Constitution

1. Name of the organisation

Sustainable Woodstock.

2. Aims and objectives

Sustainable Woodstock is an unincorporated organisation. We are a community group managed and supported by local volunteers. Our aim is to encourage local individuals, businesses, organisations and elected representatives to be aware of and understand the climate and nature emergency and to take appropriate action.

We promote local sustainable practices by encouraging engagement with and support for activities, projects, campaigns and lobbying; by sharing knowledge and ideas; and by networking with other local climate and nature-recovery groups. Sustainable Woodstock consists of its Members, Supporters, Steering Group and Working Groups.

3. Members and supporters

Members are volunteers from Woodstock or its environs who have signed up to the aims and objectives of Sustainable Woodstock. There is no subscription fee. Members are entitled to vote at Annual General Meetings and Special General Meetings.

Supporters may be individuals, businesses or organisations and do not have to reside in or near Woodstock. There is no subscription fee, but supporters are expected to support the aims and objectives of Sustainable Woodstock and subscribe to the e-newsletter. Supporters are not entitled to vote unless they sign up to the aims and objectives.

4. Officers, Steering Group and Working Groups

The officers are the Chair, Vice-Chair, Treasurer and Communications Secretary. Officers are elected at an AGM for one year, with no limit on the number of times they can be re-elected. Officers are unpaid.

Sustainable Woodstock is a member of the Community Action Groups Oxfordshire network, to which officers are responsible for submitting annual accounts and community-impact data.

Officers may be removed by a decision taken at an SGM or AGM. At least 21 days' notice of a proposal to remove an officer must be given, together with the reasons, and the officer has the right of reply. Officers may resign at any time; vacancies are filled at an SGM or AGM. Members may define officers' powers and responsibilities at an AGM.

The Steering and Working Groups work together on tasks, share information and expertise, and pool resources towards Sustainable Woodstock's aims.

The Steering Group consists of approximately nine members, including the four officers plus a nominated representative from each working group.

Working Groups comprise members focusing on specific areas of activity. Their establishment and operation depend on Sustainable Woodstock's priorities and may vary over time. Each working group should nominate a lead to direct the group and attend steering meetings; a substitute may attend if the lead cannot. Working groups may co-opt new members. There is no limit to the number of members in a working group or the number of working groups a member may join.

5. Termination of membership

Members or supporters whose actions jeopardise the activities or reputation of Sustainable Woodstock may be asked to resign. The Steering Group may, subject to a recorded majority vote, terminate the membership of such a member or supporter. The member or supporter has a right to appeal by calling for an SGM.

6. Record keeping

Sustainable Woodstock may keep a record of members and supporters in accordance with its data, systems and privacy policies.

7. Public liability insurance and risk management

Events are risk-managed by event organisers through risk assessments and suitable public-liability insurance cover. Risk assessments are forwarded two weeks before an event either to Woodstock Town Council's Town Clerk for community woodland/orchard events, or to the relevant insurance provider for other climate-action events. Advice on insurance may also be available through the Community Action Groups Oxfordshire network.

8. Steering Group meetings

The Steering Group meets at least three times annually. Meetings decide objectives and priorities, direct activities, delegate actions, monitor progress and share reports.

Decisions are normally taken by consensus but may, if the meeting considers it necessary, be decided by majority vote. A member nominated by the Chair keeps a full record of proceedings. Four members of the Steering Group form a quorum.

9. Annual General Meeting

An AGM is held once a year after the accounts for the previous financial year are available. The financial year runs from 1 January to 31 December. The AGM reviews the group's accounts, reports on the previous year's activities and elects officers.

All members, supporters and members of the public are invited. Written notice is given at least 21 days before the meeting through the e-newsletter and a public notice on the town's noticeboards. Six members form a quorum. The Chair directs the meeting, or those present nominate a member in the Chair's absence.

Nominations for officer roles are made by members and elections are by show of hands. A member may table a motion by presenting it to an officer at least seven days before the meeting. A supporter may vote at an AGM if they first sign at the meeting that they agree to Sustainable Woodstock's aims and objectives.

The AGM includes consideration of this Constitution, the Privacy Policy and any other formal documentation forming part of Sustainable Woodstock's guiding principles.

10. Special General Meeting

An SGM may be called at any time. Subject to the agreement of at least one officer, a member may request that the Chair call an SGM. The member must give at least 14 days' written notice to the Chair stating the business to be considered. The Chair then convenes the SGM with at least a further 14 days' notice, unless there is good reason to hold it sooner.

11. Changing the constitution

Changes to the constitution can be authorised at an SGM or AGM. A proposal must be circulated at least 28 days before the meeting and give details of the proposed changes. Changes are adopted by a two-thirds majority of members present.

Changes must not allow designated funds contributed for one purpose to be diverted to a different purpose. The Chair informs Community Action Groups Oxfordshire of any changes to the constitution.

12. Finance

The Treasurer keeps the group's financial accounts and records, prepares annual accounts and controls expenditure. Sustainable Woodstock funds — including receipts, donations and contributions — are paid into an account in Sustainable Woodstock's name and managed by three designated officers.

All payments must be authorised by at least two officers and the signatories must not be related. Expenditure must be compatible with Sustainable Woodstock's aims and objectives. The Steering Group may agree to reimburse reasonable out-of-pocket expenses supported by receipts.

The Treasurer prepares an annual statement of account, circulated to members at least 28 days before the AGM. The accounts may be independently examined; officers and members of the group may not act as the independent examiner. The Treasurer supplies accounts to Community Action Groups Oxfordshire when required.

13. Termination of the group

If Sustainable Woodstock ceases to function, its assets will be distributed to another charitable or not-for-profit organisation within the Woodstock area. No member or officer may benefit from such a distribution.

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