurer and Secretary.
Committee members shall be elected to office at the Annual General Meeting (AGM) for a period of twelve (12) months.
Other committee members may be elected to specific roles as necessary.
Any committee members absent from four (4) consecutive meeting without an apology or submitting a report shall be deemed to have resigned from the committee.
The committee shall meet periodically on a formal basis, no less than three (3) times a year.
The committee shall report to members, via electronic (web/email) or paper means, through the production of minutes of meetings.
Should the need arise, the Committee has the option of call and Extraordinary General Meeting (EGM). Members should be notified of any EGM electronically or via letter no less that Fourteen (14) days before the date of the EGM.
Any officer or appointed members of the organising committee lost or removed from post may be replaced temporarily until the next AGM by decision of the organising committee. The replacement will be called the ‘acting’ officer for that post but have the same responsibilities and voting rights.
In the event of loss or removal of the chair, the Vice-Chair shall replace the Chair until the next AGM. - The purpose of the Committee
To provide organisational structure to the group.
To conduct meetings and distribute agendas and minutes.
To deal with correspondence.
To maintain records.
To deal with matters arising.
To represent the group and its interests to external bodies and individuals.
To foster contact with other groups and organisations sharing common aims. - Decision Making
Decisions at Committee Meetings shall be made by consensus of members present.
Where consensus cannot be reached a vote shall be taken.
Members may submit a written vote by proxy with written authority.
The Chair can only vote in the event of a tie, and that shall be the casting vote.
All meetings, where decisions are required, require a minimum of six (6) members being present, including three (3) or more committee members, shall form a ‘quorum.’
If a member may benefit personally or financially from a decision then that member must declare an interest and not take part in any associated vote. - The Annual General Meeting
There shall be an Annual General Meeting (AGM) of the group which will be held in the month of March each year or as soon as practicable thereafter.
All members will be given notice of the AGM at least fourteen (14) days before, with all items of business for the AGM being submitted to the secretary in writing or email, at least seven (7) days before the AGM.
The purpose of the AGM shall be to
a) Receive reports and statements of account for the preceding year.
b) Election of officers to the organising committee
c) Dealing with proposed constitutional amendments.
d) Election of auditors as necessary.
e) Any other business. - Accounts
The accounts shall be maintained by the Treasurer.
The group shall maintain a bank account and pay all funds received into that account.
The accounts shall be submitted to independent approved audited inspection where required.
They should also be submitted at the AGM and made available for inspection at this time.
Cheques shall be signed by the Treasurer and one of two or more appointed signatories.
Expenditure greater than £20 for any one item or series of small items shall require prior authorisation by the Treasurer and one of either Chair or Vice-Chair.
FoWGP is a ‘not for profit’ organisation.
No committee member to receive payment (Outside of normal expenses) or to have any personal gain from any contact awarded by, or on behalf of the Group. - Amendments to the Constitution
Any proposed amendments to the Constitution shall be considered at an AGM, or an Extraordinary General Meeting (EGM) if required, and passed by resolution of the officers’ present, as long as the meeting is quorate. - Dissolution
If the Organising Committee and members, by a simple majority, recommends that it is necessary to dissolve FoWGP, it will call an Extraordinary General Meeting (EGM) of all members giving them at least fourteen (14) days’ notice.
If dissolution is approved by a simple majority vote of the members present at the EGM, the Committee shall take no more that two (2) months to fully wind down the organisation.
Any unspent grant funding shall be returned to the funder, with all other assets, either monetary or physical, being donated to a local charitable or community group with similar or related aims. - Adoption
This constitution has been formally adopted by FoWGP on the 28th March 2018.
Equality and Diversity Policy
Introduction
- The Friends of Woodthorpe Grange Park (FoWGP) is a not-for-profit organisation run by a committee of volunteers.
- The FoWGP is based at: Woodthorpe Grange Park (c/o Nottingham City Council), Woodthorpe Drive, Woodthorpe, Nottingham. NG5 4HA. One of the committee members has particular responsibility for safeguarding.
- This policy has been drafted by a Committee member that has received basic training in their workplace and as a School governor.
- The Chairperson (as an emergency action) has adopted this policy and expects every adult working or helping at the FoWGP to support it and comply with it.
- The Treasurer (also as an emergency action) is the appointed Equality and Diversity Officer at least until the 2021 AGM.
- Consequently, this policy shall apply to all committee members and volunteers working or acting on behalf of the FoWGP.
- This policy applies to all volunteers and committee members.
Equal Opportunities statement
FoWGP recognises that the Equality Act 2010 has specified 9 areas that are termed in the legislation as protected characteristics. These are age, sex, race, disability (including mental illness), pregnancy, marital status, sexual orientation, gender reassignment and religious background. In addition, responsibility for dependents, income level or criminal record are further examples where people experience discrimination or lack of opportunity for reasons which are not fair. FoWGP is committed equality opportunity which respects the identity, rights and value of each individual. FoWGP is positively committed to oppose all direct and indirect discrimination in the organisation.
