Constitution

Name

The name of the group is Chalgrove May Day Festival Committee. Called ‘the group’ in these rules.

Aims of the group

To organise and deliver the annual village Festival.
To raise funds to pay for this event by local donations, raffle ticket sales, traders attendance payments etc.
To include local groups and individuals so they can showcase their contribution to the village, raise funds and sustain their commitment to the local community.
To responsibly administer the event, taking into account all health and safety requirements, waste/recycling and environmental opportunities and environmental health factors, as required.
To support local community groups to give them an opportunity to advertise and raise funds (eg age concern, scouts).
To be a non-profit making organisation and distribute surplus funds generated (via committee votes) to support local community groups.
Any other matters the group decides.

Powers

To further these aims, the group may exercise the following powers:

To raise funds and receive contributions, donations and otherwise, provided that the group shall not undertake any permanent trading activity;
To bring together representatives of voluntary and statutory organisations, government departments and individuals as required;
To produce leaflets/posters to publicise the group activities;
To hold meetings;
To pay the necessary expenses involved in running the group;
To engage outside contractors, when necessary, to carry out work;
To undertake any other lawful activity to further the group’s aims.

Membership

Membership of the group shall be open to all persons in sympathy with the group’s aims and willing to abide by the group’s constitution.

Each member will have one vote and will be eligible to stand for election onto the committee.

The group will be non-party-political, non-sectarian and will be committed to non-discriminatory practices and equal opportunities.

Committee

The committee will meet a minimum of six times a year. The quorum level will be set at five members.

From amongst the committee, a chairperson, a secretary and a treasurer will be selected. Other members may be appointed to undertake particular responsibilities within the group, eg fundraising.

Meetings

General meetings will be held as often as necessary and at least six times a year.

An annual general meeting (agm) of the group shall be held every year in the month of June. All members shall be notified not less than fourteen days before the meeting. An agenda will be circulated. Business of the agm will include electing the committee; reporting on the activities during the year, amendments to the constitution and approval of the group’s accounts.

An extraordinary general meeting (egm) can be held at the chair’s discretion or by a written request to the chair of not less than five Members. The meeting shall be called within twenty-one days of such a request and appropriate measures taken to inform all members. An extraordinary general meeting should only consider the business specified in the request.

Finances

Any money raised shall be used to further the aims of the group plus any agreed surplus to be given out to local groups in need of funding, to be discussed and agreed at the agm and for no other purpose;
A bank account will be opened in the name of the group;
The account will require two signatures on any cheque or other bank document or online transactions (except paying in slips).
A simple written note of the group’s financial position, will be produced and available at committee meetings;
A statement of accounts verified by the treasurer shall be tabled at the agm;
No member shall derive any financial benefit from the group, except for payment of ‘reasonable expenses’;
No money will be paid out in the name of the group without a receipt being presented.

Amendments to the constitution

If amendment(s) to the constitution are necessary, members will be informed in writing and given the opportunity to consider and vote on the amendments. The amendment(s) will be made if there is a two-thirds majority vote of members.

Dissolution

If the committee, by a simple majority, deem it advisable to dissolve the group, it shall call a meeting of all the members of the group, giving not less than 14 days notice. If such a decision is confirmed by a majority of those present, then all the assets of the group shall be transferred to another local voluntary group or community group with similar aims.

adopted on the 10th day of June 2024.