1. Name

1.1 Ashtead Good Neighbours (hereinafter called “AGN”) is a not for profit organisation based in Ashtead Surrey.

2. Objects

2.1 AGN aims to help adults living in Ashtead with such tasks as decided by the Team from time to time which could reasonably expected of a good neighbour.

3. Definitions

3.1 “Clients” are those adults living in Ashtead who have been accepted by the Client Co-ordinator as satisfying the Team’s requirements for registration. Clients are not Members and are not entitled to attend or vote at Members’ meetings.

3.2 “the Team” means those Volunteers who are elected by the Members to manage the affairs of AGN.

3.3 “Volunteers” are those individuals who have been accepted by the Volunteer Co-ordinator as satisfying the Team’s requirements for registration.

4. Membership

4.1 The Members of AGN are the Volunteers.

4.2 A Member may resign at any time without notice.

4.3 The Team has discretion:
     (i)    to accept an application for membership;
     (ii)   to terminate the membership of a Volunteer provided that they are invited to be
            heard at a Team meeting before a final decision is made.
     (iii)  to require Volunteers to accept training.

5. Management

5.1 The Team consists of a Chairperson, a Treasurer, a Secretary, a Client Coordinator and a Volunteer Co-ordinator (hereinafter called “the Officers”) and up to five other members.

5.2 All members of the Team are elected or re-elected annually at the Annual General Meeting.

5.3 Officers are expected to serve for a minimum of three consecutive years and a maximum of five consecutive years from the date of their first election. In exceptional circumstances their term of office may be extended by one year subject to re-election at the Annual General Meeting following the completion of their term of office. Team members who are not Officers are expected to serve three years. After their term of office has expired, they may continue to remain in office subject to re-election at future Annual General Meetings.

5.4 Members of the Team may undertake more than one role within AGN except that an Officer cannot perform the duties of another Officer unless this is necessary to provide temporary cover arising from the absence of another Officer or an unexpected vacant position.

5.5 The Team may appoint additional members provided the total number does not exceed ten and that they are elected at the next Annual General Meeting.

5.6 The Team may co-opt other members to the Team for a temporary period in respect of special projects even if that results in more than ten members.

5.7 The Team may appoint a Vice-Chairperson.

5.8 The Team will meet at least five times a year. The minutes of all Team meetings are confidential.

5.9 Decisions of the Team are made by a simple majority of those attending and in the case of a tie the Chairperson has a casting vote.

5.10 The Team may issue procedures, policies, rules and codes of conduct.

5.11 The Team will communicate to the Members details of the rules, procedures, policies and training which are required for the efficient running of AGN.

5.12 The Team may carry out any lawful acts in respect of the aims of AGN including fund raising.

5.13 The Team may co-operate and work with any other organisation in support of AGN.

6. General Meetings

6.1 The Annual General Meeting will be held each year on a date decided by the Team but not later than four calendar months after the end of AGN’s financial year.  All Members are eligible to attend and vote and will be given 14 days’ notice in writing by post or by email.

6.2 The Officers and other members of the Team are appointed at the Annual General Meeting to serve from the close of that meeting to the close of the next Annual General Meeting.

6.3 Nominations, signed by a proposer and seconder, for appointment as Officers and members of the Team must be in the hands of the Secretary not less than seven days prior to the date of the Annual General Meeting.  If insufficient nominations are received, then further nominations may be put forward during the course of the meeting prior to the election of the Team.  Only Members are entitled to propose nominations and vote.

6.4 The Team will present to the Annual General Meeting a report of the work of AGN for the previous 12 months, together with accounts for the preceding financial year, both of which must be sent to the Members not less than seven days before the meeting.

6.5 A Special General Meeting may be called between Annual General Meetings either by a resolution of the Team or by a resolution signed by not less than 15% of the Members.  At least 14 days’ notice must be given to the Members together with a copy of the resolution setting out the proposed changes. No other business can be discussed or transacted at the Special General Meeting.

7. Quorum

7.1 The quorum at Special or General Meetings is 15% of the membership.

7.2 The quorum at Team Meetings is a simple majority of the total number of the Team.

8. Finance

8.1 AGN’s financial year is from each 1 October to 30 September.

8.2 AGN may receive contributions, donations, legacies or grants by any lawful transfer and accept gifts of property of any description.

8.3 All monies raised by or on behalf of AGN will be used to further the aims of AGN or to assist any other local voluntary bodies as agreed by the Team.  Payment will be made to the Members for all reasonable out of pocket expenses.

8.4 The Treasurer will keep proper accounts of AGN’s finances and give a full statement of AGN’s financial position to the Team at each meeting other than at a meeting to discuss a special project.

8.5 Accounts will be prepared for each financial year for presentation and adoption at the Annual General Meeting and a copy will be available to every Member in attendance. Once adopted by the Members, a copy will be posted on AGN’s website.

8.6 The Annual Accounts will be examined by an Independent Examiner who is appointed by the Members at each Annual General Meeting.

8.7 If at the end of a financial period there are funds in excess of that required to cover AGN’s normal running costs, donations may be made to other local voluntary organisations or to charities which benefit Ashtead residents.

8.8 Bank or Building Society Accounts are held in the name of AGN on such terms as the Team decides.  Each payment must be authorised by one of four nominated Team members, three of whom must be Officers and for payments above the amount specified by the Team, two signatures are required. The names of all signatories must be recorded in the minutes.

8.9 At the discretion of the Team, new Clients of AGN may be asked to pay a registration fee. Recommended charges for each task undertaken by a Volunteer are payable by the Clients except in the case of financial hardship.

9. Rules of Procedure at Members’ Meetings

9.1 Any questions arising at a General Meeting of the Members will be decided by a simple majority of the Members in attendance and voting.  In the case of a tie, the Chairperson of the meeting has a casting vote.

9.2 At a Special General Meeting the consent of not less than two thirds of the Members present and voting is required.

9.3 The Team will ensure that minutes are kept of all proceedings and resolutions at Members’ meetings and circulate the minutes to the Members for approval at the next meeting.

10. Alterations to the Constitution

10.1 A resolution to amend the Constitution must be received by the Secretary at least 21 clear days before the meeting at which the resolution is to be tabled. At least 14 clear days’ notice must be given by the Secretary to the Members by post or by email together with a copy of the resolution detailing the proposed changes.

11. Dissolution

11.1 If the Team decides that AGN should be dissolved it will call a Special General Meeting of the Members for which not less than 30 days’ notice must be given.

11.2 At the Special General Meeting, the Chairperson will explain why the Team has decided that AGN should be dissolved and provide details of the actions which the Team will need to take in the period up to the date of dissolution. Any assets of AGN remaining after all liabilities have been met will be given to other local voluntary organisations or to charities which benefit Ashtead residents.

12. Notice to Members

12.1 Where a rule requires notice to be given to Members, the rule will be deemed to have been complied with if the notice has been sent to the Member in accordance with their registered details.

13. Disputes

13.1 In the event of a dispute, the Chairperson’s interpretation of the Constitution is final and binding.