Friends of Henllys Local Nature Reserve
CONSTITUTION
1. Name of the Group
The name of the voluntary association will be “The Friends of Henllys LNR” (hereafter referred to as “the friends”).
2. Aim
To conserve and enhance Henllys Local Nature Reserve for the benefit of wildlife, local residents and other LNR users.
3. Objectives
· To involve the local communities in conservation activity and the management of the reserve.
· To work with Torfaen County Borough Council (hereafter referred to as “TCBC”) Countryside Section to develop and implement the Council’s LNR management plan.
· To raise awareness of the special value of the site through environmental education.
· To audit, record and monitor the reserve’s wildlife, with the goal of enhancing local biodiversity.
4. Powers
The group shall have the power to raise funds, hold assets and organise meetings and workdays with associated publicity and in accordance with the site management plan.
5. Membership
a. Membership shall be open to anyone who shares the aims and objectives of the group. In order to formally join the group and gain the right to vote at meetings, members shall complete a membership form to be held by the Secretary. Membership is to be reaffirmed on an annual basis prior to or at the AGM. Membership shall be free.
b. No individual shall be seen as representing the group without the formal agreement of the Executive Committee.
6. Executive Committee
a. The Executive Committee shall consist of the three officers (Chair, Treasurer and Secretary) and when recruited, two members. At least one committee member should be a TCBC employee. Officers have the following roles: Chairman – who will act as the main contact and spokesman for the Group and will also keep meetings fair, unbiased and on time. Treasurer – who will be responsible for maintaining a bank account for the Group, holding the cheque book, keeping receipts and a record of all income/expenditure for the Group. Two signatures will be required on any cheques issued by the Group. Secretary – who will be responsible for arranging Meetings, circulating Meeting’s Agendas and Minutes/Notes and maintaining a record of all Members’ contact details.
b. The Executive Committee may co-opt other members onto the committee for specific reasons.
c. A quorum for a committee meeting shall be three members.
d. The committee shall meet at least four times a year, or as necessary. Invitations may be sent out to suitable organisations and bodies including TCBC, the Police, members of Henllys Community Council, the Police and representatives of funding bodies.
e. The committee has the authority to make decisions on behalf of the group. Decisions shall be carried by majority vote, with the Chair having the casting vote in the case of an even division of views. In the Chair’s absence, the Vice-Chair shall have the casting vote. All decisions are subject to veto by a TCBC ecologist, head of Countryside Section or TCBC Warden.
f. The Executive Committee has the right to terminate an individual’s membership by unanimous vote if that individual’s actions are inconsistent with the ethos and objectives of this constitution.
g. Member to be nominated to represent Friends of Henllys LNR on the Torfaen Biodiversity Partnership.
7. Meetings
a. The group shall call an Annual General Meeting (AGM) once a year. Written notice of an AGM must be given to members one month prior to its taking place. The quorum for an AGM shall be 7 voting members.
b. Extraordinary General Meetings (EGMs) may be called by the executive committee. Written notice of an EGM, with the reason for its being called, must be given to members one week prior to its taking place. The quorum for an EGM shall be 7 voting members.
8. Finances
The financial year for the group shall run from 1 April to 31 March. The annual accounts shall be presented to members at the AGM by the Treasurer. All cheques drawn on the group’s account shall be signed by the Treasurer and one of the two other officers. All receipts and invoices relating to the group shall be given to the Treasurer for safekeeping.
9. Equal Opportunities
The group is open to all people irrespective of nationality, race, ethnic or national origin, gender, disability, age, sexuality, political and religious belief who accept the aims of the group. The group will not tolerate any discriminatory language or behaviour and will view it as grounds for suspension or termination of membership.
10. Responsibilities
a. The Committee will ensure that they are covered by comprehensive third party insurance on workdays.
b. The Committee is responsible for ensuring that a risk assessment of the site is performed for each workday.
c. The Committee will ensure that anyone taking part in a workday receives a full health and safety briefing and that suitable PPE is worn and if necessary provided.
d. A trained first aider with first aid kit will be present each work day.