FoWGP will:
- Challenge discrimination and lack of opportunity in its own policy and practice, encouraging other organisations and individuals to do the same.
- Aim to create a culture that respects and values each other’s differences and recognises that difference/diversity is a great asset to the organisation – to its work and the people it serves.
- Ensure all employees, volunteers and Committee Members be made aware of the objectives within this policy and encouraged to support its objectives.
- Discrimination, bullying, harassment or exclusion are unacceptable and behaviour of this kind will not be tolerated.
Membership
- Diversity amongst members will be valued and individual skills will be promoted and utilised.
- The same opportunities for involvement will be provided for every member with regards to training, election of officers, the formation of sub-groups and the delegation of tasks.
- The differing needs of individual members will be taken into account when booking venues and arranging the dates and times for meetings. Meetings will be arranged so that as many people as possible have the opportunity to attend and to gain access to a venue.
Involving and representing the community
- The Committee will actively seek to increase membership in order to represent an accurate cross-section of the community, including hard to reach groups and those who are under-represented.
- The Committee will attempt to increase involvement and representation by advertising meetings in a wide variety of locations including libraries, shops, schools, community centres, places of worship, health centres and colleges.
- Publicity and advertising will be made available in a variety of different formats.
- The Committee will seek to assist minority and hard to reach groups by identifying their needs in the community and establishing links with other organisations eg. youth groups, pensioners groups etc.
Conduct during meetings
- The Committee will not tolerate racist, sexist, discriminatory or derogatory remarks during meetings, when conducting committee business or when representing FoWGP.
Unacceptable behaviour
- Volunteers have a duty and responsibility to report any incidents of harassment or discrimination to the Committee.
- Incidents of discrimination or harassment will be treated seriously by the Committee. Incidents will be thoroughly investigated and dealt with fairly.
Implementing and following the policy
- Committee Members will strive to become an example of equal opportunities by adhering to all responsibilities as outlined in the Equality & Diversity Policy.
- The implementation and effectiveness of the Equality & Diversity Policy will be monitored and reviewed on an annual basis.
- Improper conduct could result in termination of either committee involvement, group membership (when launched) and/or participation in FoWGP activities, as determined by the Chairperson, responsible for conduct.
- Approved and implemented on 21 January, 2021.
Safeguarding Policy
Introduction
- The Friends of Woodthorpe Grange Park (FoWGP) is a not-for-profit organisation run by a committee of volunteers.
- The FoWGP is based at: Woodthorpe Grange Park (c/o Nottingham City Council), Woodthorpe Drive, Woodthorpe, Nottingham. NG5 4HA.
- One of the committee members has particular responsibility for safeguarding. This policy has been drafted by Committee member that has received basic training in their workplace and as a School governor.
- The Chairperson (as an emergency action) has adopted this safeguarding policy and expects every adult working or helping at the FoWGP to support it and comply with it.
- The Chairperson (also as an emergency action) is the appointed Safeguarding Officer.
- Consequently, this policy shall apply to all committee members and volunteers working or acting on behalf of the FoWGP.
- Everybody has the right to be safe no matter who they are or what their circumstances.
Safeguarding and promoting well-being and welfare
This means:
- protecting the rights of adults to live in safety, free from abuse and neglect
- protecting children from maltreatment; preventing impairment of health or development; ensuring they are growing up in circumstances consistent with the provision of safe and effective care; and taking action to enable them to have the best outcomes
Commitment
FoWGP will react responsibly to reports of safeguarding risks and incidents of abuse and take steps to make sure members of or volunteers which deliver activity on behalf of FoWGP are aware of this policy and individual responsibility by:
- Listen and take seriously this matter
- Report any concern to the Safeguarding officer or committee member
- Record the concern by emailing the Safeguarding officer of FoWGP with details of the concern and action taken (names, dates, times, contact details, where reported, any immediate actions)
- Chairperson of FoWGP will follow up, if necessary, confirming appropriate report has been made as per statutory responsibility
- The Safeguarding Officer will maintain a record of all safeguarding concerns in accordance with data protection.
Addressing specific risks promoting the safeguarding of children
- Before starting any event for unaccompanied children, the group will carry out a simple risk assessment and then take steps to minimise all risks to health and safety of the volunteers. In some circumstances, for FoWGP to be family inclusive, activities may also include children will be made aware of any particular risks and of the steps to be taken to minimise those risks. The FoWGP committee will keep a record of all risk assessments.
- Sufficient adults must be present at any event to manage children to enable one
adult to deal with any emergency while another adult supervises the children not
directly affected by the emergency. - No photos will be taken or published of any child attending an event or activity
unless prior permission is sought from a person with parental responsibility. If any
person has any concerns regarding any person taking photos at an event or activity,
that person should contact the FoWGP Safeguarding officer.
Approved and implemented on 21 January, 2021.
