1. Name
The name of the group shall be Sawston Helping Out Together! (SHOUT!)
2. Aims
The aims of SHOUT! will be:
- To promote social and recreational activities
- To encourage mutual support and joint aid among our members
- To provide activities that are inclusive to all members. (free and disability friendly)
- To run short term projects to improve the village of Sawston
- To improve links between other Sawston Based groups to further benefit the village
3. Membership
Membership is open to anyone:
- Above the age of 16 or under 16s with the support of a care giver over the age of 18
- With connections to Sawston Village
- Who wishes to participate with any activities run by SHOUT!
Membership will begin as soon as membership is requested and accepted by a committee member. By apply to join SHOUT! Members agree to the following;
- To treat other members with respect
- To not engage with any actions that could be perceived as offensive, racist, sexist or inflammatory.
There will be no membership fee to keep our aims to make this group accessible to all.
A list of all members will be kept by committee according to our data privacy policy.
Ceasing to be a member
Members may resign at any time by contacting a committee member, their details will then be removed from the members list.
Every year members will be offered the opportunity to unsubscribe from the group with details on how to do this.
Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted. Anyone behaving in an offensive way or breaking the equal opportunities policy will be suspended from group membership immediately. The officers will review the interaction and offer the individual the right to rebut these claims with a support of a friend, before the final decision to remove membership is taken.
4. Equal Opportunities
SHOUT! will not discriminate on the grounds of sex, race (including colour, ethnic or national origin), sexual orientation, disability, gender reassignment, religious or political belief, pregnancy or maternity, marital status or age.
5. Officers and committee
The business of the group will be carried out by a committee elected at the Annual General Meeting. The Committee will meet as necessary.
The committee will consist of at least 4 members. Up to 2 additional members may be co-opted onto the committee at the discretion of the committee.
The officers' roles are as follows:
- Chair, who shall chair both general and committee meetings
- Secretary, who shall be responsible for the taking of minutes, distribution of all papers, and keeping records of members
- Treasurer who shall be responsible for maintaining accounts
- Support Officer, who shall support the other 3 officer roles
In the event of an officer standing down during the year a replacement will be elected in the next Special General Meeting of members.
Any committee member not attending a meeting without apology for two meetings or six months, whichever is longest, will be contacted by the committee and asked if they wish to resign.
6. Meetings
Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.
All members will be notified in writing at least 2 weeks before the date of the meeting, giving the venue, date and time.
Nominations for the committee may be made to the Chair before the meeting.
The AGM agenda shall include the following:
- The Committee will present a report of the work of SHOUT! over the year.
- The Committee will present the accounts of SHOUT! for the previous year.
- The Officers and Committee for the next year will be elected.
- Any proposals given to the Chair at least 7 days in advance of the meeting will be discussed.
The quorum for the AGM will be 5% of the membership or 5 members, whichever is the greater number.
Minutes of the meeting will be sent out to all members (by email if possible)
Special General Meetings
The Secretary will call a Special General Meeting at the request of the majority of the committee or at least four other members giving a written request to the Chair or Secretary stating the reason for their request.
The meeting will take place within twenty-one days of the request.
All members will be given two weeks notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post.
The quorum for the Special General Meeting will be 5% of the membership or 5 members, whichever is the greater number.
7. Rules of Procedure for meetings
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.
If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.
8. Finances
- An account will be maintained on behalf of SHOUT! at a bank agreed by the committee members. Up to four signatories will be nominated by the committee (one to be the Treasurer). The signatories must not be related nor members of the same household.
- All payments will be signed by two of the signatories.
- For payments (such as BACS payments, cash withdrawals, debit card payments or cash payments), a requisition note will be signed by two signatories, and held by the treasurer.
- Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.
- All money raised by or on behalf of SHOUT! is only to be used to further the aims of the group, as specified in item 2 of this constitution.
9. Amendments to the Constitution
Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.
Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of the meeting.
Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.
10. Dissolution
If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group.
If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution.